Privacy Policy

Last updated: February 12, 2025

OTis Co., Ltd. (“Company”, “we”, “us”, “our”) has established the following Privacy Policy (“this Policy”) regarding the handling of personal information of users in RikaiAI for Slack (“RikaiAI”) and its related services (collectively, “this Service”) provided by our Company.

Our Company takes the utmost care in protecting your personal information and respects your right to privacy. Please review this Policy and agree to its contents before using this Service. If you do not agree, please immediately stop using this Service.

Article 1 (Personal Information)

“Personal information” refers to “personal information” as defined in the Act on the Protection of Personal Information, which is information about a living individual. This includes information that can identify a specific individual through descriptions such as name, date of birth, address, phone number, contact details, and other similar information. It also includes information related to physical appearance, fingerprints, voiceprints, and health insurance card insurer numbers that can identify a specific individual on its own (personally identifiable information).

Article 2 (Our Role and Your Responsibilities)

  1. Our Role
    (1) We act as the ‘data controller’ of personal data related to RikaiAI’s registered customers.
    (2) In providing the Service, we use Slack and other related systems (“third-party services”). For details, please refer to their respective Privacy Policies here, here, here, and here.

  2. Your Responsibilities
    (1) Carefully read and understand this Policy.
    (2) Agree to the Slack OAuth permissions required when installing RikaiAI and grant appropriate permissions.
    (3) When providing personal information of others, provide the informatio only after obtaining appropriate consents.

Article 3 (Timing of personal information collection, types of personal information collected, specific data)

  1. We collect personal information at the following times and in the following ways.
    (1) You browse any page of our Site
    (2) You add or modify your payment method
    (3) You use RikaiAI
    (4) You receive emails from us
    (5) You interact with us for customer support

  2. The types of data collected are as follows.
    (1) Contact information: name, address, telephone number, email address
    (2) Financial information: bank account information, credit/debit card information (processed by payment provider)
    (3) Identifiable information: IP address, browser type, login information
    (4) Interactions with Slack: message and command usage history

  3. The following data are not collected.
    (1) Sensitive data: We do not collect “sensitive data” such as information about race, political opinions, religion, health, and sexuality, unless we have specific consent or are legally required to do so.
    (2) Children’s data. RikaiAI markets to people aged 16 and over only. RikaiAI does not knowingly collect personal information of people under the age of 16.

  4. The following data are collected, processed, and discarded as follows.
    (1) Slack data: RikaiAI collects messages and settings information in the channels RikaiAI is a member of, and processes them to the extent necessary to provide the Service. Message data is processed immediately, and unnecessary information is discarded.

Article 4 (Purpose of collecting and using personal information)

  1. The purposes for which we collect and use personal information are as follows.
    (1) Providing the Service: Login authentication, translation function, payment processing
    (2) Improving the Service: Improving RikaiAI based on user feedback
    (3) Providing support: Responding to inquiries, notifying about important changes
    (4) Marketing: Displaying company names and logos on our Site only if with consent
    (5) Purposes incidental to the above purposes of use

Article 5 (Security and timing of deletion of personal information)

  1. We are taking technical and organizational measures to protect the personal information we collect. Since we use Slack authentication, we do not collect or store passwords. If you suspect unauthorized access, please contact the inquiry desk in Article 13 immediately.

  2. Personal information, etc. will be deleted at the following times.
    (1) Slack messages: Will be deleted as soon as the necessary processing is completed.
    (2) Slack credentials: Will be deleted immediately when RikaiAI is uninstalled.
    (3) User information: Will be deleted upon deletion request or account termination.
    (4) Financial information: Managed by the payment provider and not stored by us.

Article 6 (Use of third-party services and cookies)

  1. This Service uses third-party services for the following purposes. Personal information will be shared only to the extent necessary, and processed under the appropriate protective measures.
    (1) Application hosting
    (2) Email delivery
    (3) Payment processing
    (4) Translation functionality

  2. This Service uses the minimum necessary cookies to provide better services. This includes user interface settings (e.g., light/dark mode).

Article 7 (Change of purpose of use)

  1. We will change the purpose of use of personal information only if it is reasonably recognized that the purpose of use is related to the purpose before the change.

  2. If the purpose of use is changed, the user will be notified of the changed purpose by the method specified by the Company, or the changed purpose will be announced on this Site.

Article 8 (Joint Use of Personal Information)

  1. The Company may share personal information with specific parties as follows.
    (1) Items of personal information to be shared: Name, email address, user ID, usage history, and other information necessary for the provision of the Service.
    (2) Scope of parties to share: OTis Philippines, Inc., and business partners with which the Company is affiliated.
    (3) Purpose of shared use
    A. To provide and operate the Service
    B. To respond to customer support
    C. To improve services and conduct marketing analysis D. To respond to laws and regulations, etc.
    (4) Name or title of person responsible for managing personal information
    OTis Co., Ltd. Representative Director, Hisashi Omiya

  2. When sharing personal information, the Company will take appropriate measures to safely manage the personal information and require the joint users to manage it properly.

