Privacy Policy
Last updated: August 4, 2026
Aloha Intech LLC (合同会社Aloha Intech; "Aloha Intech", "we", "our", "us") takes the protection of personal information seriously and complies with Japan's Act on the Protection of Personal Information (個人情報の保護に関する法律, "APPI") and all other applicable laws and regulations.
Scope: this notice covers personal information for which Aloha Intech is the responsible business operator — visitors to this website, business contacts, and people who inquire about our services. Personal information that a customer enters into our products, including Ossu Automate, is handled under consignment (委託) on that customer's instructions and is governed by the applicable customer agreement and its data processing terms; the customer remains the business operator responsible for it. Section C2) describes where product data is stored.
This privacy notice explains how we collect, use, and manage personal information when you visit our website or engage with our services:
- Overview (A): Our practices and your rights at a glance
- Processing Operations (B): Detailed explanation of how personal information is handled
- Data Sharing (C): When and with whom we share personal information
Overview
Data Controller / Privacy Contact
Aloha Intech LLC is the entity responsible for the management of your personal information.
- Business operator: Aloha Intech LLC (合同会社Aloha Intech)
- Representative: Leo Taiga Puddle
- Address: Roppongi KS Building 5F, 3-16-12 Roppongi, Minato-ku, Tokyo 106-0032, Japan
- Privacy inquiries and complaints (苦情の申出先): inquiry@alohaintech.co.jp
How We Obtain Personal Information
We collect personal information through the following means:
- Automated collection via cookies and similar technologies when you visit our website. The categories in use, and how to control them, are described in our Cookie Policy.
- Direct collection when you contact us, submit a form, or request information about our services.
- Information about colleagues or team members that you provide in order to grant them access to our services.
- Information received from third parties who provide your details to facilitate your access to our services.
We do not seek to collect sensitive personal information (要配慮個人情報) — this includes race, creed, social status, medical history, criminal record, and the fact of having been a victim of crime. Please do not include such information in an inquiry or any other message to us. If we receive it unintentionally, we delete it once we become aware of it.
Purposes of Use
Under APPI, we are required to specify the purposes for which we use personal information. We use personal information for the following purposes:
- Delivering and managing our services — responding to inquiries, processing applications, and providing customer support
- Operating, maintaining, and improving our website and services
- Communicating service updates, notifications, and (where you have consented) marketing communications
- Fraud prevention, security monitoring, and system integrity
- Compliance with applicable laws and regulations, and protection of our legal rights
- Contacting business prospects about our services, and organising and sending invitations to seminars, briefings, and similar events
- Analysing inquiries and service usage in aggregate in order to plan and improve our services
Artificial intelligence and machine learning
We do not use the information you provide when you inquire about our services — or business-contact information we hold — to develop, train, evaluate, or fine-tune artificial intelligence or machine learning models.
This notice covers our website and our business contacts. How personal information is handled inside our products, including whether it contributes to model development, is set out in the terms and data processing addendum for the product concerned, and is agreed with the customer before that product is used. If we ever intend to use information collected through this website for model development, we will say so here and obtain your consent first.
Retention Periods
Personal information is retained only for as long as necessary to fulfill the purposes for which it was collected, and in compliance with applicable law. Our general guidelines are:
- Business and contact records: retained for 3 years from the date of last interaction
- Technical and access log data: retained for 1 year
Legal or regulatory obligations may require longer retention in certain cases. Data that is no longer required is securely deleted or anonymized.
Data Sharing
Personal information may be shared in the following circumstances:
- Within Aloha Intech for the purpose of delivering our services
- With service providers (consignees) who assist us in operating our business, under appropriate data processing agreements (APPI Article 25; consignment is not third-party provision under Article 27(5)(i))
- Where required by Japanese law, a court order, or a lawful request from a regulatory or law enforcement authority
- In connection with a business transaction such as a merger, acquisition, or corporate restructuring
We do not sell your personal information.
Your Rights
Under APPI, you have the following rights regarding personal information that Aloha Intech holds about you:
- Right to disclosure (開示): Request confirmation of whether we hold your personal information and, if so, obtain a copy.
- Right to correction (訂正): Request that inaccurate or incomplete personal information be corrected, added to, or deleted.
- Right to suspension of use / erasure (利用停止・消去): Request that we suspend use of or delete your personal information where it has been handled in violation of APPI or is no longer necessary.
