Privacy Policy

Hearing Research Institute Co., Ltd. (hereinafter referred to as the "Company") has established the following privacy policy regarding the handling of personal information and other user information in "TeamLog" and related websites, applications, and other services provided by the Company.

Article 1 (Scope of application)

1. This privacy policy applies to TeamLog and its accompanying services, websites, applications, inquiry response, contract procedures, and other related operations (hereinafter collectively referred to as the "Services") provided by our company.

2. The handling of information on the websites or services of external businesses linked from this service is subject to the privacy policy and other conditions stipulated by the external businesses.

3． If a corporation, school, local government, or other organization contracts for this service and allows its officers, employees, faculty, staff, children, students, or other persons to use the service, the contracting party shall make the contents of this privacy policy known to the users as necessary.

Article 2 (Definition of terms)

The terms used in this privacy policy comply with the Act on the Protection of Personal Information and other related laws and regulations, as well as the definitions in the TeamLog Terms of Use.

Article 3 (Information acquired by our company)

In providing this service, our company may obtain the following information:

1. Account and contract information

(1) Name

(2) Email address

(3) Phone number

(4) Address

(5) Information regarding corporate name, organization name, department name, position, and other affiliations

(6) Contract plan, contract period, number of licenses, and number of devices used

(7) Account ID, authentication information and account status

(8) Information regarding registered terminals

(9) Application forms, order forms, quotations and other contract information

2. Information regarding the use of the discount system

For users who wish to apply for the discount system, we may obtain their disability certificate or other materials to confirm that they are eligible for the discount, as well as the information contained in such materials.

This may include name, date of birth, type of disability certificate, issuing entity, expiry date, type or degree of disability, certificate number, and other information.

3． Payment and billing information

(1) Contract fee, billed amount and payment status

(2) Name, address, name of person in charge of billing party, and other information necessary for issuing an invoice

(3) Payment date and time, payment result, transaction identifier, and other payment management information provided by Stripe.

(4) Transfer name, transfer date and time, transfer amount, and other information necessary to confirm payment for corporate invoice payments

(5) Information regarding refunds, cancellations and non-payments

Credit card numbers, security codes, and other complete card information are collected and managed by Stripe through the Stripe Checkout payment page; we do not obtain or retain them.

4. Information regarding the use of this service

(1) Functions used, date and time, number of times and length of use

(2) Usage amount of speech recognition engine, translation engine, and other functions

(3) License allocation and registered terminal cancellation history

(4) IP address

(5) Type of device, OS, application and browser type/version

(6) Communication status and connection information

(7) System operation log, error log and security log

(8) Information necessary for fault investigation and prevention of unauthorized use

5. customer data

(1) Voice recognition results, editing details, and sharing settings when using the sharing function

(2) Text used for translation, translation results, and processing information associated with those data when using translation functions

(3) Speech recognition results, text to be translated, or translation results included in error logs or operation logs

(4) Dictionaries, registered words, and other information registered by users in this service

6. Information regarding inquiries, etc.

We collect information provided by users when making inquiries, consultations, complaints, trouble reports, surveys, and other communications with our company.

7. Information regarding use of the website

We may obtain cookies and other identifiers, pages viewed, date and time of viewing, referrer, clicks, scrolls, mouse operations, terminal used, browser, IP address, and other information regarding website viewing and operation.

Article 4 (Personal information requiring special consideration)

1. Information regarding disabilities listed in the disability certificate falls under the category of personal information requiring special consideration.

2. We will obtain disability certificates and other confirmation materials only when necessary to confirm the application of the discount system and with the consent of the person concerned.

3． On the screen for submitting a disability certificate, etc., we will display the purpose of use, the information to be obtained, and how it will be handled, and obtain explicit consent from the person in question.

4. Our company does not use information such as disability certificates for purposes other than confirming eligibility for discounts, applying discounts, preventing fraudulent applications, and responding to inquiries.

5. The Company will promptly delete images or copies of disability certificates, etc. used to confirm discount application after the confirmation is completed and as soon as necessary processing for business is completed.

6. Minimum information necessary for discount management, such as whether discounts are applicable, confirmation date, application period, etc., may be stored for the period necessary for discount application and contract management.

7. Our company will not provide sensitive personal information to third parties without the consent of the individual, except as required by law.

