ENGLISH VERSION

OO Privacy Policy

Established: October 2, 2026. This English version is a translation; if there is any difference, the Japanese version prevails.

iOOz Inc. ("we") sets out below how we handle personal information in OO, our AI adoption platform for companies (the "Service"), in compliance with the Act on the Protection of Personal Information of Japan (APPI) and other applicable laws. For matters unrelated to the Service, the iOOz Inc. Privacy Policy applies.

1. Scope

The Service is a business service that corporate customers ("Customers") provide to their officers and employees ("Users") for work. This policy covers the OO web application (app.iooz.ai), the Chrome extension "OO 独立入力欄" (OO Input Panel, the "Extension"), and the Service website (iooz.ai).

2. Our role

1. Information that Users enter into the Service and records of their use are handled on behalf of the Customer, as an entrusted processor, for the Customer's business. We do not use this information beyond the Customer's contract and instructions.
2. Customer contacts, contract and billing information, and inquiries are handled by us for our own business.
3. Network records (section 3 (9)) are handled by us to keep the Service secure and to respond to failures.

3. Information we handle

1. Account information: name, work email address, department, and role in the Service, registered by the Customer's administrator.
2. Information received at sign-in: Users sign in with the Customer's Google Workspace or Microsoft Entra ID account. We receive the account identifier, name, email address, whether the email is verified, and the company domain or tenant identifier. We never receive passwords and do not request access to email, files, calendars or any other data.
3. Text, documents and AI responses: text entered in the Service, text extracted from attached documents, and responses from AI connected by API. These are encrypted and held temporarily for inspection and sending, and deleted within 30 minutes. If we offer a feature to retain text, it is retained only when the Customer chooses, for the period the Customer selects. When personal names and similar items are masked (e.g. "[Person 1]"), the mapping to the original text stays on the User's screen and is never stored on our servers.
4. Decision and execution records: the decision (allow / hold / stop), reason category, types and counts of detected information, a matching value derived from the text (not the text itself), the destination AI service and route, whether sending succeeded, and timestamps. These records do not contain the text itself or the detected strings.
5. Review and request information: results of checking AI responses before they leave the company (approved / edited / rejected, counts of points to check by type, time spent), notes written when requesting or performing a check, descriptions in requests for work not yet listed, and Users' own statements about their AI service settings (for example, whether training on their data is turned off).
6. Audit records: who changed settings, approved, stopped or viewed records, and when.
7. Information handled by the Extension:
   • Passing text: the Extension passes text approved by the Service into the input field of AI services approved by the Customer (ChatGPT, Gemini, Claude), and sends the Service whether sending succeeded (confirmed / unknown / failed) and a conversation reference.
   • Check at sending: whether the input field, at the moment the User sent it, matched the text approved by the Service (same / changed / not sent). The text itself is not sent.
   • Reading AI responses: for checks before content leaves the company, the Extension reads the response text from the approved AI service's page and passes it to the OO screen in the User's browser. Response text is not stored by the Extension or on our servers.
   • Observing AI service accounts: whether the User is signed in to the approved AI service, the account's domain name (email addresses and names are neither stored nor sent), the plan name shown on screen, and whether the organization restriction set by the Customer is in effect.
   • Sends that bypass OO: the number of times text was sent from the AI service's own input field without going through OO (daily counts per AI service only; no text, times or conversation references).
   • AI services not approved: the number of times AI services not approved by the Customer were opened, file attachments were attempted, and attachments were blocked by the Customer's settings (daily counts per service only; no URLs, content, file names or timestamps).
   Counts are kept on the device for up to 45 days and sent when the Extension communicates with the Service; counts older than 45 days are discarded. To identify the destination AI service, the Extension compares browser tab URLs on the device, but does not store or send URLs. The Extension does not store text entered by Users, even on the device.
8. Measurement and outcome data: before-and-after measurements of work (time spent, quality judgments, etc.) and related decisions.
9. Network records: IP address, requested URL, response status, browser type and timestamps recorded by our servers, load balancer and web application firewall.
10. Cookies and temporary browser storage: only cookies used for sign-in (to keep Users signed in and to verify the sign-in process). No advertising or analytics cookies. Drafts of text being typed are kept in the tab's temporary browser storage until the OO screen is closed.
11. Inquiry and contract information: names, company, department and contact details of Customer staff, contract and billing information, and the content of inquiries.

4. Purposes of use

To provide the Service (inspecting and deciding on input, passing approved text, applying the Customer's rules, and displaying the administration screens); to sign Users in and verify identity and permissions; to support the Customer's audits and investigations and to investigate incidents and misuse; to respond to failures and maintain security; to measure and report adoption results at the Customer's request; to respond to inquiries, manage contracts and billing, and contact Customers about the Service; and to comply with law.

We do not use Customer or User data to train our own or any third party's AI. We do not sell User data, use it for advertising, use it for purposes unrelated to providing the Service, or use it to determine creditworthiness.

Our staff view information handled on the Customer's behalf only with the Customer's request or consent, when necessary for security or misuse investigations, when required by law, or when the information has been aggregated so that individuals cannot be identified.