- Right to stop third-party provision (第三者提供の停止): Request that we stop providing your personal information to third parties where such provision violates APPI.
- Right to file a complaint: Contact the Personal Information Protection Commission (個人情報保護委員会) at www.ppc.go.jp.
To exercise any of these rights, follow the procedure set out in A7) below. We will verify your identity before processing any request and respond within the period stated there.
How to Make a Request
The following procedure applies to any request under A6) — disclosure, correction, suspension of use, erasure, cessation of third-party provision, notification of purpose of use, or disclosure of third-party provision records.
- How to submit: email inquiry@alohaintech.co.jp with the subject line "Personal Information Request".
- Identity verification: we confirm that you are the individual concerned before responding. Verification is carried out by matching the details you provide against the records we already hold. Where the request concerns sensitive information, we may additionally ask for a copy of photo identification, with any details not needed for verification redacted.
- Requests through an agent: a legal representative or an authorised agent may submit a request on your behalf, on provision of a signed power of attorney and identification for both you and the agent.
- Choice of disclosure method: under APPI Article 33(1) you may specify how you wish to receive disclosure — by electronic record (for example a PDF sent by email) or in writing. We will follow the method you specify unless doing so would involve excessive cost, in which case we will disclose in writing and tell you why.
- Response time: we respond within 14 business days of completing identity verification.
- Fee: no fee is charged for any request. Under APPI Article 38 a fee may be charged only for a disclosure request or a request for notification of purpose of use.
Where we are unable to grant a request in whole or in part — for example where disclosure would harm the life, body, property, or other rights of a third party, or would seriously impede the proper conduct of our business — we will notify you of that fact and explain the reason, as required by APPI Article 36.
Security Control Measures
We have established the following measures for the safe management of personal data, in accordance with APPI Article 23 and the guidelines of the Personal Information Protection Commission.
Basic Policy
This Privacy Policy is our published statement of how personal information is handled at Aloha Intech. We review it whenever our practices or the applicable law change, and the contact point in A1) is available for any question or complaint about it.
Rules and Procedures
The purposes for which personal information may be used (A3), the periods for which it is retained (A4), and the circumstances in which it may be shared (A5) set the rules under which personal information is handled at each stage, from collection through to deletion.
Organisational Measures
Responsibility for the handling of personal information rests with our representative, Leo Taiga Puddle. Access is limited to those who need it for the purposes set out in A3). The categories of personal information we hold are set out in B) below. Any suspected leakage, loss, or unauthorised access is reported to the responsible person without delay and handled as described in A9).
Personnel Measures
Employment and contractor agreements include confidentiality obligations covering personal information. Everyone who handles personal information is trained on its handling as part of onboarding.
Physical Measures
Our records are maintained digitally, in cloud services rather than on local file servers. Devices used to access personal information are encrypted, are configured to lock automatically when unattended, and are not left unattended in public spaces. Devices are securely erased before disposal, and any document containing personal information is shredded rather than discarded intact.
Technical Measures
Access to systems holding personal information is granted on a least-privilege basis according to the role the individual performs. Multi-factor authentication or single sign-on is required on the services used to hold and access personal information. Devices used to access personal information have full-disk encryption enabled. Access is logged, and personal information is encrypted in transit.
External Environment
Where personal data is handled outside Japan, we identify the country concerned, ascertain its system for the protection of personal information, and take measures appropriate to it.
- Product data — personal information held in Ossu Automate and our other products is stored and processed in Japan, on Microsoft Azure infrastructure located in Japan.
- This website — access data such as IP addresses is processed by our hosting and content delivery providers, which operate internationally, in the United States and other countries in which those providers operate their networks. We have ascertained the systems for the protection of personal information in the countries concerned.
Further detail on these measures is available on request from the contact point in A1).
If a Data Breach Occurs
If a leakage, loss, or damage of personal data occurs or is suspected, we investigate promptly, take measures to contain the incident and prevent recurrence, and comply with the reporting and notification duties under APPI Article 26.
- Reporting to the Personal Information Protection Commission: a preliminary report promptly after we become aware of the incident, and a final report within 30 days — or within 60 days where the incident may have been committed with wrongful intent.
- Notification to affected individuals: required where the incident involves sensitive personal information (要配慮個人情報), creates a risk of financial damage through improper use, may have been committed with wrongful intent, or affects more than 1,000 individuals.