Article 5 (Information not acquired by our company)

1. The audio data used for speech recognition is sent directly from the user's device to the selected speech recognition engine. Our shared or translation servers do not pass through such audio data, and we do not acquire or store it.

2. When a user uses the recording function, the recorded audio data will be saved on the user's device. We cannot retrieve, view, restore or delete audio data stored on your device.

3. If you do not use the sharing feature, your voice recognition results will not be stored on our shared servers.

Article 6 (Purpose of use)

We use the information we obtain for the following purposes:

(1) For registration of this service, identity verification and account management

(2) For the conclusion, performance and management of usage contracts

(3) To manage licenses, usage devices, and usage rights

(4) To provide voice recognition, translation, sharing, summarization and other functions

(5) To calculate usage fees, usage fees, and other charges.

(6) To issue invoices, settle payments, confirm payments, refunds, and manage receivables.

(7) To confirm that you are eligible for the discount system and apply the discount

(8) To respond to inquiries, problem reports, consultations, and complaints.

(9) To maintain, investigate failures, restore and improve the quality of this service.

(10) To detect and prevent unauthorized access, unauthorized use, violation of terms and security threats

(11) To analyze usage status and improve this service and website

(12) For planning and development of new functions, new services, and other services of our company

(13) To send important notices, contract renewals, price changes, and other communications regarding this service.

(14) To provide information about our services, events, seminars, etc.

(15) To fulfill legal obligations or protect the rights of our company or third parties

(16) For purposes incidental to each of the preceding items.

We do not use the information we obtain for the purpose of behavioral targeting advertising or advertising personalization by third parties.

Article 7 (Information Handling and External Services)

Details of speech recognition, translation, external transmission, external services and vendors, overseas processing, backups and security measures are set out in Security and External Services.

For the contact form, we use Amazon Simple Email Service (Amazon SES) to respond to inquiries and Cloudflare Turnstile to prevent fraudulent submissions. Inquiry details and images attached to issue reports are processed to send the email, but are not stored in our database.

Where the Company entrusts the handling of personal data to a business located outside Japan or handles personal data outside Japan, it will take the measures required by applicable laws.

Article 8 (Sharing and Data Use)

1. The terms for the sharing function and the handling of shared data are set out in the TeamLog Terms of Use.

2. Unless we obtain specific consent from the individual or Contractor, we will not use Customer Data to train our own or a third party's AI models.

3. If a User selects an external service whose conditions permit input data to be used for research and development, quality improvement or AI-model training, that external-service provider may use the information in accordance with its terms.

4. We may use statistical information processed so that a particular individual or Contractor cannot be identified and the original information cannot be restored, for service quality improvement, usage analysis and service development.

Article 9 (Analytics, Cookies, and External Transmission)

1. We use Google Analytics 4 and Microsoft Clarity to understand and improve website usage.

2. Google Analytics 4 sends cookies and other identifiers, pages viewed, date and time of visit, referrer, device, browser, IP address, and other information about website usage to Google.

3. Microsoft Clarity sends information to Microsoft about cookies and other identifiers, pages viewed, device and browser information, clicks, scrolls, mouse actions, page display information, and other website interactions.

4. We use Google Fonts to display text on our website. When fonts are loaded, IP address, browser information, and other information necessary for communication may be sent to Google.

5. We may publish YouTube videos on our website. Video thumbnails are loaded from YouTube-related servers, and when a video is played, the user connects to YouTube. In connection with this, IP address, device and browser information, and other information necessary for communication may be sent to Google or YouTube.

6. We may use Google Tag Manager to manage tags on our website. After introduction, Google Tag Manager is used to manage the analytics and other tags described in the preceding paragraphs.

7. We use this information to understand website usage, discover defects, improve screen configuration and operability, and otherwise improve quality.

8. We do not use this information for behavioral targeting advertising.

9. Users may be able to restrict the storage of cookies or the collection of information using browser settings, cookie settings screens, the Google Analytics opt-out function, or other methods provided by each service provider.

10. If cookies are disabled, some parts of this service or website may not function properly.

11. If the Company introduces other access analysis services in the future, the information to be sent, destination, and purpose of use will be announced on the Company's website or by other means that users can easily confirm.