  3. If you wish to inquire about the details of the shared use, please contact our inquiry desk set forth in Article 13.

Article 9 (Provision of personal information to third-parties)

  1. Except for the shared use set forth in the preceiding article and the following cases, the Company will not provide personal information to third-parties without the User’s prior consent. However, this does not include cases permitted by the Act on the Protection of Personal Information or other laws and regulations.
    (1) When it is necessary for the protection of a person’s life, body, or property, and it is difficult to obtain the individual’s consent.
    (2) When it is particularly necessary for the improvement of public health or the promotion of healthy child development, and it is difficult to obtain the individual’s consent.
    (3) When it is necessary to cooperate with a national institution, local government, or a person commissioned by them to carry out duties prescribed by law, and obtaining the individual’s consent is likely to impede the performance of said duties.
    (4) When the following items are notified or publicized in advance and the Company has notified the Personal Information Protection Information:
    A. The purpose of use includes provision to a third-party.
    B. Items of data provided to a third-party.
    C. Means or method of provision to a third-party.
    D. Suspension of provision of personal information to a third-party at the request of the individual.
    E. Method of accepting the individual’s request.

  2. Notwithstanding the provisions of the preceding paragraph, in the following cases, the recipient of the information will not be a third-party.
    (1) When the Company entrusts all or part of the handling of personal information to the extent necessary to achieve the purpose of use.
    (2) When personal information is provided in connection with business succession due to a merger or other reasons.
    (3) When personal information is to be jointly used with a specific party, individiausl are given prior notice or the information is made readily accessible to them. This includes details on the items of personal information to be shared, the scope of the parties involved, the purposes for which the information will be used, and the name or title of the person responsible for managing the personal information.

Article 10 (Disclosure of personal information)

  1. When the individual requests disclosure of personal information, the Company will disclose it to the individual without delay. However, if disclosure falls under any of the following, the Company may not disclose all or part of the information, and if a decision is made not to disclose the information, the Company will notify the individual without delay. A fee of ¥1,000 JPY will be charged for each disclosure of personal information.
    (1) When there is a risk of harming the life, body, property, or other rights and interests of the person or a third-party.
    (2) When there is a risk of causing significant hindrance to the proper execution of our Company’s operations.
    (3) When there is a violation of other laws and regulations.

  2. Notwistanding the provisions of the preceding paragraph, in principle, we will not disclose information other than personal information, such as history information and characteristic information.

Article 11 (Correction, Deletion, and Suspension of Use of Personal Information)

  1. If there is a mistake in the personal information held by the Company, the User may request the Company to correct, add, or delete the personal information (hereinafter referred to as “Correction, etc.”, “Corrections, etc.”) in accordance with the procedures specified by the Company.
  2. If the User determine that the personal information has been handled beyond the scope of the purpose of use or has been obtained by illegal means, the User may request the suspension or deletion of the use of the personal information (hereinafter referred to as “Suspension of use, etc.”) in accordance with the procedures specified by the Company.
  3. When the Company receives a request under the preceding two paragraphs, the Company shall conduct the necessary investigation withoutdelay and take action such as Correction, etc.,, or Suspension of use, etc., based on the results. However, if it is difficult to comply with the request, the Company will notify the User of the reason.
  4. If the Company makes Corrections, etc., or Suspension of use, etc., based on the preceding paragraph, or if the Company decides not to make such Corrections, etc., or Suspension of use, etc., the Company will notify the User without delay.
  5. Notwithstanding the provisions of the preceding paragraphs, if Suspension of use, etc., requires a large amount of money, or if otherwise difficult, and alternative measures necessary to protect the rights and interests of the User can be taken, the Company shall take such alternative measures.
  6. For requests based on this article, please contact the inquiry desk in Article 13.

Article 12 (Changes to the Privacy Policy)

  1. The contents of this Policy may be changed without notifying the User, except for matters otherwise specified by law or other provisions in this Policy.
  2. The changed Privacy Policy will take effect from the time it is posted on the Site of this Service or from the application start date separately determined by the Company.
  3. By using this Service after this Policy is changed, the User is deemed to have agreed to the changed Privacy Policy.

Article 13 (Contact Information)

For inquiries regarding this Policy, please contact the following contact information.

Company Name: OTis Co., Ltd.
Address: 2-3-1 Yayoi-cho, Tomakomai, Hokkaido 053-0802
Contact Number: 0144-78-3500
Email: [email protected]