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Personal Information Protection Policy and Handling of Personal Information

This page is a reference translation of the Japanese version
If anything differs, the Japanese version takes priority

Personal Information Protection Policy

DiO inc. (株式会社DiO, "the Company") realizes the "visualization" of structure data, our customers' important assets, using its own digital twin technology and contributes to sustaining and revitalizing society. In handling personal information, every employee recognizes that appropriate management and use is a social responsibility, and in addition to complying with laws and regulations, we actively work to respect and protect personal information and privacy

The Company also builds and operates a personal information protection management system that conforms to Japanese Industrial Standard JIS Q 15001, always keeping in mind trends in the latest IT, changes in social demands and changes in the business environment, and regularly reviews, continuously improves and strengthens it

1. Compliance with laws and regulations

The Company complies with laws and regulations, guidelines set by the national government and other norms concerning the handling of personal information

2. Acquisition and use of personal information

The Company clearly specifies the purposes of use within the scope necessary for conducting its business and appropriately acquires, uses and provides personal information. Acquired personal information is used only within the scope of the purposes of use, and measures are taken to prevent use for other purposes

3. Security measures for personal information

The Company takes preventive measures against unauthorized access to, and leakage, loss or damage of, acquired personal information, and should a problem occur, promptly takes corrective action

4. Response to complaints and inquiries about personal information

The Company responds without delay to complaints and inquiries regarding personal information

5. Continuous improvement of the personal information protection management system

The Company regularly reviews and continuously improves its personal information protection management system

The Company may revise this policy in response to changes in laws and regulations or in the content of its services. Important changes will be posted on this page and notified to users of Ichigen-cho (一元帳) at their registered email address

6. Contact for inquiries about the Personal Information Protection Policy

DiO inc. "Personal Information Consultation Desk"

Established: May 23, 2023
Last revised: October 20, 2026

DiO inc.
Representative Director Yoshimi Ippitsu (一筆芳巳)

Handling of Personal Information

1. Acquisition of personal information

When the Company acquires personal information, it clearly states the purposes of use and acquires the information by fair means within the necessary scope

To provide its services and prevent unauthorized use, the Company acquires records of logins, operations and file viewing, device information such as IP address and browser type, and records of the date, time and method of agreeing to the Terms of Use

2. Purposes of use of personal information

The Company uses the following personal information within the scope of the purposes of use

Category	Purposes of use
Shareholder information	Information disclosure, sending of distributed materials and communication
Business partner information	Business negotiations and business communications, ordering and order-receiving operations, and billing and payment operations
Customer information	Responding to inquiries and managing responses, etc. Providing information about our businesses and services
Information on users of the Company's services (Ichigen-cho, etc.)	Providing the services, identity verification and keeping users logged in, billing and payment of fees, notifications of usage status (payment, renewal, suspension, retention period, etc.), responding to inquiries, preventing unauthorized use and ensuring security, and improving the services
Information on persons who sent photos through a dedicated link of the Company's services	Using the photos for building records and drawing creation, displaying the photographer, contacting them to request additional photos, and preventing unauthorized use (see 11. below for details)
Job applicant information	Communicating with applicants and managing the Company's recruitment operations
Employee information	Personnel and labor management, attendance management, administration of social insurance, occupational safety and welfare, work management, security management, etc.
Former employee information	Providing information to and communicating with former employees, etc.
Outside officer and advisor information	Procedures for appointment and payment of remuneration, fulfillment of legal obligations such as information disclosure, and administration of duties and welfare, etc.

The Company may compile usage data into statistics and use it after processing it into a form that cannot identify a specific individual, for service improvement and research and development

The Company may use an automated response system using AI for part of its replies to inquiries

Information emails can be stopped at any time from the guidance in the email or from the email delivery settings screen

For Ichigen-cho (Building Maintenance edition), when a contract ends (including automatic cancellation due to non-payment), the Company retains the usage data for 50 days from the date of cancellation and then deletes it. Data is not deleted while use is suspended. Records related to transactions and accounting are retained separately in accordance with laws and regulations

For operating the services and investigating unauthorized use, access records are retained for at least one year, and records that are no longer needed are deleted in turn

Records of agreement to the Terms of Use are retained for five years after the end of the contract as evidence of the contract

Services under individual contracts are governed by the terms of those contracts

3. Procedures for responding to requests for disclosure, etc. of retained personal data or records of provision to third parties

(1) Name of the business operator

Company name: DiO inc. (株式会社DiO)
Address: 602-8061 Nishijin Sangyo Sozokaikan (西陣産業創造會舘), 97 Kainokami-cho, Kamigyo-ku, Kyoto, Japan
Representative: Representative Director Yoshimi Ippitsu (一筆芳巳)

