Privacy Policy

Privacy Policy

rayout inc. (hereinafter referred to as "the Company") handles customer personal information provided through our services (hereinafter referred to as "the Service") with the utmost care and in accordance with this policy. Please read and agree to the contents before using the Service.

General Provisions

This Privacy Policy (hereinafter referred to as "this Policy") applies to the Service (including auxiliary services provided by the Company) provided by the Company. This Policy does not apply to services provided by parties other than the Company related to the Service (hereinafter referred to as "External Services"). For the handling of personal information in these services, please refer to the privacy policies separately established by the business operators providing those services.

Information Collected and Collection Methods

1) Information registered or provided on our website (hereinafter referred to as "the Site"):

• Name
• Phone number
• Email address
• Affiliation
• Other information specified by the Company

2) Automatically collected information:

• Behavioral history information (including browsing history on the Site, IP addresses, browsing and operation history, and session recording information (records of on-screen operations))
• Cookie information and anonymous IDs
• Device identification information

Purpose of Use

The Company will appropriately handle personal information and usage information obtained based on the Service (hereinafter referred to as "Collected Information") within the scope of the following purposes:

• To provide information about the Company's services and products, fulfill contracts, and communicate for business purposes
• To ensure smooth operation of the Service and improve service content
• To provide and improve the AI Function
• To appropriately respond to opinions, requests, and inquiries from customers
• To bill usage fees
• To deliver advertisements from the Company or third parties, and provide information about other commissioned services and products not from the Company

Confirmation and Correction of Collected Information

Personal information provided by customers can be modified and deleted through prescribed procedures including identity verification upon customer request. (Please contact us at privacy@rayout-inc.com)

Transmission of Information to External AI Services

In providing the AI Function (meaning AI-based video and document checking, production specification generation, and other AI-powered functions provided by the Company; the same applies hereinafter), the Company may transmit data input or uploaded by customers (including video, images, audio, text, and other information contained therein; hereinafter referred to as "Input Data") to AI-related services provided by the following third parties (hereinafter referred to as "External AI Services") for processing.

• OpenAI, L.L.C. (United States)
• Google LLC (United States)
• Anthropic PBC (United States)

Each provider of the above External AI Services is stated not to use data transmitted via API for training its AI models. The Company enters into agreements (including data processing addenda) with External AI Service providers regarding the handling of data and conducts necessary and appropriate supervision.

Provision to Third Parties Located in Foreign Countries

The providers of the External AI Services set forth in the preceding section are all located in a foreign country (the United States). The Company provides Input Data (which may contain personal information) to these providers only after confirming that they have established a system meeting the standards specified in the Enforcement Regulations of the Act on the Protection of Personal Information.

Customers may request the Company, pursuant to Article 28, Paragraph 3 of the Act on the Protection of Personal Information, to provide information regarding the personal information protection system of the relevant foreign country and other measures taken by the recipient. Please direct inquiries to the contact point below.

Third-Party Provision

Personal information provided by customers will not be provided to third parties without prior consent from the individual, except in the following cases:

• When required by law
• When necessary for protecting life, body, or property, and obtaining consent is difficult
• When cooperation with national or local government agencies or their contractors in executing affairs prescribed by laws and regulations is necessary, and obtaining individual consent might impede the execution of such affairs
• When personal information is transferred due to merger, company split, business transfer, or other reasons for business succession

Outsourcing of Personal Information Handling

The Company may outsource all or part of the handling of personal information obtained from customers to third parties (including cases of outsourcing data management containing personal information, as well as transmission to the External AI Services set forth in the section "Transmission of Information to External AI Services"). In such cases, the Company will conclude confidentiality agreements with such contractors in advance that conform to this Policy and conduct necessary and appropriate supervision to ensure appropriate security management of information by such contractors.

Security Management Measures

The Company handles personal information appropriately in accordance with the Personal Information Protection Act and this Policy. To handle personal information appropriately, we implement the following security management measures and ensure the security of information systems processing personal information:

• Establish a person responsible for handling personal information
• Clarify employees handling personal information and the scope of personal information they handle, and establish a reporting system to the person in charge when violations or signs of violations of the Personal Information Protection Act are detected
• Conduct regular education for employees regarding personal information handling considerations
• Implement employee entry/exit management and restrictions on brought-in equipment in areas handling personal information, and implement measures to prevent unauthorized viewing of personal information
• Implement access control to limit the scope of personnel and personal information databases they handle

When outsourcing personal information handling to third parties, the Company will outsource only to parties meeting our contractor selection criteria and properly manage contractor operations through contracts. Additionally, the Company will only provide personal information to third parties that meet our defined standards for security management measures.

In the event of personal information leakage or other accidents, the Company will report to supervisory authorities in accordance with the Personal Information Protection Act and related guidelines, and following the instructions of such supervisory authorities, implement necessary measures such as preventing similar incidents and recurrence, and notify the individuals concerned.

Notification of Purpose of Use, Disclosure, Correction, Deletion, Usage Suspension/Erasure, and Suspension of Third-Party Provision of Personal Information (Including Third-Party Provision Records)

Upon request from the individual regarding personal information collected by the Company, we will respond with notification of purpose of use, disclosure, correction, deletion, usage suspension/erasure, and suspension of third-party provision after conducting necessary investigations such as identity verification, based on our prescribed procedures as follows:

[Procedures]

First, please submit a request for personal data disclosure, etc., to the contact point listed below. After receipt, the Company will send necessary documents for personal data disclosure. Please note that requests for disclosure must be made using the Company's prescribed format; requests using other formats cannot be accepted.

A disclosure fee of 500 yen (tax-free) is required per application. When sending the necessary documents such as the disclosure request form, please enclose a "fixed-amount postal money order" for 500 yen (including tax). "Fixed-amount postal money orders" can be purchased at Japan Post Bank or post offices that handle them.

Non-disclosure may apply in the following cases. If non-disclosure is decided, we will notify you of this decision with reasons. The prescribed fee will still apply even in cases of non-disclosure:

1. When the identity cannot be confirmed, such as when the address on the disclosure request form, identity verification documents, and the Company's registered address do not match
2. When authority cannot be confirmed for applications by proxies
3. When there are deficiencies in the prescribed application documents
4. When the disclosure request target does not qualify as "personal data" under the Personal Information Protection Act
5. When there is a risk of harming the life, body, property, or other rights and interests of the individual or third parties
6. When there is a risk of significantly hindering the proper execution of the Company's operations
7. When it would violate other laws and regulations

[Personal Data Disclosure Consultation Office]

Changes to this Policy

This Policy may be changed to improve the handling of member information. Changes to the Policy will be announced with reasonable notice through posting on this site or the Company's operated websites or other methods, so please check periodically.