Privacy Policy

tanmen (“we” or “us”) handles the personal information obtained through the website tanmen.work that we operate and through each of the services we provide (together, the “Services”) as set out below.

Handling specific to an individual service — what that service reads and how much it stores — is described on the page for that service in addition to this policy. Where the two differ, the description on the service’s own page prevails.

Information we obtain

The Services obtain the following information.

Information relating to account registration — For services that require signing in, the email address used to sign in and the information used to identify you within the service.
Information you enter when contacting us — Your name, email address, subject, the content of your enquiry, and any additional items requested by the particular contact desk.
Information relating to payment — Payments are processed by Stripe. Credit card numbers are received directly by Stripe; we neither receive nor retain them. What we refer to is limited to what is needed to manage the contract, such as the payment identifier, the amount, and the billing status.
Information relating to licences — For services where features are enabled by a licence key, the licence key, the plan you are subscribed to and its status, and the email address the licence key is sent to.
Information relating to device identification — For apps where features are enabled by a licence key, an irreversible hash value that identifies the device you use (see “Licence checks by the apps” below).
Information relating to connections to the licence server — The IP address a request comes from, used to limit requests repeated within a short time (see “Licence checks by the apps” below).
Information relating to access — Statistical information such as the pages viewed, the referrer, and the type of browser and device. This is obtained using cookies.
Technical information when a form is submitted — To prevent automated submissions (bots), Cloudflare Turnstile obtains technical information such as the IP address.

Purposes of use

Replying to enquiries and keeping a record of them
Providing and maintaining the Services, and managing the plans you are subscribed to (including issuing and sending licence keys, verifying that they are valid, and managing the number of devices you can use at the same time)
Billing, and responding to enquiries about payments
Countermeasures against improper use and automated submissions
Improving the Services by understanding how they are used

We do not use the information beyond the scope of the purposes above.

Provision to third parties

We do not provide the personal information we obtain to third parties, except with the consent of the person concerned, where required by law, or where it is necessary to protect a person’s life, body or property and obtaining consent is difficult. We do not sell personal information.

Outsourcing

To the extent necessary to achieve the purposes above, we outsource handling to the following companies. We check how each of them handles the information on a regular basis.

Cloudflare, Inc. — Delivery and storage for the site and the contact desk, bot protection for the form (Turnstile), access analytics (Web Analytics), and operation of the licence server and storage of licence information (featherbox, stallscope, gridge and kawarin)
Stripe, Inc. — Payment processing. Card numbers are received directly by Stripe and are not retained by us
WorkOS, Inc. — Sign-in authentication (AuthKit). Handles the email address used to sign in and the identifier for the user (expires)
Plus Five Five, Inc. (Resend) — Sending email: emails about enquiries (the automatic acknowledgement, our replies, and notifying us of new enquiries), notification emails for expires, and delivery of licence keys (featherbox, stallscope, gridge and kawarin). Handles the recipient’s email address, what you entered when contacting us, and the licence key being sent
Slack Technologies Limited — Notifying us when an enquiry (including any later reply) is received. Handles your name, email address, subject, any additional items requested by the particular contact desk, and the opening part of your enquiry
Google LLC — Access analytics (Google Analytics), and receiving our email (Gmail): notifications of enquiries when they cannot be sent to Slack, and email arriving at our addresses that is forwarded to us (such as enquiries with attachments). Handles your name, email address, and the content of your enquiry or email

The servers of these companies may be located outside Japan, and to that extent personal information is transferred outside Japan.

Cookies and access analytics

This site uses Google Analytics to understand how it is used. Google Analytics collects information using cookies, but that information does not identify individuals. If you would rather it were not collected, disable cookies in your browser settings or use the opt-out add-on provided by Google.

We also use Cloudflare Web Analytics. It uses neither cookies nor identifiers that track individuals, and aggregates page views and how long pages took to display.

Licence checks by the apps

Desktop apps where features are enabled by a licence key send the following information to our licence server (license.tanmen.work, which runs on Cloudflare Workers) to confirm that your subscription is valid.

What is sent — The licence key and an irreversible hash value that identifies the device you use. The hash is derived from the machine ID that Windows holds for each device; it contains no machine name, user name or information that identifies an individual, and cannot be turned back into the original value. It differs from service to service, so the same device cannot be matched across services.
How often — Every 24 hours from the previous check (if the app is not running at that point, one minute after it is next started). Some apps also check one minute after every start. When no connection is available, the app tries again after a while and keeps using the result of the most recent check in the meantime. The information is also sent when you enter a licence key, or when you use the app to run a check, deregister a device and so on.
Purpose — Confirming that your subscription is valid, and managing the number of devices you can use at the same time (the device limit is stated in how each product is delivered).
Device records kept and deleted — Our ledger records, for each device, the hash value and the date and time of the first and most recent check. When you deregister a device from the app, its record is deleted. A record for a device whose most recent check was more than 30 days ago is deleted automatically by a process we run once a day.
Subscription records kept and deleted — The licence key and the record of your subscription (the plan, its status and period, the email address the licence key is sent to, payment identifiers and so on) are kept while the subscription continues (including while it is suspended, for example because a payment is late, and can still be resumed as the same subscription). Once a subscription has ended (because it was cancelled, or because payment was not completed), its record is kept for 120 days from the end of its period in case of enquiries or disputes about payments, and is then deleted by the same daily process, together with the device records for that licence key.
The IP address a request comes from — To limit requests repeated within a short time, the licence server uses the IP address a request comes from. For licence checks, deregistering devices and similar requests, the IP address is only passed to Cloudflare’s rate-limiting feature to be counted, and is not recorded in our ledger. For requests to re-send a licence key, which are counted per hour, our ledger records a hash value made from the IP address using a secret key, and entries whose hour has passed are deleted by the same daily process. The IP address itself is not recorded. Because the key is kept separately from the ledger, the original IP address cannot be recovered from the values in the ledger.

Retention period

Enquiries are kept for three years from the date they are received, so that the course of the exchange can be checked, and are deleted after that. However, copies that remain in the notifications and forwards that tell us an enquiry has been received (Slack and Gmail) and in the sending records of the emails we send (Resend) are not covered by this deletion, and are kept according to the retention of each of those services. Records relating to contracts and payments are kept for the period required by law. The records kept as required by law are the billing and payment records held at Stripe, to which we outsource payment processing; records in our licence ledger are deleted at the times stated under “Licence checks by the apps”. Statistical information from access analytics follows the default retention period of the service used. Records that we have deleted may also remain, for up to 30 days after deletion, in the history that our database provider (Cloudflare) keeps for restoring from failures.

Requests for disclosure, correction or deletion

On request from the person concerned, we respond without delay, in accordance with the law, to requests to disclose, correct, add to, delete, or stop using the personal information we hold. Please make such requests through the contact desk below. We may ask questions to the extent needed to confirm your identity.

Security management

The information we obtain is managed through encrypted communication (HTTPS) and by limiting who can access it. When selecting a company to outsource to, we confirm that sufficient security measures are in place.

Changes to this policy

If we change the content, we will post the amended content and the date last updated on this page. Where the change is significant, we will give notice on the Services.

Contact desk

For enquiries about this policy or about how personal information is handled, please use ~/supports/general. Enquiries relating to a particular service are also accepted through that service’s own contact desk. Our name, address and telephone number are disclosed without delay upon request (see the Notation Based on the Japanese Act on Specified Commercial Transactions).