Technica AI Inc. (“Technica AI,” “we,” “us” or “our”) is committed to handling personal information responsibly. This Privacy Policy (“Policy”) explains how we collect, use, protect and disclose personal information in accordance with Japan’s Act on the Protection of Personal Information (“APPI”) and other applicable requirements.
Personal information handled by our own personnel is processed in Japan or, for authorized client projects, Vietnam. Some third-party website providers may process information in other countries. Sections 4 and 7 explain these arrangements separately.
This Policy primarily covers personal information we collect for our own business. For data that clients entrust to us in connection with their projects, see Section 5 and our Information Security page.
This English translation is provided for reference. In the event of any inconsistency with the Japanese-language original, the Japanese-language version prevails.
| Name | Technica AI Inc. |
|---|---|
| Address | 3F Kanda Dai-4 Amerex Building, 2-13 Kanda Tsukasamachi, Chiyoda-ku, Tokyo 101-0048, Japan |
| Representative | Satoki Tsuyuri, Representative Director and CEO |
| Personal information protection manager | Tran Anh Tuan |
In this Policy, “personal information” has the meaning given in Article 2(1) of the APPI. It includes information about a living individual that identifies the person directly, can readily be cross-referenced with other information to identify the person, or contains an individual identification code.
The terms “personal data,” “retained personal data,” “special care-required personal information” and “personally referable information” are used as defined in the APPI.
We obtain personal information through lawful and appropriate means and specify its purposes of use. We provide notice of, or publish, those purposes as required under the APPI.
We do not acquire special care-required personal information without the individual’s prior consent, except where permitted by applicable law.
| Category of acquisition | Purposes of use |
|---|---|
| Inquiries and requests for information or materials | • Responding to inquiries and providing requested materials • Sending relevant product and service information • Managing inquiry history and improving our responses |
| Contact persons at business partners and prospective clients | • Negotiating and performing contracts, invoicing and processing payments • Managing meetings, correspondence, proposals and business relationships • Evaluating business partners and conducting credit checks where appropriate |
| Participation in seminars and trade shows | • Managing registration, event attendance and related communications • Providing information about our products and services |
| Job applications | • Evaluating applications and communicating with candidates • Managing recruitment records and improving hiring processes |
| Our officers, employees and former employees | • Personnel and employment administration, payroll, social insurance and other statutory obligations |
| All categories | • Producing and using statistical information that does not identify individuals • Other purposes reasonably incidental to those listed above |
If we change a stated purpose of use, we limit the change to a purpose reasonably related to the original one, as required by the APPI, and provide notice or publish the revised purpose as appropriate.
We obtain the individual’s prior consent before providing personal data to a third party, unless the APPI or other applicable law permits the provision without consent. The principal statutory exceptions are listed below. Outsourcing arrangements and cross-border access are addressed separately.
Where it is necessary to protect the life, body or property of a person and it is difficult to obtain the consent of the individual concerned.
Where it is specially necessary to improve public health or to promote the sound development of children and it is difficult to obtain the consent of the individual concerned.
Where it is necessary to cooperate with a national government agency, a local government, or a person entrusted by either of them in performing affairs prescribed by laws and regulations, and obtaining the consent of the individual concerned is likely to impede the performance of those affairs.
We do not use the APPI opt-out scheme to provide personal data to third parties.
We may entrust service providers with personal data handling where necessary for the stated purposes. We assess their safeguards, set appropriate contractual obligations and oversee their handling of the information. Section 7 identifies the third-party services used on our website; any project-specific arrangements are governed by the relevant client agreement and applicable law.
Personal data handled directly by our personnel is processed in Japan or, where authorized for client projects, Vietnam. We distinguish information we collect for our own business from data entrusted to us by clients. Section 7 separately describes information handled by external website providers.
Records collected by Technica AI Inc. for its own business, including business contacts, event participation and recruitment, are managed by our Japan-based team. Our Vietnam development team does not have access to these records.
This restriction describes access by our own personnel, not processing by service providers. Website analytics and inquiry-form providers listed in Section 7 may process website or form data in the United States. We assess these arrangements separately under the applicable requirements of the APPI.
For certain client projects, authorized personnel at Technica Co., Ltd. in Hanoi, Vietnam may access data entrusted to us. We agree with the client in advance on the purpose and scope of access, authorized personnel and relevant safeguards. We also assess the separate legal requirements for cross-border handling, including Article 28 of the APPI where applicable.
Upon request, we can provide written information about Vietnam’s personal data protection framework and the safeguards applied by Technica Co., Ltd. to the relevant processing arrangement.
During project design, we assess whether data minimization, anonymization or other safeguards can reduce or avoid cross-border transfers of personal data. Masking or pseudonymization alone does not necessarily mean that information ceases to be personal data.
Where required, we can discuss a project arrangement that limits personnel access to personal data to Japan, subject to the agreed infrastructure and third-party service configuration.
Details of the available options are described in Information Security.
When clients entrust us with personal information for development or service delivery, we process it only to perform the agreed work and in accordance with their instructions. We do not use that information for unrelated purposes.
We act as a service provider handling information on the client’s behalf. The client determines the purposes and scope of the entrusted processing, while we remain responsible for the safeguards and legal obligations applicable to our role.
