QunaSys

Privacy Policy

At QunaSys Inc. (“QunaSys”, "we", “our” or “us”), data protection and confidentiality is a high priority. This Privacy Policy applies to our processing of personal data in connection with visits to our website and interactions with contact persons of suppliers, business collaborators and business customers. It outlines the guidelines for QunaSys’s processing of your personal data and provides the information you are entitled to receive under applicable data protection legislation. Please read this Privacy Policy carefully before submitting or sharing your personal data with us.

  1. 1. Data Controller

    The data controller responsible for processing your personal data is:
    QunaSys Inc.
    Aqua Hakusan Building, 9th Floor, 1-13-7 Hakusan, Bunkyo-ku, Tokyo 113-0001, Japan
    Contact: privacy@qunasys.com

  2. 2. Types of Personal Data, Purposes, Legal Basis, and Deletion

    We process personal data related to individuals who interact with QunaSys. Below, we outline how we may process your personal data as a website visitor or as a contact person in connection with business interactions.

    2.1 Website Visitors

    • Types of personal data collected:
      • General and identification information (e.g., name, email and/or postal address, telephone number, age, and gender).
      • Communication records with you.
    • When personal data is collected:
      • When you sign up for our newsletter.
      • When you contact us via email, inquiry form, telephone, or letter.
      • When you download any documents, brochures, white papers, or other materials from our website.
      • When you register for events, webinars, or workshops hosted by us.
      • When you request a demo or trial of our products or services.
    • Purposes of processing:
      • To sign you up for and provide newsletters.
      • Marketing activities.
      • Providing access to downloadable materials, such as documents, brochures, or white papers.
      • Facilitating registrations for events, webinars, or workshops.
      • Responding to demo or trial requests and providing relevant product or service information.
      • Customer service and general communication.
      • Understanding your interests and preferences.
      • To improve our products, services, and tools.
      • Compliance with applicable legal requirements.
      • Establishment, exercise, or defense of legal claims.
    • Legal bases for processing personal data:
      • Legitimate interest in managing your data for website functionality, user experience, and statistical analysis (Article 6(1)(f) GDPR).
      • Consent for collecting, sharing, and managing your personal data for marketing purposes and newsletters (Article 6(1)(a) of the GDPR).
      • Legitimate interest in establishing, exercising, or defending legal claims (Article 6(1)(f) of the GDPR).
    • Data retention:
      Personal data related to newsletters is retained until you withdraw your consent.
      Other personal data is stored as long as necessary for the purpose for which it was collected or longer if required by contract, law, or for legal claims.

    2.2 Contact Persons of Business Collaborations, Suppliers and Customers

    • Types of personal data collected:
      • Name, job title, work email address, correspondence, signature, and work phone number.
    • When personal data is collected:
      • When you contact us via email, telephone, or letter.
      • When we enter into agreements with your company.
    • Purposes of processing personal data:
      • Managing business relationships, including communication with you.
      • Concluding agreements.
      • Invoicing and accounting.
      • Establishing, exercising, or defending legal claims.
    • Legal bases for processing:
      • Performance of a contract between your company and QunaSys (Article 6(1)(b) of the GDPR).
      • Legal obligations, e.g., under the Bookkeeping Act (Article 6(1)(c) of the GDPR).
      • Legitimate interest in managing business relationships and communications with you (Article 6(1)(f) of the GDPR).
      • Legitimate interest in establishing, exercising, or defending legal claims (Article 6(1)(f) of the GDPR).
    • Data retention:
      Personal data is stored for the duration of the contract and up to 3 years after providing the products/services or contract termination. Bookkeeping records are retained for 6 years after the end of the financial year.

  3. 3. Disclosure to Data Processors and Transfer to Other Data Controllers

    To achieve the above purposes, we may disclose your personal information to third party data processors (service providers) under contract with us. These service providers will process the data in accordance with our instructions and a data processing agreement.

    We may also transfer your personal data to relevant authorities, lawyers, accountants, and courts if legally required (Article 6 (1)(c) GDPR), to pursue our legitimate interests in being able to establish, exercise or defend legal claims (Article 6(1)(f) of the GDPR), or to fulfill contractual obligations (Article 6(1)(b) of the GDPR).

    For transfers to entities outside the EU/EEA, safeguards in accordance with the EU Commission’s Standard Contractual Clause or the EU-U.S. Data Privacy Framework will be applied to ensure adequate level of data protection.

  4. 4. Security

    We, along with our service providers, implement security measures to maintain the quality and integrity of your personal data. These include use of encryption, pseudonymization, firewalls, logging, audits, and password procedures.

  5. 5. Rights

    You have the right to:

    • Access the personal data we process about you, subject to legal exceptions (e.g., the Bookkeeping Act retention periods).
    • Rectify, erase, or restrict the processing of your personal data, but subject to legal exceptions.
    • Receive the personal data you provided to us in a machine-readable format and request its transfer to another data controller.
    • Object to the processing of your data, including processing based on our legitimate interest.

  6. 6. Contact and Complaints

    To exercise your rights, or inquire about this Privacy Policy, please contact:

    Email: privacy@qunasys.com

  7. 7. Changes to This Privacy Policy

    We reserve the right to update this Privacy Policy from time to time. At all times, applicable Privacy Policy will be available on QunaSys’s website. In case of significant changes, we will notify you through appropriate means.

January 1, 2025 version 1.0