Privacy Policy
Ubiquitous AI Corporation (hereinafter referred to as "the Company") may handle personal information belonging to customers, business partners, and employees. Fully recognizing the value of personal information entrusted to us and the critical importance of its protection, the Company is committed to safeguarding personal information in accordance with the following policy.
- When collecting personal information, the Company shall specify the purposes of use as precisely as practicable and collect only the information necessary to achieve those purposes.
- When collecting personal information directly from individuals in writing, the Company shall inform them of the Company's name, the name and contact details of the Personal Information Protection Manager, and the purposes of use, and shall collect only the necessary information.
- Personal information shall be used only within the scope of the purposes of use that have been disclosed in advance. Procedures shall be established and implemented to prevent use beyond those stated purposes.
- Personal information in the Company's possession shall be managed by appropriate means and shall not be disclosed or provided to third parties without the individual's consent, except as otherwise required by law.
- Personal information shall be kept accurate and up to date to the extent necessary for the purposes of use. The Company shall implement reasonable security measures against unauthorized disclosure, loss, or destruction, and make efforts to prevent and correct such incidents.
- When outsourcing the processing of personal information to any third party, the Company shall impose contractual obligations on such parties prohibiting unauthorized disclosure or provision to third-party, and shall exercise appropriate oversight.
- Inquiries and complaints regarding personal information held by the Company shall be addressed through the Company's designated inquiry desk.
- The Company shall comply with all applicable laws, government-issued guidelines, and other norms relating to the handling of personal information.
- The Company shall establish a management framework for personal information protection, review it regularly, and strive for continuous improvement.
President & CEO: Yuta Oyoshi
Handling of Personal Information
The Company collects personal information through lawful and fair means and uses it only within the scope of the "Purposes of Use" indicated in the table below. If a purpose of use arises that is not included in the stated purposes, the Company shall either expressly notify the individual (when information was collected directly in writing) or publicly announce the purpose before proceeding with any use.
| Category of Information | Purpose of Use | Retained |
|---|---|---|
| Business-related personal information |
| Yes |
| Personal information related to service inquiries |
| Yes |
| Personal information relating to business partners |
| Yes |
| Personal information of employees and former employees |
| Yes |
| Personal information of job applicants |
| Yes |
| Personal information relating to complaints and consultations |
| Yes |
Disclosure to Third Parties
The Company may provide information linked to personal information in its possession (including the individual's name, email address, other provided information, and associated company name) to third parties in the following circumstances:
- After hosting webinars and similar events related to jointly developed or agency products, the Company may share the attributes of interested companies with partner companies or vendors as an event performance report.
- When planning or proposing co-hosted events, the Company may share information on prospective companies to explain the anticipated event outcomes.
Joint Use of Personal Information
The Company may share personal data jointly within the following scope, and only to the extent necessary:
| Items of personal data to be jointly used | Company name, full name, address, department, telephone number, fax number, email address and other contact information, inquiry details, product/service purchase history, event participation history, and email activity history. |
|---|---|
| Scope of joint users | Grape System Co., Ltd.; Lightstone Co., Ltd.; Other affiliated companies of the Company. |
| Purposes of use by joint users | Responding to inquiries and requests from customers and business partners; providing information on products and services handled by each group company; and providing information on seminars, exhibitions, and other events organized or co-sponsored by each group company. |
| Manager responsible for the jointly used personal data | Ubiquitous AI Corporation 1-23-7 Nishi-Shinjuku, Shinjuku-ku, Tokyo President: Yuta Oyoshi |
| Method of collection | Collected indirectly or by means other than in writing. |
Our Approach to the Use of Cookie Information
The Company uses third-party advertising services and access analytics services on its website, and these services make use of cookie information and similar technologies.
If you wish to refuse the provision of cookies, please adjust the settings on your web browser. Please note that the method of adjustment varies by browser; for detailed instructions, refer to the 'Help' menu of your browser.
Cookie information generated from use of our website may be collected and used by advertising distributors. Such cookie information is handled in accordance with the privacy policies of the respective advertising distributors. Cookie-based advertising can be stopped by accessing the opt-out page on the advertising distributor's website.
Security Control Measures
The Company implements the following security measures to guard against the risk of unauthorized disclosure, loss, or destruction of personal information:
Organizational Security Measures
- Rules governing handling methods, responsible parties, personnel assignments, and duties at each stage — including collection, use, storage, provision, and disposal — are established in internal regulations concerning the handling of personal information.
- Regular audits of the handling of personal information are conducted.
Human Security Measures
- Regular training on the handling of personal information is provided to all employees.
Requests for Disclosure of Personal Information
- Where an individual requests notification of the purposes of use, disclosure, correction, addition, deletion, suspension of use, erasure, or cessation of third-party provision of their personal information (collectively, 'Disclosure Requests'), the Company shall conduct an internal investigation and provide a response without undue delay. Note: Depending on the nature of the Disclosure Requests, the Company may not be able to comply in full. In such cases, the reason will be communicated.
- To submit a Disclosure Request, please send the required documents by registered mail in accordance with the procedure below. Incomplete or insufficient requests may not be accepted. For requests for disclosure or notification of purposes of use, an administrative fee of JPY 1,000 per request is required, payable by postage stamp.
- Personal information provided in the 'Personal Information Disclosure Request Form' will be used solely for responding to the inquiry and for no other purpose.
| Request Type | Required Documents |
|---|---|
| Request by the individual | Please prepare the following documents and send them by registered post:
|
| Request through an authorized representative | In addition to the above documents, please include the following: Legal representative: Documentation confirming legal authority (e.g., family register; health insurance card showing dependents is also acceptable for a parent). Copy of the representative's identity verification document. Designated representative: Power of Attorney form (download from our website); certificate of the individual's personal seal (issued within 3 months); copy of the representative's identity verification document. |
Inquiry and Disclosure Request Contact
Addressed to: Personal Information Protection Manager, Ubiquitous AI Corporation
Address: Shinjuku First West 17F, 1-23-7 Nishi-Shinjuku, Shinjuku-ku, Tokyo 160-0023, Japan
Reception hours: Monday-Friday (excluding public holidays), 10:00-16:00 (Japan Standard Time)
Inquiries may be submitted at: https://www.ubiquitous-ai.com/en/contact/others/