Access and use are limited to what is necessary for the entrusted work. We do not use client-entrusted data to improve our products or train AI models without the client’s written authorization and any other permissions required by law.
Our Information Security page describes our approach to delivery arrangements, storage locations, access controls, retention and deletion. Project-specific requirements are agreed with each client.
We apply organizational, personnel, physical and technical safeguards to help prevent unauthorized access, loss, leakage or damage involving personal data.
We maintain internal rules for handling personal data, define access responsibilities and appoint a personal information protection manager to oversee implementation and review.
We train personnel on their data protection responsibilities. Officers and employees are subject to confidentiality obligations that continue after their engagement ends.
We restrict access to areas in which personal data is handled and take measures to prevent unauthorized viewing. Our internal rules prohibit removable storage media and the use of personal devices for business purposes.
We grant system access according to business need, require multi-factor authentication and control remote access through approved secure connections, including VPN. We also maintain protections against unauthorized access and malware.
Our personnel handle personal data in Japan and, when authorized under a client engagement, Vietnam. Website providers listed in Section 7 may process information in the United States. We review the relevant legal environment and safeguards for each arrangement.
| Country | Information handled | Processing arrangement |
|---|---|---|
| Japan | Personal information collected for our own business; client-entrusted personal data where applicable | Handled by our Japan-based personnel |
| Vietnam | Client-entrusted personal data where authorized | Handled by our Vietnam team within the agreed project scope |
| United States | Website analytics data and information submitted through website forms | Potential processing by third-party website providers (Section 7); not by Technica AI personnel |
For more information about our security management structure, see Information Security.
Our website uses cookies, measurement tags and online forms to analyze website usage and respond to inquiries. The table identifies the third-party services used for those purposes. Provider processing is distinct from access by our own teams in Japan and Vietnam.
| Provider / service | Purpose | Information collected | Country of processing |
|---|---|---|---|
| Google LLC Google Analytics (GA4) |
Analyzing website usage | Cookie identifiers, pages viewed, referrers, approximate region, device information | United States |
| Google LLC Google tag |
Deploying and managing website measurement tags | Information transmitted through the measurement tags configured on the website, which may include browsing events and device or cookie identifiers | United States |
| HubSpot, Inc. Forms and tracking |
Receiving inquiries and managing their status | Information entered in forms, browsing history, cookie identifiers | United States |
Cookie identifiers and browsing information may not identify an individual on their own. Where such information identifies a person, including through combination with other available data, we handle it as personal information under the APPI. Other requirements may apply to personally referable information disclosed to service providers.
You can block or delete cookies using your browser settings. Restricting cookies may affect some website functions; browser settings may not disable every type of measurement technology.
You can use Google’s Analytics opt-out browser add-on to restrict Google Analytics measurement in supported browsers.
We distinguish the use of generative AI in our work from using personal information to train AI models. The safeguards and permissions are different for these activities.
We may use generative AI in business operations. Where personal information is involved, we select services and contractual configurations that prohibit the provider from using submitted information to train its AI models.
We do not use personal information collected for our own business to train AI models in our products without the required consent. Client-entrusted information is subject to the separate rules in Section 5.
For controls on the use of external and self-hosted AI during development, see Information Security.
Individuals and their authorized representatives may exercise the rights available under the APPI in relation to retained personal data. These may include requests for notification of purposes of use; disclosure of personal data or records of third-party provision; correction, addition or deletion; suspension of use or erasure; and cessation of third-party provision, subject to the applicable legal conditions.
Contact the inquiry desk in Section 11 to request our form and instructions. We will ask for the information needed to identify the relevant records and verify your identity. Representatives must also provide evidence of their authority.
Where the APPI requires disclosure, we respond by the requested method, including electronic records or a paper document. If that method would involve excessive expense or is otherwise impracticable, we may provide the information in writing as permitted by law.
We do not charge a fee for requests relating to the purposes of use, disclosure, correction, deletion, suspension of use or cessation of third-party provision.
We may decline or limit a request where the APPI permits or requires us to do so, including when we cannot verify the requester’s identity. In such cases, we will explain the decision and its reasons to the extent required by law.
If a personal data incident occurs, we assess its impact, take appropriate response measures and report it to the Personal Information Protection Commission and notify affected individuals when required by the APPI. See Information Security for our incident response approach.
We review our data handling procedures and safeguards and update them as our operations and legal requirements evolve.
We may update this Policy to reflect changes in applicable law, our services or our data handling practices. Unless stated otherwise, updates take effect when published on this website. Where appropriate or required by law, we will provide additional notice of material changes.
| Date | Description |
|---|---|
| September 27, 2024 | Established |
| October 1, 2026 | Revised (to reflect legal amendments and add new items) |
For questions about this Policy, requests concerning retained personal data or concerns about our handling of personal information, please contact:
Technica AI Inc., Personal Information Inquiry Desk
3F Kanda Dai-4 Amerex Building, 2-13 Kanda Tsukasamachi, Chiyoda-ku, Tokyo 101-0048, Japan
Email: office@technica.ai
Contact our Personal Information Inquiry Desk about this Policy, cross-border data handling or your privacy rights. For enterprise security reviews and questionnaires, please see our Information Security page.
