Privacy Policy

This English translation is provided for reference. If there is any discrepancy between the Japanese and English versions, the Japanese version prevails.

RIWB Inc. (hereinafter, the Company) recognizes the importance of personal information obtained from its stakeholders and regards its protection as a foundation of its business activities and one of its most important management priorities. To provide safe, secure, and reliable services, the Company has established the following basic policy, communicates it thoroughly to all employees, and complies with it.

Basic Policy

The Company complies with the Act on the Protection of Personal Information and other related laws, regulations, and standards. It also establishes and implements internal rules for handling personal information and strives for continuous improvement.
The Company establishes a management system for protecting personal information, communicates these rules to its officers and employees, and strives to ensure full compliance.
The Company handles personal information within the purposes of use disclosed to customers. It does not disclose or provide personal information supplied by customers to third parties without their consent or a legitimate reason.
The Company keeps personal information accurate and up to date, strives to prevent unauthorized access, leakage, loss, damage, and similar incidents, and continuously improves and corrects its information security measures.
The Company responds sincerely and promptly to customers' inquiries and requests for disclosure and other actions concerning personal information.

Established November 1, 2022 / Revised January 21, 2024 / Revised April 1, 2025 / Revised November 1, 2026
RIWB Inc., Representative Director Takuya Shimamura

Article 1 (Personal Information)

“Personal information” means personal information as defined in the Act on the Protection of Personal Information: information about a living individual that can identify a specific individual through their name, date of birth, address, telephone number, contact details, or other descriptions contained in that information, as well as data concerning facial appearance, fingerprints, and voiceprints, and information such as the insurer number on a health insurance card that can identify a specific individual on its own (personal identification information).

Article 2 (Methods of Collecting Personal Information)

The Company obtains personal information in the following circumstances.

When an inquiry form is submitted (company name, department, name, phonetic spelling of the name, email address, telephone number, type of inquiry, message, and attachments)
When a recruitment application form is submitted (name, phonetic spelling of the name, affiliation, email address, telephone number, desired position, message, resume, and employment history)
When a free consultation is booked (name, email address, booking date and time, and other information entered in the booking service)
When a question is entered in the AI chat (the content entered)
When this website is viewed (identifiers such as cookies, pages viewed, and device and browser information; see Article 7)
When information is provided through business cards, email, or similar means in the course of business, including transactions and meetings

Article 3 (Purposes of Collecting and Using Personal Information)

To answer inquiries and follow up on them (including verifying the identity of the person concerned)
To respond to bookings for free consultations and communicate about them
To conduct recruitment selection and communicate about it
To provide and operate the Company's services and conduct business communications
To inform customers about the Company's services
To provide answers in the AI chat and improve those answers
To understand and improve the use of this website
To prevent fraudulent submissions and use
For purposes incidental to the purposes of use above

Article 4 (Changes to the Purposes of Use)

The Company changes the purposes of use of personal information only when the new purposes can reasonably be considered related to the original purposes.
When the purposes of use are changed, the Company notifies users of the new purposes by a method prescribed by the Company or publishes them on this website.

Article 5 (Provision of Personal Information to Third Parties)

Except in the following cases, the Company does not provide personal information to third parties without obtaining the user's prior consent. This does not apply where provision is permitted under the Act on the Protection of Personal Information or other laws and regulations.
1. When necessary to protect a person's life, body, or property and it is difficult to obtain the person's consent
2. When particularly necessary to improve public health or promote the sound development of children and it is difficult to obtain the person's consent
3. When cooperation is necessary for a national government body, local public entity, or a party entrusted by either to perform duties prescribed by law, and obtaining the person's consent could impede the performance of those duties
4. When the Company has notified or publicly announced the following matters in advance and submitted a notification to the Personal Information Protection Commission
  1. That the purposes of use include provision to third parties
  2. The categories of data to be provided to third parties
  3. The means or methods of provision to third parties
  4. That provision of personal information to third parties will cease at the request of the person concerned
  5. The method for accepting requests from the person concerned
Notwithstanding the preceding paragraph, recipients of information are not considered third parties in the following cases.
1. When the Company entrusts all or part of the handling of personal information to another party to the extent necessary to achieve the purposes of use
2. When personal information is provided in connection with the succession of a business due to a merger or other circumstances
3. When personal information is used jointly with specified parties and the person concerned has been notified in advance, or can readily learn, of this joint use, the categories of personal information used jointly, the scope of joint users, their purposes of use, and the name of the person or entity responsible for managing the personal information