Article 10 (Third party provision)

1. Our company will not provide personal data to third parties without the consent of the person, except in the following cases.

(1) Cases based on laws and regulations

(2) When it is necessary to protect a person's life, body, or property, and it is difficult to obtain the consent of the person concerned.

(3) When it is particularly necessary for improving public health or the healthy upbringing of children, and it is difficult to obtain the consent of the person concerned.

(4) When it is necessary to cooperate with the national government, a local government, or a person entrusted by them in order to carry out legal affairs, and obtaining the consent of the person concerned is likely to impede said affairs.

(5) In the event that business related to this service is succeeded due to merger, company split, business transfer, or other reasons.

(6) Other cases permitted by laws and regulations.

2. If the handling of personal information falls under entrustment, business succession, or legal joint use, it may not fall under provision to a third party under the Personal Information Protection Act.

3． Our company currently does not share personal data with subsidiaries or other businesses.

4. If we start joint use in the future, we will announce the information to be jointly used, the scope of joint users, the purpose of use, the person in charge of management, and other legally required matters before the start.

Article 11 (Storage period)

Our company saves the acquired information to the extent necessary to achieve the purpose of use, and for the following period as a guideline.

(1) Shared data: 1 month from the time of cessation of sharing or from the date of last update

(2) Source text and translation results used for translation: generally 1 week

(3) Normal system operation log: 1 month in principle

(4) Error log: 1 year in principle

(5) Usage amount and billing basis information by customer: 5 years after the end of the usage contract

(6) Image or copy of disability certificate, etc.: Promptly deleted after completing the necessary processing for discount confirmation.

(7) Contracts, application forms, order forms, quotations, invoices and payment history: periods required by law or business.

(8) Information regarding inquiries and support responses: Period required for responses and dispute resolution

(9) Account and contractor information: During the contract period and after the end of the contract, billing, inquiries, dispute handling, and other necessary periods for business purposes.

(10) Statistical information processed so that individuals and contractors cannot be identified and cannot be restored to the original information: stored for an indefinite period

If there is a legal obligation, dispute response, security investigation, or other justifiable reason, the information may be retained beyond the above period.

Article 12 (Requests for disclosure, correction, deletion, etc.)

1. The person in question or a legally authorized representative may request notification of the purpose of use, disclosure, correction, addition, deletion, suspension of use, erasure, or suspension of provision to third parties of personal information held by the Company.

2. If you wish to make a request, please contact the contact information specified in Article 16. We may request you to submit documents or information necessary to verify your identity.

3． If you request disclosure of retained personal data or records provided by a third party, we may charge a fee that takes into account the actual cost. If any fees apply, we will notify you before the procedure begins.

4. Our company may not respond to all or part of a request if there is no legal obligation to respond to the request, if there is a risk of harming the rights or interests of the person or a third party, if it significantly impedes our business, if we are unable to confirm the identity, or if there are other legitimate reasons.

5. If we do not respond to your request, we will notify you of the reason to the extent legally possible.

6. We cannot disclose, delete, or restore data that is stored only on your device and is not acquired or controlled by us.

Article 13 (Information on minors, etc.)

1. If a minor concludes a personal contract, the consent of a legal representative must be obtained.

2. When a school or other educational institution allows a child or student to use this service, the educational institution shall provide explanations to parents, obtain consent, and take other necessary measures in accordance with laws, school regulations, and other necessary procedures.

3． We will strive to provide information in an easy-to-understand manner to the extent possible to individuals who require special explanation due to disabilities or other circumstances.

Article 14 (Changes to this privacy policy)

1. Our company may change this privacy policy in case of changes in laws, changes in the content of this service, changes in external services, or other necessary circumstances.

2. The revised content and effective date will be announced or notified via our website, app, email, or other appropriate means.

3． For changes that require the consent of the person under law, we will obtain the consent of the person separately.

4. Merely continuing to use the Service does not constitute consent required by law.

Article 15 (Governing law)

This privacy policy is governed by Japanese law.

Article 16 (Contact)

For questions about personal-information handling, this Privacy Policy or requests for disclosure, please use the contact form. The personal information handling business operator is Hearing Laboratory Co., Ltd. Its address and representative are available in the Specified Commercial Transactions Act disclosure.

Supplementary provisions

This Privacy Policy is effective from July 19, 2026.