Privacy Policy

1. Introduction

Helios Japan Co., Ltd. ("we," "us," "our," or "Docify") operates the Docify AI document processing platform. We are committed to protecting your personal information and respecting your privacy rights in accordance with Japan's Act on the Protection of Personal Information (APPI) and other applicable data protection laws.

This Privacy Policy describes how we collect, use, store, and protect your personal information when you use our services, including our website, web applications, and API platform.

2. Information We Collect

We collect different types of information to provide and improve our services:

2.1 Account Information

• Name and email address for account registration
• Company name and business information (if applicable)
• Payment information for billing purposes (processed securely through third-party payment providers)

2.2 Document Data

• Documents you upload for OCR, translation, or verification processing
• Extracted text, translations, and analysis results
• API usage data and processing requests

2.3 Technical Information

• IP address, browser type, device information, and operating system
• Usage data including pages visited, features used, and time spent on our platform

3. How We Use Your Information

• To provide, maintain, and improve our AI document processing services
• To process your documents using OCR, translation, and verification technologies
• To manage your account and provide customer support
• To process payments and maintain billing records
• To analyze service usage and improve platform performance
• To comply with legal obligations and enforce our Terms of Service

5. Data Storage and Retention

We implement the following data storage and retention practices:

• Storage Location: All document data is stored on secure AWS servers located in Japan (AWS Tokyo Region)
• Document Retention: Uploaded documents and processing results are automatically deleted after 7 days
• Account Data: Account information and usage records are retained as long as your account remains active, and for a reasonable period thereafter as required by law

6. Data Retention Policy

We retain your personal information and user content only for as long as is necessary to fulfill the purposes outlined in this Privacy Policy. When the retention of such information is no longer required for legal obligations, dispute resolution, contract enforcement, or other legitimate business purposes, we will delete or anonymize the data.

Our general practices are as follows:

1. Account Information: Upon the deletion of your account, we will delete or anonymize your personal account information within a reasonable timeframe in accordance with our internal data management policies.
2. User Content: Documents uploaded by users will be permanently removed from our servers within a reasonable period following the user's deletion action or account termination.
3. Server Logs: Server logs collected for security and operational purposes are retained only as long as necessary and will be automatically deleted after the retention period expires.

Where mandatory retention is required by applicable laws and regulations, we will comply with those requirements accordingly.

7. Third-Party AI Services

To provide our document processing capabilities, we utilize AI services from trusted providers:

• Amazon Web Services (AWS): We use AWS AI services for certain processing tasks. Your data is processed in accordance with AWS's strict data protection standards
• Google Cloud AI: We use Google Cloud AI services for specific document processing functions. Data is processed temporarily and not stored by Google

Important: When your documents are processed by these AI services, the data transmission is ephemeral (temporary) and does not result in permanent storage on US servers. All processed data and results are stored only on our AWS Japan servers, and original documents are deleted after 7 days.

8. Data Security

We implement comprehensive security measures to protect your information:

• Encryption of data in transit using industry-standard TLS/SSL protocols
• Encryption of data at rest on our AWS servers
• Access controls and authentication mechanisms to prevent unauthorized access
• Regular security audits and monitoring to detect and respond to potential threats

9. Your Rights Under Japanese Law

Under Japan's Act on the Protection of Personal Information (APPI), you have the following rights regarding your personal information:

• Right to Access: You can request access to the personal information we hold about you
• Right to Correction: You can request correction of inaccurate or incomplete personal information
• Right to Deletion: You can request deletion of your personal information, subject to legal retention requirements
• Right to Suspend Use: You can request that we suspend the use of your personal information under certain circumstances
• Right to Data Portability: You can request a copy of your data in a structured, commonly used format
• Right to Withdraw Consent: You can withdraw your consent to data processing at any time

To exercise any of these rights, please contact us at dataprotect@docify.jp

10. International Data Transfers

While your document data is stored exclusively in Japan (AWS Tokyo Region), some processing may temporarily involve AI services located in the United States (AWS and Google Cloud AI). These transfers are conducted securely and do not result in permanent data storage outside Japan.

We ensure that all international data transfers comply with applicable data protection laws, including implementing appropriate safeguards such as encryption and contractual protections with our service providers.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your experience on our platform. Cookies help us remember your preferences, analyze usage patterns, and provide personalized features.

You can control cookie preferences through your browser settings. Please note that disabling cookies may affect certain functionalities of our service.

12. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at privacy@docify.jp.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a new "Last Updated" date. Your continued use of our services after such updates constitutes acceptance of the revised Privacy Policy.