- Where we handle personal data on behalf of a customer, we notify that customer without undue delay in accordance with the applicable customer agreement. We aim to notify within 72 hours of becoming aware of the incident.
No Automated Decision-Making
Aloha Intech does not make decisions about individuals based solely on automated processing that produces significant legal effects or similarly significant impacts.
Processing Operations
Personal information is collected across four categories: automatically collected data (B1), information provided by users (B2), information about third parties provided by users (B3), and information about users provided by third parties (B4).
Automatically Collected Information
When you visit our website, we may automatically collect: pages viewed, timing and frequency of visits, IP address, browser type and version, device type, and referring website. This website is delivered through hosting and content delivery providers that operate internationally, so this access data may be processed outside Japan — see A8) for the countries concerned. Personal information held in our products, including Ossu Automate, is stored in Japan; see C2).
Purposes
- Delivering and maintaining website content
- Analyzing and improving user experience
- Security monitoring and unauthorized access detection
Information You Provide
You may provide personal information when contacting us via email or form, requesting information about our services, or engaging with us at events. This may include: your name, job title, company name, email address, telephone number, and the content of your inquiry.
B2.1) Service Delivery
We use this information to respond to inquiries, enter into agreements, deliver our services, and manage our business relationship with you.
B2.2) Communications
We may contact you by email, telephone, or other channels to respond to your inquiries, send service-related updates, and — with your consent — send newsletters or promotional communications.
B2.3) Security and Legal Compliance
We may process personal information to detect and prevent fraud or abuse, maintain system security and integrity, fulfill legal obligations, and enforce our agreements.
B2.4) Business Development and Marketing
We may use your contact details to inform you of relevant services and developments from Aloha Intech, in accordance with applicable law and, where required, your consent.
Information About Third Parties
If you provide personal information about colleagues or team members — for example, to invite them to our services — you are responsible for ensuring those individuals are aware of this privacy notice and have given any required consent.
Information Received from Third Parties
Third parties may provide us with your personal information — for example, via a business introduction or referral. We request that such parties ensure they have the right to share your information with us.
Data Sharing
Service Providers
We may share personal information with third-party service providers (consignees) who assist us in running our business — for example, hosting providers, communication tools, or accounting services. These providers may only use your information for the specific purpose for which they were engaged. We enter into appropriate data processing agreements with all providers and supervise them in accordance with APPI Article 25. Provision to a consignee in this way is not third-party provision, under APPI Article 27(5)(i).
We do not sell your personal information.
Service provider categories may include: cloud hosting and infrastructure, email and communications services, postal mail receipt and forwarding, accounting tools, and customer relationship management tools.
Legal Disclosure
We may disclose personal information as required by Japanese law, in response to a court order, or upon a lawful request from a law enforcement or regulatory authority, including the Personal Information Protection Commission.
Business Transactions
In the event of a merger, acquisition, corporate restructuring, or similar transaction, personal information may be transferred to the successor entity as part of that transaction.
Cross-Border Data Transfers
Product Data
Personal information held in Ossu Automate and our other products is stored and processed in Japan, on Microsoft Azure infrastructure located in Japan. Where a product feature requires personal information to be sent outside Japan — for example to a third-party model or API provider — that transfer is described in the product documentation and the applicable customer agreement. There are currently no such providers.
This Website
This website is separate from our products. It is delivered through hosting and content delivery providers that operate internationally, so access data such as IP addresses and request logs may be processed in the United States and other countries in which those providers operate their networks. These providers act as our consignees (委託先) under data processing agreements and may use the data only to deliver and secure the site.
Legal Basis for Transfers
Where personal information is transferred to a third party outside Japan, we comply with APPI Article 28. This means either obtaining your consent after providing the name of the destination country, information on that country's personal data protection system, and the measures taken by the recipient; or confirming that the recipient has established a system meeting the standards prescribed by the APPI Enforcement Rules, in which case we take the steps necessary to ensure the recipient's continued compliance and provide information about it on request.
For questions about cross-border transfers, or to request the information referred to above, contact us at inquiry@alohaintech.co.jp.
Changes to This Notice
We may revise this privacy notice from time to time to reflect changes in our services, business practices, or applicable law. Any material changes will be communicated through our website. The date at the top of this page indicates when this notice was last updated.
For questions about this privacy notice, contact us at inquiry@alohaintech.co.jp.