Privacy Policy

Kaku Tokyo (Giorgio Profili S.r.l.) · Last updated 2 July 2026

Kaku Tokyo, operated by Giorgio Profili S.r.l. (“we”, “us”), runs short-stay accommodation and uses a private dashboard to manage WhatsApp conversations with guests. Giorgio Profili S.r.l. is the data controller for this processing. This policy explains what personal data we process when you message our WhatsApp business number, why, and the choices you have.

Information we collect

When you send a message to our WhatsApp business number, we receive and store:

• Your WhatsApp phone number and WhatsApp profile name.
• The content of the messages you send us and that we send you (text and, where applicable, references to media such as images or documents).
• Message metadata such as timestamps and delivery/read status.

We do not collect your contacts, location, or any data from your device beyond the messages you choose to send us.

How we use it

• To answer your questions and provide guest support before, during and after your stay.
• To keep a history of our conversation so we can assist you consistently.
• To draft suggested replies for our staff using an AI assistant (the staff member reviews and sends the reply).

We rely on our legitimate interest in communicating with guests, and on performing our accommodation contract with you, as the legal bases for this processing.

Service providers

We share data only with providers that help us deliver this service:

• Meta Platforms / WhatsApp — the messaging platform that delivers messages between you and us.
• Amazon Web Services — conversations are stored in a private database on our own server, hosted with AWS in the European Union.
• Anthropic (Claude) — processes message text to generate suggested reply drafts. Message content is not used by Anthropic to train its models.

We do not sell your personal data or use it for advertising. Because these providers operate internationally, your data may be processed outside your country, including in the EU and the United States, under appropriate safeguards.

Data retention

We keep conversation history for as long as needed to support your stay and our ongoing guest relationship, and then delete or anonymise it. You can ask us to delete your data at any time (see below).

Your rights

Depending on your location, you may have the right to access, correct, export or delete your personal data, and to object to or restrict its processing. To exercise any of these rights, contact us and we will respond within a reasonable time.

Security

Access to the dashboard is restricted and authenticated. Data in transit is encrypted (HTTPS), and stored data is protected by our providers’ security controls.

Changes to this policy

We may update this policy from time to time. The “last updated” date above reflects the latest version.

Contact

For any privacy question or request, email us at giorgiofragiacomo92@gmail.com.