Privacy Policy

1. Company information

Robust Softech Japan合同会社 (Robust Softech Japan合同会社)

Registered address: 2-29-22 Takasu, Urayasu-shi, Chiba 285-0071, Japan

Registered office: Urayasu-shi, Chiba, Japan

Corporate number: 0400-03-030464

Contact: info@robustsoftech.co.jp

This policy applies to personal information handled by us in connection with this website, consultation booking, direct communications, proposals, commercial discussions, and related business records.

2. Personal information controller and contact window

The business operator handling personal information is Robust Softech Japan合同会社. The contact window for retained personal data, requests for disclosure, complaints, or privacy-related inquiries is info@robustsoftech.co.jp.

Depending on the nature of the request, we may ask for identity verification, clarification of the target information, or reasonable procedural details before responding.

3. Information we collect

• Information submitted through our contact forms, including name, company, email address, phone number, and inquiry details
• Business communications, meeting notes, and reply history
• Basic technical information automatically sent by your browser, such as IP address, device type, and access time
• Booking details shared through third-party scheduling services such as Calendly
• Information reasonably required for proposal preparation, service discussions, or contract administration

4. Purposes of use

• To respond to inquiries, schedule meetings, and verify the requesting party
• To communicate about our products, services, quotations, proposals, and contracts
• To maintain security, prevent misuse, and support troubleshooting
• To keep internal records and comply with legal, accounting, and contractual obligations
• To review potential engagements, assess requirements, and prepare commercially or technically relevant responses
• To maintain appropriate relationship management and service continuity with counterparties

5. Legal basis and handling principles

We handle personal information in accordance with Japanese law and practice, including the Act on the Protection of Personal Information (APPI) and other applicable national laws, regulations, and administrative guidance in force in Japan.

As our registered office is located in Urayasu-shi, Chiba, internal administration and handling of inquiries are conducted as part of our business operations in Japan.

We limit internal access to information to personnel or contractors who require it for legitimate business, operational, or compliance purposes.

6. Security control measures for retained personal data

We implement organizational, human, physical, and technical security control measures appropriate to the scale of our business and the nature of the retained personal data we handle, for the prevention of leakage, loss, or damage and for other proper management purposes.

These measures may include access-permission controls, authentication management, account and device management, supervision of service providers, and deletion of information that is no longer required.

7. Retention period

Inquiry and business communication records are retained for as long as reasonably necessary for business, legal, accounting, security, and operational purposes. Where law, regulation, audit, or contractual obligations require a specific retention period, we follow that requirement.

When information is no longer reasonably required, we may delete, anonymize, or otherwise dispose of it in accordance with our internal handling practices.

8. Disclosure to third parties and outsourcing

We do not disclose personal information to third parties without consent, except where permitted or required under Japanese law. We may entrust handling to service providers such as hosting, email, or scheduling vendors to the extent necessary to operate our business.

Where we engage service providers, we expect them to handle information under appropriate confidentiality and security obligations consistent with the nature of the entrusted processing.

9. Supervision of outsourced processors

Where we entrust the handling of personal information to a service provider, we seek to confirm the provider's information-management posture and to define appropriate matters such as confidentiality, re-entrustment conditions, security measures, and incident response through contract or other suitable controls.

After entrustment, we conduct necessary and appropriate supervision in light of the nature of the outsourced work.

10. Overseas processing and external services

We may use external cloud, email, hosting, analytics, collaboration, or scheduling providers. Some of these providers may process data outside Japan.

Where personal information is handled through such services, processing may occur in jurisdictions determined by the relevant provider's infrastructure and service arrangements.

Where cross-border handling is involved, we assess the service context, operational necessity, and applicable service terms within a reasonable business scope before use.

11. Requests for disclosure, correction, suspension, or deletion

To request disclosure, correction, addition, deletion, suspension of use, or suspension of third-party provision of retained personal data, contact us at info@robustsoftech.co.jp.

We may need to verify identity and confirm the scope of the request before responding. We will handle such requests in accordance with the APPI and our reasonable internal procedures in Japan.

12. External websites and embedded services

This website may link to or embed external services or third-party websites. We are not responsible for the privacy, security, or content practices of those external services except to the extent required by law.

13. Changes to this policy

We may update this policy to reflect legal, operational, technical, or business changes. Material updates will be posted on this site with a revised effective or updated date.