Tsubaki Systems

Privacy Policy — Tsubaki Systems LLC

Last Updated: July 2025

Tsubaki Systems LLC (“Tsubaki Systems,” “we,” “our,” or “us”) is a U.S.-based technology company specializing in advanced analytics, business intelligence, data engineering, and AI solutions for commercial and government organizations. We are committed to maintaining the highest standards of privacy, data protection, and ethical information handling across all our services and partnerships.

This Privacy Policy explains how we collect, use, disclose, protect, and retain information in connection with our website, data solutions, and professional services. By using our website or engaging with our services, you consent to the practices described in this policy.

1. Information We Collect

We collect and process information necessary to deliver, improve, and secure our products and services. The types of information include:

Business and Contact Information: Name, email, phone number, company name, title, and other business-related details submitted through inquiries, forms, or service requests.
Account and Communication Data: Records of correspondence or communication with us through email, contact forms, or meetings.
Technical and Website Data: IP address, browser type, device identifiers, and general website usage data collected through analytics tools and cookies.
Client or Project Data: Information provided by clients for analytics, system integration, or data processing purposes — handled solely under contractual and confidentiality obligations.
Publicly or Legally Available Data: Professional or institutional information obtained from public or authorized sources for legitimate business purposes.

2. How We Use Information

We use collected information for legitimate business purposes, including:

To provide, operate, and enhance our data and analytics services.
To communicate with clients, partners, and potential customers.
To ensure system security, reliability, and compliance with applicable regulations.
To analyze trends and improve our website, platforms, and service experience.
To fulfill contractual, legal, or regulatory obligations.

We may also use aggregated and anonymized information for research, analytics improvement, and performance benchmarking, without identifying any individual or organization.

3. Legal Basis for Processing

When required by applicable law, we rely on the following legal bases for processing information:

Performance of a contract or pre-contractual arrangements.
Legitimate business interests, such as improving services and ensuring cybersecurity.
Compliance with legal or regulatory obligations.
Consent, when required for specific purposes such as marketing or data sharing.

4. Data Sharing and Disclosure

Tsubaki Systems does not sell or rent personal information. We share data only in limited cases:

Service Providers: With trusted third parties who assist in hosting, communication, analytics, or support — all bound by strict confidentiality and data protection agreements.
Technology Partners: Such as Databricks, Microsoft Azure, and Power BI, when integration is necessary to deliver contracted solutions.
Legal Requirements: When required to comply with applicable laws, regulations, or court orders, ensuring only the minimum necessary disclosure.
Corporate Transactions: In the event of a merger, acquisition, or restructuring, provided data protection standards remain consistent.

5. Data Security

Tsubaki Systems applies a comprehensive, multilayered approach to information security, combining administrative, technical, and physical safeguards to protect data against unauthorized access, loss, or misuse. Our practices align with recognized frameworks such as NIST and FedRAMP, ensuring appropriate protection for both commercial and government data.

We maintain strict access controls, secure cloud environments, and ongoing monitoring to detect and respond to potential risks. Employees and partners are trained in data privacy and security protocols, and our procedures are regularly reviewed to ensure compliance with evolving cybersecurity standards and contractual obligations.

6. Data Retention

We retain personal and business information only as long as necessary for the purposes described in this policy or as required by law, regulation, or contract. Client data shared for project delivery is securely deleted or returned after completion, following appropriate data disposal practices.

7. International Data Transfers

As a U.S.-based company, we may transfer and process data in other jurisdictions. When we do so, we implement appropriate safeguards to ensure data remains protected under applicable international data protection laws.

8. Your Rights and Choices

Depending on your jurisdiction, you may have rights to:

Access and receive a copy of your personal information.
Request correction or deletion of inaccurate data.
Withdraw consent for specific data uses.
Request limitation or portability of your data, where applicable.

To exercise these rights, contact us at [email protected]. We will respond promptly and in accordance with applicable laws such as GDPR, CCPA, or state privacy statutes.

9. Compliance Frameworks

Tsubaki Systems operates under data protection principles aligned with:

General Data Protection Regulation (GDPR)
California Consumer Privacy Act (CCPA)
Federal Information Security Modernization Act (FISMA)
National Institute of Standards and Technology (NIST) standards
Federal Risk and Authorization Management Program (FedRAMP) guidelines

We ensure all client data — including that of U.S. government entities — is handled under strict confidentiality, with appropriate controls and governance.

10. Cookies and Website Analytics

Our website uses cookies and similar technologies to understand visitor behavior, analyze traffic, and improve site functionality. You may disable cookies through your browser settings, although some website features may not work as intended.

11. Data Concerning Minors

Our website and services are intended for professional and organizational use and are not directed toward children under the age of 16. We do not knowingly collect or store information from minors.

12. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal obligations. Updates will be posted here with an updated effective date. We encourage you to review this page regularly to stay informed.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Tsubaki Systems LLC
Email: [email protected]
Website: https://tsubakisystems.com
Location: Maryland, United States