EasyDialog Privacy Policy

Business operator: EasyDialog G.K.
Address: 2-6-23 Shin-Yokohama, Kaneko Dai-2 Building 609, Kohoku-ku, Yokohama, Kanagawa 222-0033, Japan
Representative: Christoph Johannes Neumann, Ph.D.
Privacy contact: info@easydialog.org · Contact

This notice describes how EasyDialog handles personal information under Japan’s Act on the Protection of Personal Information (APPI).

1. Scope

We are responsible for personal information used for our website, sales, contracts, billing, accounts, support, recruitment, security, and business operations.

When a customer entrusts service data to us, the customer determines the purposes and we handle the data under its instructions and our contract. Requests about that data should normally be directed to the customer.

2. Purposes

When we collect information directly, we state the purpose at collection. We use personal information to:

• answer enquiries, make proposals, enter contracts, and manage customer relationships;
• provide, administer, bill for, support, secure, and improve our services and operations;
• authenticate users, manage permissions, investigate faults, and prevent misuse;
• consider job applications;
• establish, exercise, or defend legal claims; and
• comply with law, respond to official requests, and protect people and property.

Entrusted service data is used only to provide and protect the contracted service, follow the customer’s instructions, and meet applicable legal obligations.

3. Provision and entrustment

We do not provide personal data to third parties without the individual’s consent unless APPI or another law permits or requires it.

We may entrust processing to service providers where necessary for the purposes above. We select, contract with, and supervise them as appropriate.

When personal data is provided to a recipient in a foreign country, we rely on a PPC-designated country, safeguards designed to provide protection equivalent to APPI, the individual’s informed consent, or another lawful basis. Where we rely on equivalent safeguards, we take steps to ensure their continued implementation and provide the information required by Article 28(3) on request.

4. External transmissions

Our websites, widgets, and apps use the following transmissions to provide and protect the service:

Information	Sent to	Purpose
IP address, requested resource, and browser information	EasyDialog and Cloudflare	Delivery and security
Service input, audio a user chooses to send, settings, and service identifiers	EasyDialog	Providing the requested service and retaining settings
Fault and usage information	EasyDialog	Reliability, fault handling, and security

Information kept only in first-party cookies or browser storage can be removed through browser settings. A customer page may make additional transmissions described in that customer’s notice.

5. Security

We use organisational, personnel, physical, and technical safeguards appropriate to the information and risk. These include responsibility and handling rules, access controls, protection of equipment and communications, provider supervision, incident procedures, and consideration of the environment in countries where data is handled. See our Security Policy.

6. Requests and complaints

Subject to APPI, an individual may request the following for retained personal data about them:

• notice of the utilization purpose;
• disclosure of the retained personal data and of records of third-party provision;
• correction, addition, or deletion; and
• suspension of use, erasure, or cessation of third-party provision.

Send a request or complaint to info@easydialog.org. Identify the relevant relationship or service and the information concerned. We verify the requester’s identity and may request evidence of a representative’s authority. We normally reply electronically. We charge JPY 1,000 for each APPI request, plus postage at cost if required.

If your concern is not resolved, you may contact the Personal Information Protection Commission: ppc.go.jp.