Privacy Policy

We collect the following information by lawful and fair means, to the extent necessary for the purposes described in this policy.

• Information related to inquiries and business dealings: information you provide, including your name, company or business name, email address, telephone number, website URL, inquiry details, budget, and contract and billing information
• Information related to the AI chat “popai”: questions you enter, recent conversation history, display language, information about the page on this website you are viewing when asking a question, generated answers, date and time of use, and the outcome of answer processing
• Information related to website access: IP address, browser and device information, pages viewed, access date and time, identifiers stored in cookies or similar technologies, and information about interactions, communication errors, and display performance

Our inquiry form requires your name, email address, and inquiry details. Your company or business name, current website URL, and estimated budget are optional.

We use the information we collect for the following purposes. Unless permitted by law, we obtain your consent before using it beyond these purposes.

• Responding to inquiries, consultations, and requests for quotations, acknowledging receipt, and communicating with you
• Proposing and providing our services, conducting business communications, fulfilling contracts, issuing invoices, and processing payments
• Providing information you wish to receive about services, past work, technical information, events, and similar offerings
• Understanding questions, searching for relevant information, creating answers, and continuing conversations through popai
• Analyzing popai questions, answers, and processing outcomes to improve answer quality, understand users’ interests and question trends, and improve our website and services
• Improving website convenience, including retaining language and display preferences and restoring display state when navigating between pages
• Understanding website usage and display performance, investigating problems, and improving our website and services
• Preventing automated submissions, repeated, simultaneous, or duplicate submissions, and other misuse, and maintaining information security
• Candidate selection, communications, and personnel management after hiring, if we receive recruitment information
• Fulfilling legal obligations and responding to requests and consultations from individuals

We use external services for email delivery, AI answer processing, website delivery and storage, misuse prevention, and related functions. Depending on the feature, information may be sent from our servers or directly from your browser to an external provider.

Email delivery for inquiries

We send inquiry form contents, sender and recipient email addresses, reference numbers, consent information, and related information to an email delivery service to send notifications to us and receipt confirmations to you. The notification to us includes everything you enter in the inquiry form. We retain inquiry details in received emails and similar records for as long as necessary to handle your inquiry.

The receipt confirmation sent to you automatically includes your reference number, the name, company or business name, email address, website URL, inquiry details, and budget entered in the inquiry form, your privacy policy consent status, and our company information. We send this email to the address entered in the form so that you can review and keep a record of your submission.

External AI processing for popai answers

To understand questions and create answers, we send questions you enter, recent conversation history, display language, and public information from this website needed for an answer, including text from the page you are viewing, to an external AI service. We mask email addresses, telephone numbers, URLs, and similar content before transmission, but this process cannot detect and remove all personal or confidential information. Please do not enter names, contact details, credentials, non-public customer information, or confidential information.

We search for relevant information using search terms based on a predefined vocabulary. We do not use the original text of questions or conversation history as search terms sent to external public FAQ or official documentation searches.

We specify a setting to disable the storage of response data in requests to the external AI service. This does not stop all processing or storage by the external provider for purposes such as misuse monitoring or compliance with legal obligations. The provider’s handling of information depends on the applicable contracts and settings.

Storage and analysis of popai questions and answers

To improve answer quality and understand question trends, we store question and answer text, date and time of use, display language, the type of public page on this website being viewed, and the outcome of answer processing in private analysis logs. Page records contain only a classification verified from permitted public pages. We do not store URLs, paths, slugs, query strings, fragments, or similar content.

Before storing text, we apply predefined rules to mask email addresses, telephone numbers, URLs, and similar content. If we detect high-risk content, such as credentials, non-public customer or business information, or information requiring sensitive handling, including health information, we exclude the text of that question and answer from storage. We may still record information that does not include that content, such as the date and time of use and processing outcome.

These processes do not detect and remove all personal or confidential information and do not guarantee that stored text is completely anonymous. We do not store the original text of recent conversation history in analysis logs or associate these logs with IP addresses, cookie identifiers, or identifiers derived from them.

Access to analysis logs is limited to personnel who need it for their work. We do not publish question and answer text as it is or automatically add it to public FAQs or public data used to generate answers.

