Basic Policy on PII Protection

Exawizards Inc. and its subsidiaries and affiliates (hereinafter referred to as the “our group “) are based on the philosophy of “Solving social issues through Artificial Intelligence for future generations,” we hope to solve social issues by providing services and solutions that make use of AI technology and ICT.

Our group handle the personal identifiable information (including our customers and all other business partners) of our stakeholders (hereinafter referred to as “PII (Personally Identifiable Information)”) in Japan and other multinational markets. In order to fulfill our social responsibility to protect PII, we have established this basic policy and will strive to implement and raise awareness of appropriate protection and management measures for PII.

  1. We will comply with laws, guidelines, and other norms regarding the handling of personal information established by the government, international data protection laws (hereinafter referred to as “laws and regulations”) including GDPR, and contracts with customers.
  2. We will clarify the purpose of use of PII, acquire and use PII appropriately in accordance with the purpose of use stipulated by laws and regulations. PII will not be provided to third parties without the consent of the individual or in accordance with laws and regulations.
  3. We will not handle PII beyond the scope of the purposes of use and will take measures to ensure this.
  4. We will strive to keep the PII in our possession accurate and up to date.
  5. We will take reasonable control measures to protect PII from unauthorized access, leakage, loss or damage, and will take corrective and preventive measures as necessary.
  6. In case of consigning the PII handling to a third party, we will select and supervise a business partner with a sufficient management system.
  7. In the case of contracted PII processing and functioning as a PII processor (PII processor), appropriate control measures are taken.
  8. We will sincerely answer the requests of notifying the purpose of use, disclosing, correcting, adding, or deleting the contents, suspending the use, erasing, and suspending the provision to the third party about PII immediately except the cases specified by laws and regulations.
  9. We will correspond promptly and honestly to complaints and requests for consultation regarding PII.
  10. We shall build structures for information security and protection of Personal Information, shall establish a Chief Privacy Officer (CPO), and shall make efforts towards the protection of Personal Information and engage in the continued improvement of the structure.
  11. We will build an information security and personal information protection system, assign a personal information protection manager, and continually strive to protect and improve PII.

Adopted on November 15, 2018.
Revised on March 28, 2022.
ExaWizards Inc.
Ko Ishiyama, President and CEO

General contact for PII
  • 21F, Shiodome Sumitomo Bldg.,Higashi Shimbashi 1-9-2, Minato-ku, Tokyo,105-0021
  • ExaWizards Inc.
  • Chief Information Security Officer and Chief Privacy Officer: Masato Saito

Handling of PII

  1. Acquisition of personal information and purpose of use

    We will acquire and use PII within the scope of the following purposes of use. We will not use personal information beyond the following purpose of use (However, this also includes purposes of use that are separately indicated in the terms and conditions of use of our products and services.), unless we have obtained the consent of the individual in advance or are permitted to handle it as an exception under laws and regulations (Personal Information Protection Law, Number Use Law, General Data Protection Regulation, other laws and regulations, etc.).

    1. Acquire directly from the person in writing or by electromagnetic record, etc.

      (i)Customer information
      To provide and manage products and services
      To inform customers about products and services (including related products and services newly offered by our products and services offered by its business partners), and to respond to inquiries and complaints from customers
      To identify and authenticate the customer
      To improve, research and develop our products and services, or for marketing research etc.
      To conduct campaigns and questionnaires related to our products and services, etc.
      (ii)Information on employees, etc.
      (Officers, employees, temporary/contingent employees, etc.)
      To perform labor and personnel management, tax-related and social security-related administrative procedures.
      To perform administrative procedures for disaster countermeasures, etc.
      (iii)Applicant information
      For recruitment and hiring procedures
      (iv)Information on business partners
      (Trading partner information)
      For business contact, office management, and tax-related administrative procedures (sole proprietors only)
      (v)Information on inquiries, etc.
      (Web, etc.)
      For replies related to inquiries and contacting the customer.
    2. Acquire by methods other than (1) above.
      (i)Information obtained from third parties
      Purposes of use as set forth in part (i) of the preceding paragraph
      (ii)Information about inquiries, etc.
      (mail, telephone, etc.)
      For replies related to inquiries and contacting the customer.
      (iii)Monitoring camera information
      For use in physical security implementation.
  2. Provision of PII

    PII will not be provided to third parties except in the following cases. Information pertaining to personal numbers will not be provided except as permitted by laws and regulations, even with the consent of the individual.

