Privacy Policy

Room4, LLC
Tokyo, Japan

Last updated: May 2026

1. Who we are

Room4, LLC ("Room4," "we," "us") is a Tokyo-based creative studio producing marketing, events, and apparel for the fashion industry. This policy explains what we do with the information you give us when you visit room4.co, sign up to our mailing list, buy something, or come to one of our events.

If you only read one section, read this one: we don't sell your data, we don't share it with anyone we don't have to, and we don't email you more than we said we would.

2. What we collect

Depending on how you interact with us, we may hold:

  • Identity & contact — name, email, phone, Instagram handle, and (for ticketed events) sometimes date of birth where required by venue.

  • Order & event data — what you bought, what you attended, what size you wear, delivery address.

  • Payment data — handled entirely by our payment processors (Stripe, PayPay, Square). We never see or store your full card details.

  • Website data — IP address, browser type, pages viewed, referring source. Standard analytics, nothing exotic.

  • Anything you send us — emails, DMs, contact-form messages, RSVP replies.

3. Why we hold it

  • To process your order, ship your apparel, or get you through the door at an event.

  • To send you the things you asked for — the mailing list, event invitations, order updates.

  • To answer your questions when you write to us.

  • To improve the site and the work we do.

  • To comply with Japanese law (tax records, consumer protection, etc.).

We rely on your consent for marketing communications, and on contract performance / legitimate interest for everything else — the standard lawful bases under the Act on the Protection of Personal Information (個人情報の保護に関する法律, "APPI").

4. Who else sees it

We share data only with service providers who need it to do their job for us, under written confidentiality terms. The main ones:

  • Squarespace — website hosting and form submissions.

  • Stripe / PayPay / Square — payments.

  • Mailchimp (or equivalent) — mailing list delivery.

  • Shipping carriers — Yamato, Japan Post, etc., for apparel orders.

  • Event venues — guest list confirmation only, where required.

We disclose information to law enforcement, regulators, or courts only when we are legally required to.

We do not sell your data. We do not rent it. We do not pass it to other brands for "co-marketing."

5. International transfers

Some of the providers above (Squarespace, Stripe, Mailchimp) are headquartered outside Japan and may process your data overseas. Where this happens, we ensure equivalent protection consistent with APPI requirements for cross-border transfer.

6. How long we keep it

  • Mailing list: until you unsubscribe.

  • Orders: seven years, as required by Japanese tax and commercial law.

  • Event RSVPs: one year after the event.

  • Website analytics: thirteen months.

  • Anything else: only as long as we need it for the purpose we collected it for.

7. Your rights under APPI

You can ask us to:

  • Show you what data we hold about you.

  • Correct anything that's wrong.

  • Delete it, where we don't have a legal reason to keep it.

  • Stop using it for marketing.

  • Stop sharing it with third parties (where lawful).

Email hello@room4.net with "Privacy request" in the subject line and we'll respond within a reasonable period, usually within two weeks. We may need to verify your identity before acting.

8. Cookies

The Room4 site uses cookies to remember your preferences, run basic analytics, and (if you bought something) keep your cart working. You can block cookies in your browser settings — parts of the site may stop working properly if you do.

We do not use advertising cookies or third-party tracking pixels beyond Meta's standard pixel for the campaigns we run for ourselves and our clients. If you'd rather not be tracked by that, your phone's "limit ad tracking" setting and ad-blocker of choice will handle it.

9. Children

Room4's services are not directed at children under 16. If you believe a minor has provided us with personal information, contact us and we will delete it.

10. Changes to this policy

If we change anything material, we'll update the date at the top and — if the change affects you directly — email subscribers and post a notice on the site for thirty days.

11. Contact

Room4, LLC
Tokyo, Japan
hello@room4.co
Instagram: @room4