Privacy Policy & Data Security

Takara HQ collects data from trading partners, purchasing departments, and corporate (B2B) customers when they interact through contact forms, the Partner Portal, or a Request for Quotation (RFQ):

• Partner identification: Company/organization name, and the name of the legal representative or the purchasing officer in charge.
• Business contact details: Corporate email, phone number, messaging contact (WhatsApp / WeChat), registered address, and delivery/warehouse address.
• Product technical files: 2D/3D design files (artwork/tech packs), material specifications, and required safety-testing standards (EN71, ASTM F963).

Purpose of use:

• Technical analysis, costing, and issuance of OEM/ODM manufacturing quotations.
• Coordinating sample development and executing international sale & purchase contracts.
• Supporting export customs clearance, international logistics, and submission of samples to independent testing labs.
• Reporting production progress, metal-detection inspection results, and reconciling shipping documents.

Data is used strictly internally and directly in service of the partner's order supply chain:

• Within Takara HQ: Management, the technical team coordinating production, the sales department, and the QA/QC team.
• International logistics partners: Air and ocean freight carriers (DHL, FedEx, Maersk, etc.) for physical sample delivery and finished-goods container shipping.
• Independent testing bodies: International testing labs (Intertek, SGS, Bureau Veritas, etc.) for issuing contractual toy-safety certification.
• State regulatory authorities: Data is disclosed only upon a written request from a competent Vietnamese authority for statutory inspection or audit purposes.
• Security infrastructure: Data operates on internationally certified hosting and content-delivery infrastructure (Cloudflare, AWS).

Partner data and contract information are securely retained on our servers for the duration of the business relationship.

After a contract is completed or a transaction is settled, product technical files (design drawings, fabric specifications, patterns) are retained for a minimum of 5 years to support re-orders, origin-certificate verification, and quality post-audits in line with international practice.

Clients have full rights to review, correct, or request processing of their data through the following channels:

• Access and update your records directly via the Partner Portal: takarahq.com/portal.
• Submit a request to export, correct, or delete your information via our official mailbox: contact@takarahq.com. Our team will process and confirm the outcome in writing within 3 business days.

All sewing patterns, 2D/3D design files, proprietary trademarks, and technical specifications provided by clients are protected under Non-Disclosure Agreement (NDA) protocols across the entire manufacturing partner network.

Takara HQ is committed to protecting design confidentiality: we will not copy or share client files with third parties outside the supply chain, and will never commercialize or independently release a partner's designs to the market in any form.

When you browse takarahq.com, technical data is collected automatically: IP address, browser and device type, pages viewed, the referring page and an approximate location (country or city derived from the IP address). It is used to keep the site secure (Cloudflare) and, where analytics is enabled, to measure and improve the site (Google Analytics via Google Tag Manager).

Visitors in the EU/EEA, the United Kingdom and Switzerland: analytics runs only after you choose Accept. Everywhere else it is on by default, and you can switch it off at any time with Reject or through Cookie settings. Details are in the Cookie Policy.

Messages you type into the “Guide me” assistant or the Takara AI assistant are sent to Google’s Gemini model to generate a reply. Please do not enter confidential designs or personal data there; send those through the contact form or the Partner Portal instead.

Recommendations from the homepage sourcing tool are saved together with the description you typed, so they can be reopened and shared at a private link (takarahq.com/r/…). They are deleted after 30 days, or after 12 months once the link has been shared or emailed. If you ask for a recommendation by email, Takara uses that address only to send it, and to contact you about the project if you tick the consent box.

Takara processes data on the following bases: your consent (when you submit a form, write to the assistant or accept analytics cookies); performing a contract or the steps before one (quotations, samples, orders); legal obligations (tax, accounting, customs); and keeping the site secure.

In addition to the rights in section 04, you may withdraw your consent at any time (this does not affect processing already carried out), object to or ask Takara to restrict processing, and receive a copy of your data in a common format. Write to contact@takarahq.com.

takarahq.com serves businesses and is not directed at people under 18. Takara does not knowingly collect children’s data.

Takara uses the following providers, which process data on Takara’s behalf:

• Cloudflare: hosting, content delivery, database and file storage, spam and bot protection, AI request routing.
• Google: Analytics and Tag Manager (site statistics); Gemini (the AI assistant).
• Resend: sending emails such as quotations, confirmations and sign-in links.
• Airtable: order records shown in the Partner Portal.
• Meta (WhatsApp Business): messages, when you choose to contact Takara on WhatsApp.

Some of these services run on servers outside Vietnam. Takara transfers data abroad only as far as these services require, relies on each provider’s data-protection commitments, and prepares the cross-border transfer documentation required by Vietnamese law.

Data is protected by encrypted connections (HTTPS/TLS), access limited to the staff who need it, and signed-in access to the Partner Portal.

If a personal-data breach occurs, Takara will notify the competent authority (the Department of Cybersecurity and High-Tech Crime Prevention, Ministry of Public Security) within 72 hours as required by Decree 13/2023/ND-CP, and will inform the people affected where the breach may harm them.

This policy takes effect on 5 October 2026. Takara may update it; the new version and its date will be published on this page.

Questions, requests and complaints: contact@takarahq.com. You also have the right to complain to the competent state authority in Vietnam.