5. Disclosure to third parties

We do not provide personal information to third parties except as required by law, where permitted by the APPI (for example, to protect a person's life, body or property when consent is difficult to obtain), or, for information handled on the Customer's behalf, on the Customer's instructions. Customer administrators can view usage records within the permissions set by the Customer; showing User names in those records requires a recorded investigation purpose and appropriate permission, and is itself recorded.

6. Service providers

We select service providers appropriately and supervise them as necessary. We use: Amazon Web Services (contracting entity: Amazon Web Services Japan G.K.) to store and process Service data, network records and backups, in Japan (Tokyo region, with Osaka for disaster recovery); Google LLC (Google Workspace) for our email, including inquiries, contracts and billing, in the United States and elsewhere; and Vercel Inc. to serve the website iooz.ai and keep its network records, in the United States and elsewhere. The website does not accept inquiry forms or other input. If we start using a payment service for billing, or AI (Amazon Bedrock) to inspect input for the Service, we will list it on this page and notify Customers in advance; AI used to inspect input will be limited to models running in AWS regions in Japan.

AI services to which Users send text through the Service (ChatGPT, Gemini, Claude, etc.) are chosen and contracted by the Customer and are not our service providers; the handling of what is sent to them is governed by each provider's terms and the Customer's contracts. The Google Workspace or Microsoft Entra ID accounts used to sign in are also contracted by the Customer.

7. Storage location and foreign countries

Service data (section 3 (1)–(10)) is stored in Japan (AWS Tokyo region, with Osaka for disaster recovery). Our cloud configuration prevents the use of regions outside Japan. Inquiry and contract information (section 3 (11)) may be handled in the United States and elsewhere because we use Google Workspace for email; we take the measures in section 9 after reviewing the information on the U.S. privacy regime published by Japan's Personal Information Protection Commission. We do not provide personal data to third parties in foreign countries.

8. Retention

Temporarily held text, documents and AI responses: up to 30 minutes (or 30, 90 or 365 days if a retention feature is offered and the Customer chooses it). Decision and execution records, review results and notes, and counts: 13 months. Requests for unlisted work and statements about AI service settings: during the contract. Audit records: 3 years. Sign-in session records: 13 months after session expiry. Network records: 90 days. Counts kept by the Extension on the device: 45 days. Account information: during the contract; names and email addresses are deleted 90 days after a User's access ends. Measurement and outcome data: the contract term plus 1 year. Contract and billing information: the period required by law (7 years). Inquiries: 3 years after the inquiry is closed. When a contract ends, the Customer's Service data is deleted within 30 days (and disappears from backups within 65 days). During an investigation of an incident or inquiry, deletion may be suspended for a specific Customer and period, for up to 1 year.

9. Security measures

We maintain an Information Security Policy; appoint a person responsible for personal information; define handling procedures and incident reporting procedures; record handling and operations; bind personnel to confidentiality; rely on AWS for the physical security of data centers and protect our devices against loss and theft; and use encryption in transit (TLS 1.2 or later) and at rest, separation of data by Customer, least-privilege access, multi-factor authentication for administrative accounts, and operation logs. Service data is stored in Japan; information handled abroad is described in section 7.

10. Requests and complaints

For information handled on the Customer's behalf, Users should direct requests for disclosure, correction, suspension of use or deletion to the Customer (their employer); we will assist in accordance with the Customer's instructions, and will forward any such request we receive directly to the Customer. For information we handle for our own business, email the contact in section 13 with the type of request (notification of purposes, disclosure, disclosure of records of provision to third parties, correction, addition, deletion, suspension of use, erasure, or suspension of provision to third parties) and the information concerned. We verify identity by confirming the request comes from the email address registered with us, or by a copy of an identity document; agents must also send a power of attorney. Disclosure is made electronically (e.g. PDF) or in writing, as the individual chooses. We charge no fee. Complaints and questions about our handling of personal information are accepted at the contact in section 13. We are not a member of an accredited personal information protection organization.

11. Information received from Google accounts

Information the Service receives from Google accounts is used only to sign Users in and identify them. We store the Google account identifier and sign-in times; names and email addresses are used to match the details registered by the Customer's administrator. This information is stored in the AWS Tokyo region, is not provided to anyone other than the Customer, and is deleted within the retention periods above. OO's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

12. Extension data (Chrome Web Store)

The use and transfer of information handled by the Extension (section 3 (7)) complies with the Chrome Web Store User Data Policy, including the Limited Use requirements. Specifically: (a) Use — it is collected and used only for the Service features described in section 3 (7); (b) Transfer — it is transferred only as necessary to provide the Service (to the Customer and the providers in section 6), to comply with law, to protect security, or as part of a merger, acquisition or sale of business, and it is never sold; (c) Advertising — it is not used for personalized advertising, retargeting or to determine creditworthiness; (d) Human access — our staff do not view it except in the cases set out in section 4.

13. Contact

iOOz Inc.
Representative Director: Tomihito Tsushida
Nishishinjuku Mizuma Building 2F, 3-3-13 Nishi-Shinjuku, Shinjuku-ku, Tokyo 160-0023, Japan
Privacy inquiries, requests and complaints: info@iooz.jp

14. Changes

We will post any changes on this page and notify Customer administrators in advance of material changes.