Privacy Policy

Business Operator Information

The personal information controller responsible for this website is:

Business Name: Software Design Digital
Address: 2 Chome-14-11 Akasaka, Minato City, Tokyo 107-0052, Japan
Phone: +81 3-3567-4211
Email: info@softwaredesign.digital
Website: https://softwaredesign.digital

As a business operator handling personal information under the APPI, we are committed to the lawful and responsible management of all personal data entrusted to us.

Personal Information We Collect

We collect personal information only when you voluntarily provide it through our website. The categories of information we may collect include:

• Contact information: Your name, email address, and any details you include in a message or inquiry submitted through our contact or audit request forms.
• Organization information: The name of your company or team, where provided in the context of an audit request.
• Product information: Descriptions of your software product that you choose to share when requesting a design review.
• Technical data: Information automatically collected when you visit our website, including IP address, browser type, operating system, pages visited, and referring URL. This data is collected through cookies and server logs and does not on its own identify you as an individual.
• Cookie preferences: Records of your consent choices regarding cookies on this website.

We do not collect sensitive personal information as defined under the APPI (such as information about race, creed, social status, medical history, criminal record, or financial information) through this website.

Purpose of Collection and Use

Under Article 17 of the APPI, we specify the purpose of use of personal information to the extent reasonably possible. Personal information collected through this website is used for the following purposes:

• Responding to inquiries submitted through the contact form
• Processing and evaluating audit requests submitted through the audit request form
• Communicating with you about the scope, timeline, and progress of a design review engagement
• Sending relevant information about our services where you have expressed interest
• Improving the functionality, content, and user experience of this website
• Complying with applicable legal obligations

We will not use personal information for purposes other than those specified above without obtaining your prior consent, except as permitted or required by applicable law.

Legal Basis for Processing

We process personal information on the following bases:

• Performance of a contract or pre-contractual steps: Where you have requested a design audit or engaged our services, processing is necessary to respond to and fulfill that request.
• Legitimate interests: We process technical data to maintain the security and functionality of our website, which constitutes a legitimate interest under applicable law.
• Consent: Where we use non-essential cookies or contact you for purposes beyond responding to your direct inquiry, we rely on your consent, which you may withdraw at any time.
• Legal obligation: We may process personal information where required to comply with Japanese law or other applicable regulations.

Disclosure to Third Parties

Under Article 23 of the APPI, we will not provide personal information to third parties without your prior consent, except in the following circumstances:

• Where disclosure is required by law or court order
• Where disclosure is necessary to protect the life, body, or property of an individual and it is difficult to obtain your consent
• Where disclosure is necessary for improving public health or promoting the sound development of children, and it is difficult to obtain your consent
• Where disclosure is necessary to cooperate with a national or local government body in performing functions prescribed by law, and obtaining your consent could impede those functions

We may share personal information with trusted service providers who assist us in operating this website and conducting our business, subject to confidentiality obligations and only to the extent necessary for the specified purpose. These providers are prohibited from using your information for any other purpose.

We do not sell personal information to third parties.

Cross-Border Transfer of Personal Information

Where we engage service providers located outside Japan (for example, cloud infrastructure or analytics services), personal information may be transferred to and processed in countries other than Japan. In such cases, we take appropriate steps to ensure that the recipient provides an equivalent level of protection as required under the APPI, including through contractual safeguards or by confirming that the recipient country has a personal information protection system recognized as equivalent under Japanese law.

We will inform you of the name of the country to which your information may be transferred and the measures in place to protect it upon request.

Retention Period

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. Specifically:

• Inquiry and contact form data is retained for the duration of the inquiry and for a reasonable period thereafter to allow for follow-up, typically not exceeding two years from the last communication.
• Audit engagement data is retained for the duration of the engagement and for a period thereafter as required for accounting, legal, or dispute resolution purposes.
• Website analytics data is retained in accordance with the retention settings of the analytics service used.

When personal information is no longer required, we securely delete or anonymize it.

Security Measures

We implement reasonable technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

• Use of HTTPS encryption for data transmitted through this website
• Access controls limiting who within our organization can access personal data
• Regular review of our data handling practices
• Contractual obligations on third-party service providers to maintain appropriate security

While we take reasonable precautions, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security of information transmitted to or stored by us.

Your Rights Under the APPI

Under the Act on the Protection of Personal Information, you have the following rights with respect to personal information we hold about you:

• Right to disclosure: You may request disclosure of the personal information we hold about you (Article 33 of the APPI).
• Right to correction: If the personal information we hold is incorrect, you may request correction, addition, or deletion (Article 34 of the APPI).
• Right to suspension of use: You may request that we stop using or delete your personal information where it has been handled in violation of the APPI or was collected without your consent (Article 35 of the APPI).
• Right to suspension of third-party provision: You may request that we stop providing your personal information to third parties (Article 35-2 of the APPI).

To exercise any of these rights, please contact us at info@softwaredesign.digital. We will respond to requests within a reasonable period, typically within 30 days. We may ask you to verify your identity before processing your request. Some requests may be subject to limitations under applicable law.

Cookies and Tracking Technologies

This website uses cookies and similar technologies. For detailed information about the types of cookies we use, their purposes, and how to manage your preferences, please refer to our Cookie Policy.

You can manage cookie preferences at any time using the cookie preference tool available on this website.

Children's Privacy

This website and our services are directed at business professionals and software development teams. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have collected personal information from a minor, we will take steps to delete that information promptly. If you believe a minor has provided personal information through our website, please contact us at info@softwaredesign.digital.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of this website following any changes constitutes your acknowledgment of the updated policy.

Contact for Privacy Matters

For any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal information, please contact us:

Software Design Digital
2 Chome-14-11 Akasaka, Minato City, Tokyo 107-0052, Japan
Email: info@softwaredesign.digital
Phone: +81 3-3567-4211

If you are not satisfied with our response, you may contact the Personal Information Protection Commission of Japan (PPC) at https://www.ppc.go.jp/.