Last updated: July 19, 2026
Hearing Laboratory Co., Ltd. (the “Company”) sets out the following safeguards and external-service handling practices for TeamLog.
For Customer Data handling in contracts with corporations, local governments and similar organisations, please refer to the Japanese Personal Information Handling Addendum.
1. Safeguards and Communication Protection
1. We implement necessary and appropriate safeguards according to the nature of the information handled to prevent leakage, loss, damage, unauthorised access and other incidents.
(1) Internal rules and an accountability structure for information handling
(2) Limiting personnel who handle information and their access privileges
(3) Authentication, access control, encrypted communications and other technical measures
(4) Appropriate management of servers, devices and credentials
(5) Logging and monitoring for unauthorised access and similar events
(6) Appropriate selection and supervision of vendors and external services
(7) Incident reporting, notice to affected individuals and recurrence-prevention measures
2. Communications between a User’s device and TeamLog are required to use HTTPS/TLS encryption. Encryption in transit does not itself mean that stored data is encrypted; the handling of stored data is governed by the specifications of the relevant service and the retention and backup provisions of this page.
2. Speech Recognition Engines
1. TeamLog currently uses AmiVoice, provided by Advanced Media, Inc., as its speech recognition engine. Other speech recognition engines may be added depending on the plan or function in the future.
2. When AmiVoice API is used, audio data is sent directly from the User’s device to AmiVoice. It does not pass through our sharing or translation servers, and we do not obtain or retain the audio data.
3. When AmiVoice SDK is used, speech recognition is performed locally on the User’s device and audio data is not transmitted externally. The SDK is an optional feature available according to the applicable plan or other conditions.
4. When AmiVoice API is used, Users may select either a setting that does not retain audio-data logs or a log-retaining setting. If the non-retaining setting is selected, the audio data is not used by the provider for service improvement, research and development, quality improvement or AI-model training. Retention and use under a log-retaining setting are governed by the provider’s terms of use, privacy policy and data-processing terms.
5. The relevant provider’s terms of use, privacy policy, data-processing terms and other conditions apply to the use of a speech recognition engine. Important conditions, including whether logs are retained, are displayed in the applicable plan, application screen, settings screen or our website.
6. If a Contractor registers its own API key for a speech recognition engine, we retain that API key in Firebase Realtime Database to the extent necessary to provide TeamLog and control access through Firebase Authentication and Realtime Database Security Rules.
7. In the preceding case, the Contractor must review and appropriately manage the applicable contract, usage fees and provider conditions for the API key. We also take necessary and appropriate measures for its retention and access management.
8. API keys and other credentials issued by us may be used only for TeamLog and may not be transferred or disclosed to third parties.
3. Sharing Function and Sharing Server
1. When the sharing function is used, we retain speech-recognition results selected for sharing, edits, settings and other data necessary for sharing on a sharing server managed by us. Audio data itself is not retained on the sharing server.
2. The sharing server is used only to provide TeamLog-related functions. It is not used for other services or any purpose unrelated to TeamLog.
3. The sharing server is externally published only through Cloudflare Tunnel and is not directly exposed to the Internet. Cloudflare Tunnel uses an outbound encrypted connection from the server to Cloudflare and is configured without opening inbound ports on the sharing server. HTTPS/TLS is used for sharing communications between Users and TeamLog.
4. When the sharing function is stopped, shared data is immediately deleted from the normal operating environment. Even if sharing is not stopped, shared data is deleted one month after its last update. The handling of residual backup copies is described in Section 8.
4. Storage of Account, Contract and Authentication Information
1. We store information relating to accounts, contracts, licences and API keys in Firebase Realtime Database provided by Google. Speech-recognition results, translation results, minutes and other recognition-result data are not stored in Firebase Realtime Database.
2. Access to Firebase Realtime Database is controlled through Firebase Authentication and Realtime Database Security Rules. Read and write access is permitted only to the extent necessary based on authentication and permissions.
5. Translation Functions
1. Depending on the applicable plan or the User’s selection, TeamLog uses Google ML Kit, Gemini API, NICT-based translation engines and other translation engines.
2. When Google ML Kit translation is used, source text and translation results are processed on the User’s device and are not transmitted to external servers for translation. Data retained on the device is managed by the User or device administrator.
3. When Gemini API translation is used, source text is sent directly from the User’s device to Gemini API. We provide it under a contract and configuration under which submitted inputs and generated outputs are not used by Google for product improvement or AI-model training.
4. When an NICT-based translation engine is used, source text is sent to a translation server managed by us. Source text and translation results are deleted after one week in principle. Operational and error logs may contain source text or translation results.
6. External Services and Outsourcing
1. We may outsource information handling or use external services as necessary to provide TeamLog. Principal services may include AmiVoice API, Google ML Kit, Gemini API, Firebase Realtime Database and other Google services, Cloudflare and Cloudflare Turnstile, Stripe, Xserver's email service, Amazon Simple Email Service (Amazon SES) and Amazon Elastic Compute Cloud. Contact form emails are sent using Amazon SES.
2. We confirm relevant safeguards, contractual terms, storage locations and other necessary matters according to the information handled, and supervise vendors as appropriate. Where an external provider independently collects information, that provider’s terms of use and privacy policy apply.
3. Where a corporation, local government or other organisation uses TeamLog as the Contractor, the Contractor is the controller that determines the purposes of handling Customer Data relating to meeting participants and others. To the extent that the Company handles that Customer Data, it does so as a service provider (processor) under the Contractor’s instructions and the Service Agreement, and does not use it for its own purposes without the Contractor’s instructions or a legal basis.
4. Information relating to accounts, contracts, billing, licences, API keys, prevention of unauthorised use and incident response is handled by the Company in accordance with its Privacy Policy.
5. For contracts with corporations, local governments and similar organisations, a Japanese standard Data Processing Addendum may be applied together with the Individual Agreement.
7. Analytics and External Transmission
1. We use Google Analytics 4 and Microsoft Clarity to understand website use, identify defects and improve usability. Cookie identifiers, pages viewed, timestamps, device and browser information, IP addresses and interaction events may be transmitted to the relevant providers.
2. We do not use this information for behavioural targeting advertising. Users may be able to limit collection through browser settings, cookie settings or methods provided by the relevant service provider.
8. Retention, Backups and Logs
1. We retain operational logs, error logs and usage information to the extent necessary for stable operation, incident response, security, prevention of unauthorised use and fee calculation. Operational logs are retained for one month and error logs for one year in principle.
2. We may create server-data backups to restore the Service after failures, faults or operational errors. Information deleted from the normal operating environment may remain in backups for a period, but backups are not used for purposes other than recovery from incidents or other purposes necessary for service continuity.
9. Overseas Handling of Information
1. Information handled in TeamLog may be stored or processed in Japan or on servers outside Japan managed by external-service providers. We confirm the necessary safeguards and contractual protections in accordance with applicable laws.
10. Changes
1. We may change this page where required by changes in law, changes to external services, security needs or other reasonable reasons. Material changes will be published or notified through our website, app, email or another appropriate method.