Misuse prevention for popai and the inquiry form: Cloudflare Turnstile

We use Cloudflare Turnstile to detect bots and prevent automated submissions and misuse of popai and the inquiry form. Checks run without a visible widget, and we do not ask you to complete a CAPTCHA or similar task. This process sends information such as IP addresses, browser and communication information, and our website domain to Cloudflare. Cloudflare explains that it handles information used for these checks both to protect our website and to improve its bot detection functions. Our servers verify the check results, and we do not send submissions that cannot be verified to the external AI service or the email delivery service.

Cloudflare Turnstile Privacy Addendum

Outsourcing of delivery, storage, and related functions

We use external delivery and storage services for website and image delivery, content management, public FAQ searches, storage of analysis logs, data management for misuse prevention, and related functions. These services may process IP addresses, browser and device information, pages accessed, access dates and times, and other information necessary to deliver and operate the website securely.

For popai and the inquiry form, we use cookies issued by this website that contain a signed random identifier to limit repeated, simultaneous, and similar submissions. Each cookie expires after 24 hours. For the inquiry form, we limit the number of submissions within short periods per visitor, IP address, and reply-to email address and across the website, and also suppress duplicate submissions. We may also apply stricter limits depending on submission activity and the country or region of access estimated from the IP address. These are limits on submissions; we do not uniformly restrict access to the website by region. If an external service used for bot checks or submission limits is unavailable, we temporarily stop sending inquiries and notify you on screen.

For submission limits, we use keyed-hash values derived from identifiers and IP addresses and, for the inquiry form, from reply-to email addresses, entered contents, and similar information. We retain these values, submission times, and temporary processing identifiers for short periods in a database used for misuse prevention. Each record expires automatically after a period set for its purpose; records used to limit inquiry form submissions expire within about one hour at most. That database does not store question, answer, or inquiry text, original IP addresses or email addresses, or Turnstile verification tokens. When processing the inquiry form, we also do not record these original values or tokens in our application logs. We do not treat these derived values as completely anonymous or as non-personal information. Separately from these short-term records, we also manage aggregate values needed to control usage counts and API costs through external services.

Website hosting: Shopify

This website is hosted by Shopify. Shopify collects and processes users’ personal information to provide functions related to website operations and improvements and enhanced services for our business and other businesses. Information necessary to provide these services is shared with Shopify and third parties that may be located in other countries.

Please see Shopify’s Consumer Privacy Policy for information about Shopify’s handling of data. Depending on your jurisdiction, you may be able to opt out of or object to certain uses of your data.

Web font delivery: Adobe Fonts

We use Adobe Fonts to display fonts on this website. Font delivery sends information such as your IP address, the hostname of the page loading the font, and information about fonts and the web project to Adobe.

Adobe Fonts privacy information

Website analytics: Google Analytics, Google Tag Manager, and Shopify Analytics

We use Google Analytics, Google Tag Manager, and Shopify Analytics to understand how this website is used and to improve our website and services. Measurement starts only if you allow analytics. Until you make a choice, or if you do not allow analytics, no information for analytics is sent to Google or Shopify. However, other external services described in this section, such as those for website delivery, font display, and misuse prevention, are used as needed for their functions regardless of your analytics choice. On preview environments used to check this website, these measurement processes do not start even if you allow analytics.

If you allow analytics, we send information to Google and Shopify such as the URLs and titles of pages you view, the referrer (the page you came from), browser and device information, the IP address used for the connection, and identifiers stored in analytics cookies. The fact that you completed an inquiry submission is sent to Google. URL parameters sent to Google are limited to certain items used to measure advertising and campaigns; URLs sent to Shopify exclude parameters and page fragments. When you arrive from another website, we send only that website’s domain as the referrer. Information sent for analytics does not include what you enter in the inquiry form (such as your name, email address, and inquiry details), what you enter in popai, or reference numbers.

Cookie and similar identifiers may be linked to an individual when combined with other information, even if they do not contain names or similar details. We do not treat all collected information as information that cannot identify individuals.

You can change or withdraw your analytics choice at any time from “Analytics settings” in the footer. If you choose “Don’t allow” after allowing analytics, we stop further measurement, delete Google Analytics and Shopify measurement cookies stored for this website to the extent they can be deleted from your browser, and reload the page. If Shopify’s consent management feature has already loaded, we also notify it of your withdrawal. Records of your consent choice and cookies necessary for the website to function are not included in the measurement cookies we delete. This does not delete information already sent to Google or Shopify before you withdrew your choice. You can browse this website and use the inquiry form and popai normally without allowing analytics.

