Privacy Policy

1. Definition of Personal Information

“Personal Information” refers to information relating to a living individual as defined under the Act on the Protection of Personal Information, and includes the following:

• Information such as name, date of birth, address, telephone number, email address, etc., that can identify a specific individual.

• Information containing personal identifiers (e.g., fingerprint data).

• Information that can be used in combination with other data to identify an individual.

2. Personal Information Protection Policy

The Company adheres to the following principles to manage personal information properly:

• Acquire personal information lawfully and fairly.

• Use personal information only for purposes clearly stated and agreed upon.

• Comply with applicable laws, regulations, and norms.

• Implement safety measures to prevent leakage, tampering, loss, and unauthorized access.

• Continuously improve practices through internal education and operational reviews.

3. Use of Personal Information

The purposes for collecting the personal information are as follows.

• <Customer Information>

• Responding to inquiries and arranging business discussions

• Executing system development services contracted by the Company

• User registration, identity verification, and contractual procedures for our services

• Providing operational and maintenance support

• Sending materials and information

• Performing access analysis and ad delivery for website operation

• Notifying users of changes to terms, rules, or guidelines

• Addressing violations of terms of service

• Verifying bank account information and confirming payments

• Emergency communication

• Other purposes incidental to the above

• <Employee Information>

• Internal communications and operational notifications

• Payroll processing including salaries, bonuses, and benefits

• HR management including evaluations, assignments, and training

• Welfare and benefits administration

• Health management such as medical checkups and guidance

• Security management including crime and disaster prevention

• <Applicant Information>

• Receiving applications, conducting recruitment selection, and notifying results

• <Inquiry Information>

• Responding to inquiries received through our website

4. Security Measures for Personal Data

We take the following measures to securely manage personal data.

• <Formulation of Basic Rules and Governance Structure>

• The Company establishes basic policies to ensure appropriate handling of personal data, including compliance with relevant laws and guidelines and designation of inquiry channels. Operational rules are maintained for data acquisition, usage, and storage.

• <Organizational Security Measures>

• Establishing internal structures and operating according to defined rules, developing systems for confirming handling status and responding to incidents and regular review and improvement of safety measures.

• <Human Security Measures>

• Regular training for employees handling personal data

• <Physical Security Measures>

• Controlled access to data-handling areas, preventing theft or loss of devices and media, measures to prevent leaks during transportation and Proper deletion and disposal of personal data and associated media.

• <Technical Security Measures>

• Access controls and authentication of users and preventing unauthorized access and leaks during system use.

• <Understanding External Environments>

• The Company stores personal data using cloud storage located in the following countries, after understanding and complying with relevant local laws:

- Country ①: United States of America

Applicable Laws: The U.S. does not have a comprehensive data protection law; sector-specific laws apply. [ See details here. ]

- Country ②: Republic of the Philippines

Applicable Laws: As an APEC CBPR participant, the Philippines established data protection laws in 2012. [ See details here. ]

5. Use of Analytics Tools

This website uses “Google Analytics,” a tool provided by Google, to analyze access data. Cookies are used to collect traffic data, which is anonymized and does not identify individuals.

See our External Transmission Policy for more details.

6. Use of Cookies

The Company uses cookies in services such as Google Ads to deliver optimized advertising based on users’ interests. Cookies are also used for analyzing site usage to improve services and operations.

See our External Transmission Policy for more details.

7. Disclosure, Correction, Deletion, and Suspension of Personal Information

• <Disclosure of Personal Information>

• Upon request from the individual, the Company will promptly disclose the relevant personal information. However, disclosure may be partially or fully denied in the following cases, in which case the requester will be notified accordingly. A processing fee of ¥5,000 per request applies.

  • If it may harm the life, body, property, or other rights and interests of the individual or a third party
  • If it may significantly interfere with the Company’s operations
  • If it violates other laws or regulations

• <Correction, Addition, or Deletion of Personal Information>

• If a request is made due to inaccuracies in the data, the Company will investigate and, where appropriate, correct, add to, or delete the data without delay (unless special procedures are required by law). The requester will be informed of the outcome.

• <Suspension of Use, Erasure>

• If a request is made due to data being obtained or used improperly, the Company will investigate and take corrective measures within necessary limits if violations are confirmed. In cases where such measures involve excessive costs or difficulty, alternative measures may be taken to protect the individual’s rights.

• <Disclosure of Records of Third-Party Provision>

• When we receive a request from the individual for the disclosure of records concerning the provision of personal data to third parties, we will disclose such records to the individual without delay. However, all or part of the records may not be disclosed if disclosure falls under any of the following circumstances. In cases where the records are not disclosed or do not exist, we will notify the individual to that effect without delay. Additionally, a handling fee of 5,000 yen per request will be charged for the disclosure of third-party provision records.

  • When there is a risk of harm to the life, body, property, or other rights and interests of the individual or a third party
  • When there is a risk of significantly hindering the proper execution of our business operations
  • When such disclosure would violate other laws or regulations

8. Inquiries Regarding Personal Information

Please direct inquiries regarding the handling of personal information to the following contact:

• 【 Contact Information 】

  Recipient: Vauldex, Inc. Personal Information Inquiry Desk

  Address: Hakataekihigashi Ozaki Building 6F, 1-16-7 Hakataekihigashi, Hakata-ku, Fukuoka-shi, Fukuoka, Japan

  Email: support@vauldex.com

  Business Hours: Monday–Friday, 10:00–18:00 (excluding holidays and year-end/new year holidays)

• <Fees for Requests for Disclosure, Notification of Purpose of Use, and Disclosure of Records of Third-Party Provision>

  • A fee of 5,000 yen will be charged. Please contact us for details on how to make the payment.
  • No fee is required for requests concerning correction, addition, deletion, or suspension of use.
  • If the fee is not paid or is insufficient, we will contact you. However, if we are unable to reach you, the request will be treated as not submitted.

• <Documents Required When the Individual Makes the Request>

  • A copy of an identification document such as a driver’s license (only the front side if using a My Number Card)
  • A copy of the resident record, etc. (must be issued within the last 30 days and without the personal number. Copies are not accepted)

• <Documents Required When a Representative Makes the Request>

  • A copy of an identification document such as a driver’s license confirming the identity of the statutory or voluntary representative (only the front side if using a My Number Card)

  • A copy of the resident record, etc. (must be issued within the last 30 days and without the personal number. Copies are not accepted)

  • 【In the case of a statutory representative】

    • A document such as a family register certifying the qualification of the statutory representative (must be issued within the last 30 days and without the personal number. Copies are not accepted)

  • 【In the case of a voluntary representative】

    • A letter of proxy certifying the qualification of the voluntary representative (must be issued within the last 30 days. Copies are not accepted)
    • A copy of an identification document such as a driver’s license confirming the identity of the delegator (only the front side if using a My Number Card)

9. Changes to This Privacy Policy

The Company will periodically review and improve its handling of personal information and may amend this policy, including the purposes of use. Any such changes will remain within a reasonably relevant scope to the original purposes.