    1. When the individual concerned has given consent
    2. When required by law or regulation
    3. When entrusting the handling of PII to a third party in order to carry out the purpose of use
    4. When disclosure or provision of the information is necessary for the protection of human life, body, or property, and an emergency is required.
    5. When we receive an official inquiry from a court of law, the police, or other public institution, and respond to the request for disclosure or provision.
  3. Disclosure of PII, etc.

    We will respond without delay to requests regarding the disclosure, etc. (notification of purpose of use, disclosure, correction, addition or deletion of contents, suspension of use, deletion, and provision to third parties) of disclosed PII held by us. For more details please contact our “General Information Desk regarding PII”.
    We will respond within reasonable limits through the prescribed procedures.

  4. Joint use of PII

    We may use personal data jointly with our group companies within the scope of the purpose of use at the time of acquisition of personal information (including the purpose of use changed in accordance with Article 17, Paragraph 2 of the Personal Information Protection Law) in order to provide comprehensive services within our group companies.

    1. Shared Personal Data Items

      1. Name, address, telephone number, e-mail address, gender, date of birth, and other contractual details stated in the application form, contract, etc., as well as details and history of services used
      2. Questionnaires and other information provided during business cards exchange, seminars, events, or exhibitions
      3. Service usage and product purchase history, action history, and images acquired through services provided by our group companies
    2. Scope of joint use
      • Higashi Shinagawa 4-10-2, Shinagawa-Ku, Tokyo
        XWare Corporation CEO, Kazutoshi Takimoto

      • Higashi Shimbashi 1-9-2, Minato-Ku, Tokyo
        Exa Homecare Inc, CEO, Satoshi Ishino

    3. Name and address of the person responsible for the management of the personal data to be shared
      • Higashi Shimbashi 1-9-2, Minato-Ku, Tokyo
        ExaWizards Inc, CEO, Ko Ishiyama

  5. Anonymized Data

    When creating and using anonymized information (information about individuals obtained by processing personal information so that specific individuals cannot be identified and such personal information cannot be restored), and when providing anonymized information to third parties, we will take the following actions.

    1. At the time of creation and use
      1. Conduct appropriate processing in accordance with the standards set forth in laws and regulations.
      2. Take Security control measures regarding information deleted as a result of processing, processing methods, etc
      3. Publicize without delay the details of the information contained in the anonymized processed information that has been created.
    2. When providing to third parties
      1. Disclose the items of information on individuals included in the anonymized processed information to be provided and the method of provision
      2. The third party to whom the information is provided must be clearly informed that the information is anonymized information.
  6. Pseudonymized Data

    When creating and using pseudonymized information (personal information that has been processed in such a way that a specific individual cannot be identified unless it is cross-checked with other information), we will take the following actions and use the information within the scope of the announced purpose of use. We will not provide the pseudonymized information to any third party, except as required by law.

    1. At the time of creation and use
      1. Ensure proper processing in accordance with the standards set forth in laws and regulations
      2. (ii) Take security control measures regarding information deleted as a result of processing, processing methods, etc.
      3. Ensure that the individual to whom the personal information used to create the pseudonymized information pertains to cannot be identified.
      4. When there is no longer a need to use the pseudonymized personal data or deleted information, etc., efforts shall be made to delete such information without delay.
  7. Inquiries about PII

    For any inquiries regarding PII handling or our general basic policy, please contact us at the PII Inquiry Desk.

General contact for PII
  • 21F, Shiodome Sumitomo Bldg.,Higashi Shimbashi 1-9-2, Minato-ku, Tokyo,105-0021
  • ExaWizards Inc.
  • Chief Information Security Officer and Chief Privacy Officer: Masato Saito

Use of the third party services

In order to provide better services to our customers, our group may use the services of the third-party services. When we use data collected from the third-party services in connection with Personally Identifiable Information (PII), we will obtain prior consent from the customer or make a public announcement.

Google Analytics / Google Ads / Google Tag Manager stores and analyzes anonymous data, and if you prefer to block the collecting of information by Google Analytics, you can set up an opt-out from the Google Analytics Opt-Out Add-On provided by Google, Inc.

Facebook Ads stores and analyzes anonymous PII; for more information about opt-out from Facebook Ads.click here.

Yahoo!JAPAN Ads stores and analyzes anonymous PII; for more information about opt-out from Yahoo!JAPAN Ads.click here.

HubSpot stores and analyzes your PII; for more information about opt-out from HubSpot, click here.

User Insight performs access analysis, and if you wish to disable the collection of information by User Insight, you can do so on the User Insight website.

Sentry collects information about errors that occur during the use of the service.

AppsFlyer uses PII to perform ad analytics; for more information about opt-out from AppsFlyer, click here.