Privacy Policy
Vortechs K.K. (the “Company,” “we,” “us,” or “our”) handles personal information and other information obtained through our website and business activities as set out below, in accordance with Japan’s Act on the Protection of Personal Information and other applicable laws, regulations, and guidelines.
1. Information We Collect
Names, company names, departments and job titles, addresses, telephone numbers, email addresses, inquiry details, and other information provided in connection with inquiries, requests for materials, business discussions, and similar activities
Names, contact details, resumes, employment histories, information relating to interviews and selection, and other information provided when applying for employment
Information relating to contracts, invoicing, payments, communications, and other matters obtained in the course of business transactions
IP addresses, browsing dates and times, pages viewed, device and browser information, identifiers such as cookies, and usage information obtained through use of our website
We do not obtain personal information through deception or other improper means. Except where permitted by law, we obtain prior consent from the individual concerned before collecting special care-required personal information.
2. Purposes of Use
Responding to and communicating about inquiries, requests for materials, and consultations
Conducting business discussions, entering into and performing contracts, invoicing, making and receiving payments, and managing business relationships
Improving our website and analyzing its usage
Conducting recruitment selection, communicating with applicants, and carrying out recruitment procedures
Preventing unauthorized use, maintaining information systems, and managing security
Fulfilling legal obligations, addressing disputes, and protecting rights
Carrying out activities incidental to the purposes listed above
Except where permitted by law, we do not handle personal information beyond the scope necessary to achieve the specified purposes of use. If we change a purpose of use, we do so within a scope reasonably considered related to the original purpose and make the revised purpose publicly available.
3. Collection of Personal Information Through Online Forms
When collecting personal information through forms on our website, we make this Policy available for review in advance. If an individual form specifies a purpose of use that differs from this Policy, that purpose will be clearly stated on the form.
4. Third-Party Disclosure and Outsourcing
Except where required or otherwise permitted by law, we do not provide personal data to third parties without obtaining prior consent from the individual concerned.
To the extent necessary to achieve our purposes of use, we may outsource the handling of information to external service providers in connection with website operation, email distribution, system maintenance, and similar activities. In such cases, we select service providers appropriately and exercise necessary and appropriate supervision.
5. Security Measures
To prevent leakage, loss, damage, and unauthorized use of personal data, we implement necessary and appropriate measures. These include establishing rules for handling personal data, appointing persons responsible for its handling, informing personnel of relevant requirements, managing access permissions, protecting information systems, and supervising external service providers.
Upon request from the individual concerned, we will provide information about our specific security measures, except for matters whose disclosure could compromise security.
6. Cookies and Transmission of Information to External Service Providers
Our website may use cookies and similar technologies to operate the site, improve usability, analyze usage, and serve other related purposes. Cookies can be disabled through browser settings, although some website functions may then become unavailable.
When we use services provided by external service providers, information relating to website users may be transmitted to those providers. In such cases, we will publish on our website the types of information transmitted, the recipients, the purposes of use, and any other information required to be disclosed by law.
7. Retention and Deletion of Information
We retain personal information for the period necessary to achieve its purposes of use or for the period required by law. When personal data no longer needs to be retained, we endeavor to delete or dispose of it appropriately in accordance with applicable laws.
8. Response to Unauthorized Access, Tampering, Data Leakage, and Other Incidents
If unauthorized access, tampering, malware installation, or another security incident occurs on our website or related systems, or if we become aware of a risk of such an incident, we work to prevent further harm, investigate the facts and scope of impact, preserve evidence, carry out necessary recovery, and prevent recurrence.
If we determine that users may be at risk, we may suspend part of the website or issue warnings as necessary.
If leakage, loss, or damage of personal data occurs or is suspected, and the incident meets the statutory reporting requirements, we will take the actions required by law, including reporting to the Personal Information Protection Commission and notifying the individuals concerned.
9. Requests Concerning Retained Personal Data and Related Records
9.1 Matters That May Be Requested
In accordance with applicable laws, individuals may request notification of the purposes of use of their retained personal data held by the Company, disclosure of that data, and correction, addition, or deletion where its contents are inaccurate.
Where the statutory conditions are met, individuals may also request suspension of use, erasure, or cessation of provision to third parties.
Individuals may also request disclosure of records relating to the provision of their personal data to third parties, in accordance with applicable laws.
9.2 Contact Point and Request Procedure
To make a request, please email the contact point listed in Section 12, specifying the nature of your request, your name and contact details, and information needed to identify the relevant data.
We will reply with details of the necessary procedures and identity verification methods. If you are unable to make a request by email, please contact the same contact point to discuss an alternative method.
9.3 Identity Verification and Representatives
To prevent improper disclosure, we verify identity to the extent necessary for the request.
Requests may also be made by the legal representative of a minor or an adult under guardianship, or by a representative authorized by the individual concerned.
For requests made through a representative, we may ask for documents confirming the representative’s authority and identity. We limit the information collected to what is necessary, including by asking that details not needed for verification be concealed.
9.4 Method of Response
We conduct the necessary investigation and verification and respond without delay in accordance with applicable laws.
We disclose retained personal data or records of provision to third parties using the method requested by the individual concerned. However, if disclosure by that method would involve substantial costs or is otherwise difficult, we will notify the individual and provide disclosure in writing.
We also handle requests for correction, addition, deletion, suspension of use, erasure, or cessation of provision to third parties in accordance with applicable laws and notify the individual of the outcome.
9.5 Cases in Which Requests Cannot Be Fulfilled
We may be unable to fulfill all or part of a request where refusal is permitted by law, the relevant data or records do not exist, or the necessary identity verification cannot be completed.
In such cases, we will provide notification in accordance with applicable laws and endeavor to explain the reason.
9.6 Fees
We do not charge fees for notification of purposes of use or for disclosure of retained personal data or records of provision to third parties.
10. Handling of Personally Referable Information
If we receive personally referable information derived from cookies or similar technologies from an external service provider and obtain it as personal data by matching it with personal information we hold, we will obtain the necessary consent and carry out other procedures in accordance with applicable laws.
11. Joint Use and Provision to Third Parties Outside Japan
If we jointly use personal data or provide it to a third party outside Japan, we will publicly announce the required information in advance or provide it to the individual concerned and carry out the necessary procedures in accordance with applicable laws.
When engaging in such handling, we will take the necessary actions required by law, including publishing specific details on our website.
12. Contact Point
For inquiries about this Policy, our handling of personal information, or requests under Section 9, please contact:
Email: privacy@vortechs.co.jp
13. Consultation, Disputes, and Governing Law
If you have questions about our handling of personal information, please first contact the contact point listed in Section 12. We will review the matter and endeavor to reach an appropriate resolution.
This does not prevent you from consulting the Personal Information Protection Commission or another public consultation service, or from using court proceedings or other procedures in accordance with applicable laws.
This Policy is interpreted in accordance with Japanese law. However, it does not restrict any rights granted to individuals under applicable laws.
Judicial disputes concerning this Policy will be handled by a court with jurisdiction under applicable laws.
14. Revisions
We may revise this Policy in response to changes in laws, regulations, our business activities, or our handling of personal information. The revised Policy will be published on our website.
Version 1 — Adopted September 28, 2026