5.2. Privacy Policy

1. ibisAccount Overview
- 1.1. Create Account
2. Personal Settings
- 2.1. Account Information Window
3. System Administrator
4. Login Authentication Function
- 4.1. Initial configuration of the manager's device authentication function
- 4.2. Initial setting of user's device authentication function
5. Others

We, IBIS INC., respect your privacy. As we operate our website and provide you with our services, we process personal data about you in accordance with applicable data protection laws, including the Act on the Protection of Personal Information of Japan.

This is our privacy policy for ibisAccount. We may revise this privacy policy from time to time. You can obtain the latest version of this policy on our site.

Please refer to the "Privacy Policy in the EEA / the UK" for residents in the EEA / the UK.
Please refer to the "Privacy Policy in the United States of America" for residents in the United States of America.

1. RESPONSIBLE CONTROLLER

We, IBIS INC., a company registered in Nagoya, Japan, issue this privacy policy. When we determine the purposes and means of processing your personal data, we are the data controller and responsible for protecting your rights regarding personal data.

2. HOW WE PROCESS YOUR PERSONAL DATA

As we provide you with our services, we collect, use, store, generate or disclose to third-parties (hereinafter collectively referred to as "process") your personal data for the following purposes:

To protect your privacy and security, integrity and availability of our website:
1. Categories of your personal data we process: IP address, user-agent, access time, and access URL.
  We collect these categories of your personal data from your activity on the application store.
  If you do not provide them, it prevents us from giving you as appropriate and precise information as we can.
2. Lawful basis: the processing is necessary for the performance of a contract and for the purpose of our legitimate interest, i.e. protecting your privacy and our website from fraudulent or unlawful access by monitoring web access traffic.
3. Period for which we store your personal data: seven (7) days.
4. Recipients we disclose your personal data to: our contractors that assist us in providing ibisAccount.
To provide features of our services:
1. Categories of your personal data we process: name, e-mail address, organization, department, country, address, phone number
2. Lawful basis: the processing is necessary for the performance of a contract
3. Period for which we store your personal data: from the time you enter your information to our website, until you clear it from our website, you delete your ibisAccount or we delete your information upon your request.
4. Recipients we disclose your personal data to: our contractors that assist us in providing ibisAccount.
To provide audit functions:
1. Categories of your personal data we process: IP address
2. Lawful basis: the processing is necessary for the performance of a contract
3. Period for which we store your personal data: until your organization account is removed.
4. Recipients we disclose your personal data to: our contractors that assist us in providing ibisAccount.
To respond to your Enquiries (bug reports, requests, complaints, etc.):
1. Categories of your personal data we process: name, e-mail address, user-agent, and inquiry content.
  We collect these categories of your personal data from your posting on our service.
  If you do not provide them, it prevents us from giving you as appropriate and precise information as we can.
2. Lawful basis: the processing is necessary for the performance of a contract
3. Period for which we store your personal data: until deletion upon request.
4. Recipients we disclose your personal data to: our contractors that assist us in storing the user content.

3. SENSITIVE PERSONAL DATA

We usually do not collect and/or use sensitive categories of your personal data, such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation.

4. COOKIES

A cookie is a small text file that our website sends to your terminal Device for the purpose of keeping certain records.
By using cookies:

Your terminal devices (e.g. browsers) remember your preferences (e.g. language used) and activities (e.g. login status, etc.) on our website so that we can deliver a personalized and better user experience on our website (essential cookies);
We keep track of your interactions with our website, giving us useful and important insight for improving our website (performance cookies).

A cookie identifies your terminal device, typically your web browser, but it cannot identify your individual identity.

5. TRANSFER TO OTHER COUNTRIES

We may engage third-party contractors, which assist us in processing your personal data for the purposes described above. These contractors are established and located in Japan and the United States.
When the Recipients are located in Japan, your personal data is protected in accordance with the Act on the Protection of Personal Information of Japan. The European Commission and the UK have decided that Japan ensure an adequate level of data protection (the "Adequacy Decisions") and that personal data can be lawfully transferred to Japan without requiring any specific authorization.
In the event that we transfer your data to an entity located outside Japan, we protect your rights with personal data by virtue of a data transfer contract with the relevant recipient.

6. TRANSFER OF PERSONAL DATA

We transfer your personal data to other corporations (some are in overseas) as follows.

Payment Agent
1. To process payments, we transfer data such as account ID, organization ID, last login date and time, country code or address to payment agents, which will be listed later.
2. Transferred data are used by payment agents to process payments in our service.
3. These data will be retained until you end use of our service, and each payment agent destroys the data.
4. These data are transferred via internet when you try to make a payment on our service.
5. If you do not wish to transfer your data to payment agents, do not make a payment on our service.
6. Payment agents we transfer your personal data are as follows:
  1. PAYGENT
    1. PAYGENT is located in Japan.
    2. https://www.paygent.co.jp/privacy/
reCAPTCHA
1. To ensure security, our service uses reCAPTCHA. reCAPTCHA uses cookies or similar technologies to store, access, and collect data directly or indirectly on the devices and browsers through which users use our service.
2. Google LLC is a corporation located in USA.
3. Transferred data will be used to verify that you are a legitimate user.
4. The data will be retained until you end the use of our service, and Google LLC. destroys the data.
5. These data are transferred via internet when you try to create accounts in our service.
6. If you do not wish to transfer your data to Google LLC, do not try to create accounts in our service.
7. Google LLC’s documents on privacy are as follows:
  1. Privacy Policy
    1. https://policies.google.com/privacy

7. DELETION OF PERSONAL DATA

We will destroy personal data without delay when the retention period is expired or when the purpose of it has been achieved.
If we must continue to retain certain personal data in accordance with a law even after it is no longer needed or the retain period has expired, we will not use it for any purpose other than to comply with that law.
The procedures and methods for destroying personal data are as follows:
- The personal data will be removed from our databases or storages automatically or manually when the reason for destruction has occurred.

8. YOUR LEGAL RIGHTS

Provided that certain conditions are met, you have legal rights to request from us the following:

Revocation of a previously given consent to our processing of your personal data
Access to your personal data and to certain supplementary information covered by this policy;
Rectification of your personal data if inaccurate or incomplete;
Erasure of your personal data in certain circumstances;
Suspension of using your personal data in certain circumstances;
Stopping processing your personal data in certain circumstances; and
Obtaining your personal data in a structured, commonly used, and machine-readable format.

If you wish to exercise your rights, please contact us.

9. COMPLAINT

You can lodge complaints about our way of processing your personal data with the data protection supervisory authorities of your country of residence in accordance with the data protection law where you reside.

10. INQUIRY

ibis inc. PMS Office
Nakamo Building, 4th Floor
3-17-34 Meieki, Nakamura Ward, Nagoya City, Aichi
450-0002, Japan
TEL: 052-587-5007

In order to prevent spam mail, all addresses on our company's website are displayed as images. Please input the address manually when making inquiries. Sorry for the inconvenience.

Created: November 30th, 2023
Latest revision: November 30th, 2023

ibis inc.
Eiji Kamiya, President and CEO