How Google uses information from sites or apps that use its services / Shopify Privacy Policy

We use cookies, local storage, session storage, and similar technologies according to the features of the page you use. Their main purposes are retaining language and display preferences, restoring scroll positions and similar display state when navigating between pages, preventing misuse of popai and the inquiry form, and website analytics.

On the new website, the language preference cookie expires after one year, and the cookies used to prevent misuse of popai and the inquiry form each expire after 24 hours. We use browser session storage to restore scroll positions.

Your choice to allow or not allow analytics and the date and time of that choice are saved in your browser’s local storage and remain valid for 180 days from when you make the choice. If the choice has expired, has been deleted, or cannot be read, we ask you to choose again. If your browser cannot save it, your choice applies only until you close or reload the page. Cookies and similar technologies needed for site functions, such as retaining your language preference and preventing misuse, are used regardless of your analytics choice.

You can delete cookies and information stored in your browser and restrict storage through your browser settings. Restrictions may prevent some features from working, including retention of language preferences, restoration of display state, and popai. Google also provides an opt-out tool for Google Analytics.

Google Analytics Opt-out Browser Add-on

We may outsource the handling of personal information to external providers to the extent necessary to achieve our purposes of use. When doing so, we appropriately select providers and implement necessary contracts, other measures, and supervision. Where external providers handle information for their own purposes, the descriptions in Section 3 and the providers’ policies also apply.

Except for outsourcing and other arrangements that are not treated as provision to a third party under law, we provide personal data to third parties only in the following cases.

• Where we have obtained your prior consent
• Where required or permitted by law
• Where necessary to protect a person’s life, body, or property and it is difficult to obtain your consent
• Where particularly necessary to improve public health or promote the sound development of children and it is difficult to obtain your consent
• Where cooperation with a national government agency, local government, or a party entrusted by either is necessary for duties prescribed by law, and obtaining your consent may hinder the performance of those duties
• Other cases permitted under Japan’s Act on the Protection of Personal Information

When using external services described in Section 3 and related functions, information may be sent to providers outside Japan or processed and stored on servers outside Japan. The countries and regions involved and storage conditions vary by service, contract, and settings.

For personal information handled outside Japan, we also take necessary measures under Japan’s Act on the Protection of Personal Information and other applicable laws, including providing required information, obtaining consent, and checking protective measures at recipients. Please contact us at the contact point below with questions about handling outside Japan or protective measures.

We retain personal information for as long as necessary to achieve our purposes of use, fulfill contracts, meet legal retention obligations, resolve disputes, and address similar needs. When retention is no longer necessary, we endeavor to delete or dispose of the information appropriately without undue delay. Retention by external services depends on their policies and the applicable contracts and settings.

We retain popai analysis logs for as long as necessary to improve answer quality and analyze question trends, and periodically review whether retention remains necessary. We endeavor to delete records that are no longer needed and text found to contain remaining personal or confidential information without undue delay. We may continue to retain generalized trends and aggregate results that do not contain personal or confidential information for long-term improvement.

Based on our “Basic Information Security Policy,” we implement necessary and appropriate safeguards suited to the information we handle, including access control, encryption of communications, credential management, and provider management, to prevent leakage, loss, damage, and unauthorized access. If a data breach or similar incident occurs, we make required reports, notify affected individuals, and take other necessary action in accordance with law.

If you request notification of purposes of use, disclosure, correction, addition, deletion, suspension of use, erasure, cessation of provision to third parties, disclosure of third-party provision records, or similar action regarding personal data we hold, we verify that you are the individual concerned or an authorized representative and respond in accordance with law. If we cannot fulfill your request, we explain why.

We accept these requests, questions about security measures, and consultations and complaints about our handling of personal information at the contact point below.

We review this policy in response to changes in laws, our services, external services we use, and similar circumstances. We publish revised content and the revision date on this website. Where a change requires notice, consent, or other procedures under law, we follow the required procedures.

Popaz Co., Ltd.
1612 Tokura, Shimizu-cho, Sunto-gun, Shizuoka 411-0917, Japan
Representative Director: Hiroaki Ishii

For inquiries or requests regarding personal information, please use the inquiry form on this website.

Established: June 28, 2021 / Revised: October 16, 2026