Article 6 (Use of External Services and Handling in Foreign Countries)

The Company may entrust the handling of personal information to providers in Japan or overseas to the extent necessary to achieve the purposes of use. Among these providers, the Company uses services of providers in the United States and Singapore to deliver this website, receive form submissions, send email, and store received email.
Information and attachments submitted through forms are used to respond to inquiries, conduct recruitment selection, and communicate about those matters, and are retained as email. They are not stored by this website's program, but external services used by the Company retain submission records and similar information for a certain period.
To prevent fraudulent submissions, the Company uses a service provided by a provider in the United States. IP addresses, device and browser information, and similar information are sent to this service and used to detect fraudulent communications and improve its detection mechanisms.
Questions entered in the AI chat are sent to a service provided by a provider in the United States to generate answers. The Company retains records of questions and answers for six months to improve its answers. Please do not enter personal information in the AI chat.
When entrusting the handling of personal data to a provider in a foreign country, the Company ensures, through contracts or other means, a system that meets the standards prescribed by the Act on the Protection of Personal Information, and regularly checks its implementation and the relevant foreign country's systems. If difficulties arise, the Company takes necessary measures and stops provision if continued compliance becomes difficult to ensure.
The Company understands the systems of the countries where its entrusted providers are located and where personal data is stored and handled, and takes necessary and appropriate security measures. Upon request to the contact point at the end of this policy, the Company provides without delay information on entrusted providers, information required by law concerning provision to foreign countries, and details of the Company's security measures.
The Company uses an external booking service for free consultations. Booking information received by the Company is used to respond to consultations and communicate about them. Information handling by the booking service is governed by that service's privacy policy.

Article 7 (Access Analytics)

This website uses Google Analytics, provided by Google LLC (United States), to understand and improve its use (advertising features are not used). Identifiers such as cookies, pages viewed, and device and browser information are sent to Google. Form entries and attachments are not sent.
For information about Google's handling of information, please consult Google's Privacy Policy and How Google uses information from sites or apps that use its services. You can restrict the use of cookies through your browser settings. You can also stop collection using the Google Analytics Opt-out Browser Add-on.

Article 8 (Disclosure of Personal Information)

When a person requests disclosure of their personal information, the Company discloses it to that person without delay. However, if disclosure would fall under any of the following cases, the Company may withhold all or part of the information, and notifies the person without delay if it decides not to disclose it. A fee of 1,000 yen per request is charged for disclosure of personal information.
1. When disclosure could harm the life, body, property, or other rights or interests of the person concerned or a third party
2. When disclosure could significantly impede the proper conduct of the Company's business
3. When disclosure would otherwise violate laws and regulations
Notwithstanding the preceding paragraph, information other than personal information, such as history information and characteristic information, is in principle not disclosed.

Article 9 (Correction and Deletion of Personal Information)

If personal information about a user held by the Company is incorrect, the user may request that the Company correct, add to, or delete it (hereinafter, “corrections, etc.”) in accordance with procedures prescribed by the Company.
If the Company receives a request under the preceding paragraph and determines that it is necessary to comply, it makes corrections, etc. to the personal information without delay.
When the Company makes corrections, etc. pursuant to the preceding paragraph, or decides not to make them, it notifies the user without delay.

Article 10 (Suspension of Use of Personal Information, etc.)

If a person requests suspension of use or erasure of personal information (hereinafter, “suspension of use, etc.”) on the grounds that it is being handled beyond the purposes of use or was obtained by improper means, the Company conducts the necessary investigation without delay.
If, based on the results of the investigation under the preceding paragraph, the Company determines that it is necessary to comply with the request, it suspends use, etc. of the personal information without delay.
When the Company suspends use, etc. pursuant to the preceding paragraph, or decides not to do so, it notifies the user without delay.
Notwithstanding the preceding two paragraphs, if suspension of use, etc. would entail substantial costs or would otherwise be difficult, and alternative measures necessary to protect the user's rights and interests can be taken, the Company takes those alternative measures.

Article 11 (Changes to the Privacy Policy)

Except for matters otherwise provided by law or in this policy, the contents of this policy may be changed without notifying users.
Unless otherwise specified by the Company, the revised Privacy Policy takes effect when published on this website.

Contact

Please direct inquiries about this policy to the contact point below.

Address: 7F T&J Building, 2-2-12 Tenjin, Chuo-ku, Fukuoka
810-0001, Japan
Company name: RIWB Inc.
Representative Director: Takuya Shimamura
Email address: contact@riwb.org