Vaipm Privacy Policy

1. Data Controller

Company: Vaigate, Inc.

Representative: Issei Takahashi

Address: Nagareyama, Chiba, Japan (detailed company information available on our legal disclosure page)

Contact: compliance@vaigate.com

Vaipm is an AI perception monitoring service provided by Vaigate, Inc. This Policy describes how we collect, use, and protect personal data in connection with the Vaipm service, as well as personal data we collect and use in connection with inquiries, requests for materials, meeting bookings made through our websites, and our other business development activities.

2. Personal Data We Collect

2.1 Information You Provide

Name, email address, company name, department, title, phone number, billing information, requested meeting times and other scheduling information.

2.2 Information Generated Through Service Use

Access logs (IP address, browser information, etc.), service usage data, inquiry content, and information about how you arrived at our website (such as campaign identifiers).

2.3 Personal Data in Analysis Targets

Public information on your official website and PDFs, as well as AI platform responses, may contain personal data such as executive names and contact persons. Depending on Track settings and custom questions, personal data may also be included. We do not intentionally collect such data, but due to the nature of the service, it may not be technically excludable.

2.4 Information We Do Not Collect

We do not intentionally collect sensitive personal information, government-issued IDs, biometric data, or health information. Credit card numbers are processed by our payment processor and are not stored by Vaigate.

3. Purposes of Use

This Policy applies to the handling of personal data on the websites we operate, including vaipm.ai and vaigate.com, and in the services we provide. A separate privacy policy applies to vairank.com.

(1) Provision and operation of the Vaipm service

(2) Account management and authentication

(3) Billing and payment processing

(4) Responding to inquiries

(5) Service security and fraud prevention

(6) Service improvement based on logs, usage data, error information, and aggregated/anonymized statistics

(7) Scheduling of meetings and business discussions

(8) Providing information about, and conducting business development and sales activities in relation to, our services (including to persons considering the use of our services)

We do not use your individual analysis content or reports for advertising, third-party sales, marketing, or AI model training/fine-tuning.

4. Third-Party Disclosure

We do not disclose your personal data to third parties except:

(1) With your consent

(2) To service providers engaged for service delivery, scheduling, email delivery and other business operations

(3) As required by law

Our service providers include cloud infrastructure, authentication, payment processing, email delivery, AI platform, and calendar/scheduling providers. Of these, a list of those that process personal data on behalf of our customers (subprocessors) is available in the DPA or Subprocessor List.

5. Data Transmission to External AI Platforms

Vaipm sends queries, analysis target names, AI responses, official site text, analysis results, translation target text, and other necessary information to external AI APIs for service delivery. Depending on Track settings, personal data may be included in transmitted information.

We use commercial AI API services under terms intended to prevent submitted data from being used for foundation model training. Retention, logging, and training policies are governed by each provider's API terms.

6. International Data Transfers

Your data is primarily stored in AWS Tokyo Region (ap-northeast-1). For service delivery and our business operations, data may be transferred to the United States or other countries through external services including AI platforms, authentication, payment processing, email delivery, and calendar/scheduling services.

When we provide personal data to service providers located in a foreign country, we establish, through contracts with those providers and other measures, a system that meets the standards set out in the Enforcement Rules of the Act on the Protection of Personal Information, as required by Article 28, Paragraph 1 of the Act, and we periodically check its implementation. Upon request from the person concerned, we will provide the information set out in Paragraph 3 of the same Article. For the main destination countries, providers, and processing activities, please see our Subprocessor List.

7. Security Measures

We implement technical and organizational security measures including encryption, access controls, log monitoring, vulnerability management, and incident response to prevent unauthorized access, loss, or destruction of personal data.

8. Your Rights

Under applicable law, you may request access, correction, suspension of use, deletion, disclosure of third-party transfer records, and other rights of your personal data. Please contact compliance@vaigate.com. We will verify your identity and respond in accordance with applicable law. Requests are generally handled free of charge; reasonable fees may apply where permitted by law. We will respond within a reasonable period after identity verification.

For data we process on behalf of your organization (as Processor), please contact your organization (the Controller). We will assist as needed.

9. Cookies

We use session cookies necessary for authentication. We do not use advertising cookies, cross-site tracking for advertising purposes, or retargeting.

Access Analytics

We use Google Analytics 4, provided by Google LLC (United States), to understand how vaipm.ai and vaigate.com are used and to improve their content. Google Analytics 4 uses cookies and sends Google LLC the URL of the pages you view (including measurement values beginning with utm_), the referring URL, the date and time of viewing, the type of browser and device, and your approximate region. We do not send Google Analytics 4 any information that identifies you, such as your name, email address, or account ID. When you move between sites we operate (vaipm.ai, vaigate.com, and vairank.com), the visit may be measured as a single visit. You can refuse cookies in your browser settings. You can also stop measurement with the Google Analytics Opt-out Browser Add-on (https://tools.google.com/dlpage/gaoptout).

External Transmission

The information sent from your device to external parties is as follows.

If you navigate from our website to an external service (such as scheduling), cookies on the destination site are governed by that provider's policy.

10. Minors

Vaipm is a B2B service and is not intended for use by individuals under 18 years of age.

11. Changes to This Policy

We may update this Policy for changes in law, service scope, or other reasonable grounds. Material changes will be communicated via our website or email.

12. Contact

For inquiries about personal data handling, Email: compliance@vaigate.com

Web: https://vaipm.ai