(2) Manager of personal information

Personal Information Protection Manager: Managing Director and General Manager of the Administration Division

(3) Purposes of use of retained personal data

As described in "Purposes of use of personal information" in 2. above

(4) Contact for inquiries about the handling of retained personal data

Complaints and consultation desk: DiO inc. "Personal Information Consultation Desk"
602-8061 Nishijin Sangyo Sozokaikan (西陣産業創造會舘), 97 Kainokami-cho, Kamigyo-ku, Kyoto, Japan

(5) Procedures for responding to requests for disclosure, etc. of retained personal data or records of provision to third parties

① Where to submit requests for disclosure, etc.

When the Company receives a request for notification of the purposes of use, disclosure, correction, addition or deletion, suspension of use, erasure, suspension of provision to third parties, or disclosure of records of provision to third parties ("disclosure, etc."), it will respond without delay after confirming that the request comes from the person themself (or, for a request by an agent, after confirming the agent's authority)

Please submit requests for disclosure, etc. to the "Personal Information Consultation Desk" in (4) above

In addition to the desk in (4) above, requests for disclosure, etc. are also accepted through the inquiry form. The method of identity verification will be explained when you make your request

② Procedures for requests for disclosure, etc.

When making a request for disclosure, etc., please send ③ the Company's prescribed request form together with ① documents confirming that you are the person themself or their agent and ② a return envelope (an envelope showing the applicant's address and name, with postage stamps for the required amount affixed)

Personal information contained in the items entered on the request form will be handled only to the extent necessary to carry out the disclosure, etc.

Request Form for Disclosure, etc. of Retained Personal Data and Records of Provision to Third Parties (English, PDF)
保有個人データ・第三者提供記録の開示等申請書 (Japanese original, PDF)

The English request form is a reference translation and the Japanese original takes priority

* If you wish to receive disclosure by provision of electromagnetic records and correctly enter the email address of the person or their agent, the return envelope in ② is not required. If disclosure, etc. by the method requested would require a large expense, or is otherwise difficult, we will notify you to that effect by delivering a written document

[Reference]

・Copies of identity documents: driver's license, passport, health insurance card (please black out all digits of the insured person's symbol and number before submitting), certificate of residence, pension handbook, etc.
・Documents confirming that you are an agent:
[Legal representative of a minor]
A copy of the agent's own identity document, a certified copy of the family register, a certificate of residence (showing the relationship), and other official documents confirming the legal representation
[Legal representative of an adult ward]
A copy of the agent's own identity document, a certificate of registered matters proving adult guardianship, and other official documents confirming the legal representation
[Agent by delegation]
A power of attorney, the principal's seal registration certificate (issued within the last 3 months), and a copy of the identity document of the delegated person

* For the registered domicile shown in each document, please leave only the prefecture and black out the rest

③ Fee for requests for disclosure, etc. and method of payment

Please transfer 1,100 yen (tax included) per request to the account designated by the Company (the transfer fee is borne by the applicant)

* If the fee is insufficient or has not been transferred, we will contact you, but if payment is not made within the prescribed period, the request will be treated as not having been made

* The account for the transfer will be provided in the email confirming receipt

4. Entrustment of the handling of personal information

The Company may entrust the handling of personal information to contractors within the scope of the purposes of use. In such cases, the Company selects business operators that appropriately manage personal information based on the Company's standards, supervises them, and ensures the security of personal information by concluding confidentiality agreements

For operating its services, the Company may entrust the handling of personal information to the following business operators: cloud platform and email sending: Amazon Web Services; payment: Stripe; communication via LINE: LY Corporation (LINEヤフー株式会社)

Credit card payments are made on the screen of the payment provider Stripe. Card numbers are not stored on the Company's servers

Of the contractors above, the Company may entrust the handling of personal data to a business operator located overseas (United States: Stripe). This business operator has established a system that conforms to the standards set by the rules of the Personal Information Protection Commission. For the systems of each country, please refer to the information published by the Personal Information Protection Commission

5. Provision of personal information to third parties

The Company does not provide acquired personal information to third parties except in the following cases

・With the consent of the person
・Where required by laws and regulations
・Where necessary to protect a person's life, body or property and it is difficult to obtain the person's consent
・Where the Company entrusts all or part of the handling of personal information within the scope necessary to achieve the purposes of use
・Where personal information is provided in connection with business succession due to a merger or other reasons
・Where it is necessary to cooperate with a national agency, local government or a party entrusted by them in carrying out affairs prescribed by laws and regulations, and obtaining the person's consent is likely to impede the performance of those affairs

In Ichigen-cho, according to the instructions of the contracting customer, users of partner companies invited by the customer can view information within the scope permitted by the customer. This is not provision to a third party by the Company but is done at the customer's instruction

6. Joint use of personal information

The Company may use acquired personal information jointly with third parties. In that case, the following items will be notified in advance or published on our website, etc.

