Personal Information Handling — easyPhone
Business operator: 合同会社EasyDialog
Address: Yokohama, Kanagawa, Japan
Representative: Christoph Neumann, Ph.D.
Contact: info@easydialog.org · easydialog.org/contact-us
Last updated: 2026-05-04
1. Service overview
easyPhone is an AI telephone assistant service operated by 合同会社EasyDialog. It answers telephone calls on behalf of customer organisations, such as municipalities and enterprises, and processes callers’ personal information under entrustment from those organisations.
The customer organisation whose telephone line easyPhone answers is responsible for callers’ personal information as the controller. 合同会社EasyDialog handles that information as an entrusted service provider under contract.
2. Personal information and purpose of use
Caller personal information may include telephone numbers, call recordings, transcripts, AI response text, callback request details, and call metadata.
合同会社EasyDialog processes this information only as necessary to provide the contracted service, including:
- Answering telephone enquiries by AI
- Supporting quality and accuracy review
- Recording callback requests for customer staff
- Maintaining operational records for the customer
合同会社EasyDialog does not use caller personal information for its own marketing or for AI model training outside the contracted service.
Caller personal information is retained only for the period necessary for the contracted service and is then deleted or irreversibly redacted in accordance with retention controls agreed with the customer.
3. Overseas service providers
The following service providers located outside Japan may receive caller personal information as necessary to operate easyPhone.
Twilio Inc. (United States)
| Item | Detail |
|---|---|
| Role | Telephone connectivity |
| Data provided | Call audio and telephony metadata |
| Country | United States of America |
| Protection system of that country | The United States is not recognised under APPI as a country with a personal information protection system equivalent to Japan’s. Information about the US system is published by the Personal Information Protection Commission at ppc.go.jp. |
| Safeguards | Contractual safeguards require appropriate handling of the personal information provided. 合同会社EasyDialog takes necessary and appropriate measures to confirm continued implementation of those safeguards. |
OpenAI, L.L.C. (United States)
| Item | Detail |
|---|---|
| Role | AI response generation |
| Data provided | Transcribed speech and conversation context, which may include callback request details |
| Country | United States of America |
| Protection system of that country | The United States is not recognised under APPI as a country with a personal information protection system equivalent to Japan’s. Information about the US system is published by the Personal Information Protection Commission at ppc.go.jp. |
| Safeguards | Contractual safeguards require appropriate handling of the personal information provided. 合同会社EasyDialog takes necessary and appropriate measures to confirm continued implementation of those safeguards. |
Any material change to these overseas service providers will be reflected on this page.
4. Security measures
合同会社EasyDialog takes necessary and appropriate measures to prevent leakage, loss, damage, unauthorised access, or misuse of caller personal information. These measures include access control, protection of communications, management of entrusted service providers, and retention management.
5. Requests and enquiries
Because 合同会社EasyDialog handles caller personal information as an entrusted service provider, requests for disclosure, correction, deletion, suspension of use, or similar rights should be directed to the customer organisation whose telephone service the caller used.
Enquiries about this notice may be directed to:
合同会社EasyDialog
info@easydialog.org
easydialog.org/contact-us
If your concern is not resolved, you may contact the Personal Information Protection Commission: ppc.go.jp