Privacy Policy

1. Basic Policy

Dotify Inc. (the “Company”) establishes this Privacy Policy (this “Policy”) regarding the handling of users’ personal information in the service “PersonaChoice” (the “Service”) that the Company provides. Recognizing the importance of protecting personal information, the Company complies with the Act on the Protection of Personal Information (the “APPI”) and makes its best efforts to protect the rights and interests of individuals. This Policy forms an integral part of the Terms of Service.

2. Personal Information We Collect

In providing the Service, the Company may collect and obtain the following information.

(1) Information you provide directly

• Basic information: name, email address, company name (for corporate users), department name, telephone number, address and other contact details, password, etc.
• Information related to persona creation: personality assessment (e.g., Big Five) results, values data, background, and other information you enter to generate personas
• Inquiry information: content entered in the contact form

(2) Information collected automatically

• Usage: access logs, login ID, date and time of use, time spent, task execution history, generated reports, etc.
• Device information: IP address, browser type, OS information, cookie information

(3) Payment and billing information

The Company obtains billing information, transaction history, and the like. Credit card payments are handled by a payment processor (Stripe, Inc.). The Company does not directly retain or store highly sensitive payment information such as credit card numbers. The Company receives only information such as payment completion status and payment history from the payment processor.

3. Purposes of Use

The Company uses the collected personal information for the following purposes.

1. Providing and operating the Service: login authentication, opening and managing accounts, generating and managing personas, and executing tasks
2. Billing: billing for subscription fees and point purchases, and payment processing
3. User support: responding to inquiries, verifying identity, and resolving issues
4. Maintaining and improving the Service: maintenance, fixing defects, improving quality and features, and developing new features
5. Notifications: sending maintenance information, important notices, changes to the terms, and news about new features
6. Preventing misuse: monitoring and preventing violations of the terms and unauthorized access
7. Creating statistical data: creating statistical data processed into a form that cannot identify individuals, for service improvement and marketing
8. Responding to legal requirements

4. Service Infrastructure and Outsourcing

1. Within the scope necessary to achieve the purposes of use above, the Company may entrust all or part of the handling of personal information to providers that supply and operate the infrastructure of the Service, including server hosting providers, payment processors, and external AI and cloud service providers used to provide the Service.
2. The generation and analysis performed by the AI in the Service is based on the content of the tasks entered by users. Data that users enter or transmit (including task content and attached images) is processed by the external providers referred to in the preceding paragraph to the extent necessary to provide the Service.
3. The Company requires its subcontractors to implement security measures equivalent to or stricter than this Policy and the Company’s own standards, and exercises necessary and appropriate supervision in accordance with the APPI.
4. The Service does not require the entry of information that can identify an actual individual. The Company asks users not to enter the personal information of third parties when entering tasks and the like, except where the Company specifically requests it.

5. Where the Service Is Used via a Sales Agency

Where a user uses the Service through the Company’s sales agency (an “Agency”), the Company and the Agency may mutually handle the user’s information within the scope necessary to provide the Service, open and manage the account, bill fees, and the like. In that case, the Agency’s handling of personal information is governed by the privacy policy and other rules established by that Agency, while the Company’s handling is governed by this Policy.

6. Provision to Third Parties

Except in the following cases, the Company will not provide personal information to third parties without obtaining the user’s prior consent.

1. When required by laws and regulations
2. When necessary to protect a person’s life, body, or property, and it is difficult to obtain the individual’s consent
3. When particularly necessary to improve public health or promote the sound development of children, and it is difficult to obtain the individual’s consent
4. When cooperation with a national or local government agency (or a party entrusted by them) performing statutory duties is needed, and obtaining consent would hinder those duties
5. When personal information is provided in connection with a business succession due to a merger or other reason

Provision accompanying the outsourcing set out in Section 4 above does not constitute provision to a third party under this Section.

7. Security Management

The Company takes organizational, human, physical, and technical security measures to prevent leakage, loss, or damage of the personal information it handles, and to otherwise manage it securely. The Company also exercises necessary and appropriate supervision over employees who handle personal information.

• Encryption of communications (SSL/TLS)
• Access restrictions on databases
• Regular backups and security audits

8. Use of Cookies and Similar Technologies

The Service uses cookies and similar technologies to improve user convenience, maintain login state, and analyze usage. Users may refuse cookies through their browser settings, but in that case some features of the Service may become unavailable.

9. Disclosure, Correction, and Suspension of Use

In accordance with the APPI, individuals may request notification of the purpose of use, disclosure (including disclosure of records of provision to third parties), correction, addition, or deletion of content, suspension or erasure of use, or suspension of provision to third parties, with respect to their own retained personal data held by the Company. Please direct such requests to the contact point in Section 10 below. Upon such a request, the Company will verify the individual’s identity and respond without delay in accordance with laws and regulations.

10. Contact

11. Changes to This Policy

The Company may change this Policy in response to changes in laws and regulations or in the content of the Service. If this Policy is changed, the Company will notify and inform users by posting on the Company’s website or by email or other means.