① That the information will be jointly used
② The personal information to be jointly used
③ The scope of joint users
④ The purposes of use of the joint users
⑤ The name or title and address of the person responsible for the information and, for a corporation, the name of its representative

7. Measures taken for the security management of personal information

To handle personal information appropriately, the Company has established a personal information protection policy, etc. conforming to JIS Q 15001 and, after understanding the external environment, takes the following measures for the security management of retained personal data

Organizational security measures	We appoint a person responsible for the handling of personal information and manage the reporting and communication system and handling methods We regularly inspect and audit the status of the handling of personal information We have established a personal information protection policy and internal rules based on compliance with laws and regulations such as the Act on the Protection of Personal Information, and take the necessary measures at each stage of acquisition, use, storage, provision, deletion and disposal of personal information
Human security measures	In addition to setting out matters concerning the confidentiality of personal data in the work rules, we regularly train employees on points to note in handling personal information. We also obtain written pledges including matters concerning the confidentiality of personal data
Physical security measures	In areas where personal data is handled, we control employees' entry and exit and restrict the devices brought in, and take measures to prevent personal data from being viewed by persons without authority We take measures to prevent the theft or loss of devices, electronic media and documents handling personal data, and when carrying them, including movement within the office, we take measures so that personal data cannot easily be identified
Technical security measures	We have introduced and constantly review mechanisms that protect information systems handling personal data from unauthorized external access and malicious software, and apply strict access control to such systems to limit the persons in charge and the scope of personal information databases handled
Understanding of the external environment	The Company may entrust the handling of personal data to a business operator in the United States, and takes security management measures after understanding the system for the protection of personal information in the United States

8. SSL (Secure Socket Layer)

The Company's website supports SSL and encrypts communication between web browsers and web servers. Personal information entered by users, such as name, address and telephone number, is automatically encrypted

9. Cookies*

(1) Acquisition and use of cookies

① In the course of your use of each website, etc. operated by the Company ("this Site"), the Company may acquire your cookies to keep you logged in and for operating this Site, such as improving convenience for users, enriching content, delivering appropriate information and preventing unauthorized access

② The Company may use information collected with cookies to analyze your use of the website (access status, traffic surveys, routing, etc.) and use cookies to enhance and improve the website and services and to maintain security

(2) Refusing cookies

You can set your internet browsing software (browser) to refuse cookies by changing its settings. In that case, please note that you may not be able to use the services on this Site normally. For how to change the settings, please check the help menu, etc. of your browser

If you refuse cookies, you cannot log in to Ichigen-cho

(3) Use of Google Analytics

The Company may use Google Analytics provided by Google as a reference for improving this Site. Google Analytics uses cookies to collect, record and analyze access information to this Site without identifying individuals. Google's methods of collecting and using access information are set out in the Google Analytics Terms of Service and the Google Privacy Policy. Google Analytics can be disabled by downloading, installing and configuring the Google Analytics Opt-out Browser Add-on

・Google Analytics Terms of Service
https://www.google.com/analytics/terms/
・Google Privacy Policy
https://policies.google.com/privacy?hl=en
・Google Analytics Opt-out Browser Add-on
https://tools.google.com/dlpage/gaoptout?hl=en

The Company is not responsible for any damage arising from the use of Google Analytics, etc.

* Cookies are stored on your device (PC, smartphone or other equipment) when you browse this Site so that the device can be identified. This is expected to improve convenience in your browser, for example by removing the need to enter the same information repeatedly and allowing you to use services customized for you. Cookies themselves do not contain your name, etc., but cookies used for logging in are linked to your account on the Company's servers

10. Contact for complaints and inquiries about the handling of personal information

Please submit complaints and inquiries about the handling of personal information to the following

Complaints and consultation desk: DiO inc. "Personal Information Consultation Desk"
Personal Information Protection Manager: Managing Director and General Manager of the Administration Division

11. Information we receive through Sumaho DE Zumen (LINE)

We keep the LINE user ID of persons who sent photos through a dedicated Sumaho DE Zumen link so that we can send requests for additional photos to their LINE. This record is erased when the link expires (14 days after issue). To prevent unauthorized use, we also record the IP address at the time of use in an irreversible form

Photos sent to us are stored, with the LINE display name and the date and time of shooting attached as the photographer, as part of the building records of the contracting customer

Last revised: October 20, 2026