Security
Protecting your data is the foundation of our business
bookmi holds the data at the heart of your business: customer details, bookings, sales and invoices. Here we explain, without holding anything back, where that data is stored, how it is protected, who inside bookmi can handle it, and which outside providers we use.
Last updated:
Built to protect your data
- Stored in Tokyo
- No AI training
- Two-step verification
Our commitments
- Your data is yoursWe never sell your data, and bookmi does not use it to train AI models.
- Stored in TokyoDatabases and files are stored in data centers in Tokyo.
- Only those who need toEven inside bookmi, only a limited number of staff handle your data, and only when necessary, such as for support or fault handling.
- Open with youWe tell you about an incident or risk of one within 3 days at the latest, and we publish the providers we use.
- Yours to take with youExport CSV or Excel at any time during your contract. After a paid plan ends, you can still view and export your data for a set period on request, and we delete it on request.
Our controls
The measures we actually have in place today, grouped by area.
Storage and connections4
Data stored in Tokyo data centers
Databases (customers, bookings, sales) and files (receipts, images) are stored in data centers in Tokyo, in our cloud providers' Tokyo regions.
Databases not exposed to the internet
Databases cannot be reached directly from outside and are accessible only through authorised routes.
Encrypted connections
Traffic between your browser or app and bookmi is encrypted with HTTPS (TLS), so it cannot be read along the way.
Attack mitigation
Traffic passes through a CDN (content delivery network), which helps absorb attacks such as traffic floods.
Account and access protection6
Features you can set up and check yourself.
Two-step verification
In addition to your password, you can require a code from an authenticator app on your phone. Backup codes are available in case you lose the phone.
Lockout and rate limits
An account is locked after 5 wrong passwords in a row, and rapid repeated login attempts are limited.
Signed-in devices
See which devices are signed in and force any device you don't recognise to sign out.
Login history
Check when, on which device and from which IP address each login happened.
Role-based permissions
Give each staff role its own set of features and actions, such as viewing, editing or changing settings.
Limit which data each role can see
Restrict a role to the whole company, one shop, or only the person's own records. When staff leave, removing their permissions stops their access.
Data and privacy7
Data separated by company
All data is kept separate for each customer company, and one company cannot view or change another's data.
Passwords cannot be recovered
Login passwords are stored as hashes that cannot be turned back into the original. bookmi staff cannot see your password.
Sensitive information encrypted
Access tokens and API keys for connected services, My Number (Japan's individual number), and two-step verification settings are stored encrypted inside the database.
Private files via expiring links
Private files such as receipts can only be opened through a link that is issued each time and expires after 60 minutes.
No card details stored
Card details are entered on the payment processor's checkout page or payment terminal and are not stored on bookmi's servers.
Export on request after a paid plan ends
During your contract, you can export CSV or Excel from each screen at any time. From the day after your contract ends you can no longer sign in, but if you apply within 90 days after a paid plan ends, you can sign in to view and export your data for a period set by bookmi (no new entries or changes). If you can't export by signing in, we'll hand it over as CSV or a similar format.
Deletion on request
We delete your data on request. Please contact us through the inquiry form.
Safe use of AI3
We are clear about how the data used by AI staff is handled.
Not used to train AI models
bookmi does not use your data to train or improve AI models.
Only what is needed goes to AI providers
To run features such as writing and summarising, reading documents and AI phone, we send the data each feature needs to external AI providers. We choose terms under which the provider does not use that data to train its own models, such as business API plans. The AI providers we use are listed under “Subprocessors” below.
Your AI's knowledge stays in your company
Menus, price lists and manuals you register for your AI staff are used only for your company's AI staff, never for another company's.
Internal practices and incident response4
Limited staff access to customer data
Only a limited number of staff handle your data, and only when necessary — for example to answer a support request or investigate a fault.
Admin console restricted and logged
Our internal admin console is restricted to bookmi staff, and every change made in it is logged.
Automatic anomaly detection
System problems are detected automatically and the people responsible are alerted immediately.
Incident notice within 3 days
If we learn of a leak of personal information or a risk of one, we notify you promptly (within 3 days at the latest), investigate the cause and act to prevent it happening again.
Subprocessors
The main outside providers we use to deliver the service. Data is stored in Tokyo, but for the functions below each provider processes the data that function needs. Providers outside Japan are handled as required by Japan's Act on the Protection of Personal Information.
| Provider | Purpose | Where data is handled |
|---|---|---|
| LightNode, Akamai (Linode) | Databases and servers | Japan (Tokyo) |
| Amazon Web Services | File storage | Japan (Tokyo region) |
| Cloudflare | Traffic relay and attack mitigation | Global edge locations (including Japan) |
| OpenAI | AI features (writing, summarising, reading documents); the standard AI model | United States |
| Anthropic | AI features (Claude models) | United States |
| DeepSeek | AI features (DeepSeek models) | China |
| Zhipu AI | AI features (GLM models) | China |
| Telephony provider | AI phone calls | United States |
| Email delivery provider | Email delivery | United States |
| Stripe | Payments (cards) | United States |
| KOMOJU (DEGICA Co., Ltd.) | Payments | Japan |
| LY Corporation | LINE Official Account integration (only if you use it) | Japan |
When we add or change a subprocessor, we update this list and the update history below.
FAQ
Where is my data stored?
In data centers in Japan (Tokyo). Features such as AI, AI phone and email delivery process the data they need through providers outside Japan. Providers and countries are listed under “Subprocessors”.
Is any data sent to providers in China?
Yes. Some AI models are provided by companies in China (DeepSeek, Zhipu AI), and processing that uses those models sends the necessary data to that provider. The standard AI model is from OpenAI in the United States.
Will my customer data be used to train AI?
bookmi does not use your data to train AI models. When we send data to external AI providers, we choose terms under which that data is not used for training, such as business API plans.
Can bookmi staff see our data?
Only a limited number of staff handle it, and only when necessary, such as for support requests or fault investigation. Passwords are stored as hashes, so staff cannot see them.
Can all of our staff see customer information?
It depends on the permissions you assign. You can set which features each role can use and which data it can see — the whole company, one shop, or the person's own records.
Do you hold security certifications (ISMS, PrivacyMark)?
Not at present. This page describes what we actually do — storage location, encryption, login protection, permissions and subprocessors. If we obtain a certification, we will announce it here.
Is there an uptime guarantee (SLA)?
Not at present. Problems are detected automatically and handled, and we notify you promptly if an outage occurs.
What happens to my data after I cancel?
From the day after your contract ends, you can no longer sign in. If you apply within 90 days after a paid plan ends, you can sign in to view and export your data for a set period (we can also hand it over as CSV). Sign up for a paid plan within 90 days of the end and your data carries on as it was. We also delete it on request.
Will you fill in our security questionnaire?
Yes. If you are considering bookmi, we answer questionnaires and questions individually. Please contact us through the inquiry form.
Update history
- Updated how we describe your data after your contract ends, in line with the revised Terms of Service (15 October 2026).
- Fully revised this page and published our controls and subprocessor list.
Security questions
For questions about how your data is handled, requests to fill in a security questionnaire, or to report a vulnerability, please use the inquiry form. The person responsible will reply.
※ This page describes our measures as of 13 October 2026. We review them continually and will update this page when they change. Statutory matters such as the purposes of use of personal information, provision to third parties and retention periods are governed by our privacy policy and terms of service.