Privacy Policy

This Privacy Policy describes how CloudInfraSys ("we," "us," or "our"), operating from 〒106-0041 Tokyo, Minato City, Azabudai, 1 Chome-3-1 4F, collects, uses, stores, and protects personal information obtained through this website and through our service engagements. We operate in accordance with Japan's Act on the Protection of Personal Information (個人情報の保護に関する法律, hereinafter "APPI"), as amended most recently effective April 2022, as well as the guidelines issued by the Personal Information Protection Commission of Japan.

We take our obligations under APPI seriously. If you have questions about how your information is handled, you may contact us at info@cloudinfrasys.digital at any time.

1. What Constitutes Personal Information

Personal information under APPI refers to information about a living individual that can identify that specific individual by name, date of birth, address, email address, or other description contained therein, or that can be readily collated with other information to identify the individual. We treat all such information with care regardless of whether it technically meets the statutory threshold.

2. Information We Collect

We collect personal information through the following channels:

Website contact forms. When you complete a contact or inquiry form on this website, we collect your email address, any name you choose to provide, and the content of your message. Providing a name is optional. Your email address and the content of any inquiry you submit are necessary for us to respond.

Email correspondence. When you contact us directly by email, we retain the content of that correspondence along with your email address and any information contained in the message or its metadata.

Engagement onboarding. When you engage us for an audit, we collect the information necessary to administer the engagement. This may include contact details for relevant team members at your organization, billing information, and details about the technical environment being examined. Information about technical infrastructure collected during an audit is treated separately and is described in our engagement agreements.

Automatically collected data. When you visit this website, standard server logs and analytics tools may collect your IP address, browser type, operating system, referring URL, pages visited, and the date and time of your visit. This data is used in aggregate form to understand how visitors use the site. Where analytics tools set cookies, these are described in our Cookie Policy.

3. Purposes of Use

Under Article 17 of APPI, personal information must be collected and used only for specified purposes. We use personal information for the following purposes:

Responding to inquiries submitted through this website or by email. Administering service engagements including scheduling, communication, and delivery. Sending information relevant to an ongoing engagement. Improving this website based on aggregated usage data. Complying with legal obligations under Japanese law.

We do not use personal information for marketing purposes without separate consent. We do not sell or rent personal information to third parties.

4. Legal Basis and Consent

We collect and use personal information based on the following grounds under APPI: your consent where we ask for it explicitly; the necessity of processing to respond to your inquiries or to perform a service engagement you have requested; and our legitimate interests in operating this website and communicating about our services, where those interests do not override your rights.

Where we rely on consent, you may withdraw it at any time by contacting us at info@cloudinfrasys.digital. Withdrawal of consent does not affect the lawfulness of processing prior to withdrawal.

5. Retention of Personal Information

We retain personal information only for as long as necessary to fulfill the purpose for which it was collected, or as required by applicable law. Inquiry correspondence is retained for a period sufficient to address any follow-up questions, typically up to two years. Engagement records may be retained for longer periods where required for contractual, legal, or tax compliance purposes. After the applicable retention period, personal information is securely deleted or anonymized.

6. Disclosure to Third Parties

We do not disclose personal information to third parties except in the following circumstances: where you have given consent; where disclosure is required by law, court order, or regulatory authority; where disclosure is necessary to protect the life, body, or property of an individual and it is difficult to obtain consent; or where we engage a third-party processor on our behalf under appropriate contractual safeguards.

We may share data with providers of hosting, email, and analytics services. These providers are selected for their compliance with applicable data protection standards and are contractually restricted from using your data for their own purposes.

7. Cross-Border Transfers

Some of our service providers are located outside Japan. Where personal information is transferred to a third country, we take steps to ensure that adequate protection is in place, consistent with Article 24 of APPI. This may include selecting providers in countries recognized as having equivalent protection, or entering into appropriate contractual arrangements.

8. Security Measures

We implement technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. These include access controls, encrypted communication channels, and data handling procedures aligned with APPI's security management obligations under Article 20. No transmission over the internet is completely secure, and we cannot guarantee absolute security, but we take reasonable steps to protect the information we hold.

9. Your Rights Under APPI

As a data subject under APPI, you have the right to request disclosure of personal information we hold about you, to request correction of inaccurate information, to request deletion of personal information where there is no legitimate basis to retain it, and to request that we cease using or providing your information to third parties where use is contrary to the stated purposes.

To exercise any of these rights, please contact us in writing at info@cloudinfrasys.digital. We will respond within a reasonable period and in accordance with APPI's requirements. We may need to verify your identity before processing a request.

10. Cookies

This website uses cookies. A full description of the cookies we use, their purpose, and how to manage them is set out in our Cookie Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable law. 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.

12. Contact

If you have questions, concerns, or requests relating to this Privacy Policy or to our handling of your personal information, please contact us: