Privacy Policy

Nexgen Japan Inc. ("we", "us", or "our") recognises the protection of personal information as a social responsibility. We comply with the Act on the Protection of Personal Information (APPI), the Act on Regulation of the Transmission of Specified Electronic Mail (Anti-Spam Act), and other applicable laws of Japan, and handle personal information in accordance with this Privacy Policy.

This Policy applies to personal information collected through our website (https://nexgen.co.jp), including via inquiry forms, newsletter sign-ups, seminar registrations, and other services we provide.

We collect the following personal information. In addition to information you actively provide, we may collect technical information about your use of our website through cookies, access logs, and similar technologies.

• Inquiry form: name, email address, inquiry category, message
• Newsletter sign-up: email address, registration date and time, consented Privacy Policy version
• Seminar registrations and surveys: name, email address, organisation, response content
• Business card exchange: name, email address, organisation, job title, telephone number, etc.
• Email open and click tracking: open timestamp, clicked links (during newsletter delivery)
• Web analytics: IP address, browser type, referring URL, page-view history (via PostHog and similar tools)

We use personal information for the following purposes.

• Responding to inquiries and related correspondence
• Delivering newsletters; analysing open and click rates; measuring effectiveness
• Sending notifications about seminars and events; managing registrations and participant communication
• Providing information about our services (new services, research reports, articles, etc.)
• Improving the quality of our services and analysing website usage
• Complying with applicable laws or protecting our rights, property, or safety where necessary

The emphasis varies depending on how we obtained the information. Inquiries are primarily for response; newsletter sign-ups are primarily for delivery and analysis; business card exchanges are primarily for sending information about our services. We do not use personal information beyond these declared purposes.

Except as required by law, we do not disclose personal information to third parties without your consent.

However, we outsource certain operations to external service providers ("Outsourcing Partners") to the extent necessary to achieve the purposes of use described above. We enter into appropriate Data Processing Agreements (DPAs) with our Outsourcing Partners and supervise their handling of personal information.

As described in Section 4 above, we use Outsourcing Partners located in the United States, and personal information may be stored or processed on their servers.

The United States is not a country designated by the Personal Information Protection Commission of Japan as having a level of personal information protection equivalent to Japan. Pursuant to Article 28 of the APPI, we have established appropriate measures ("equivalent measures") to protect personal information by entering into Data Processing Agreements (DPAs) with each Outsourcing Partner.

Information regarding the legal regime of each Outsourcing Partner's country and the protective measures they have taken can be provided upon request through the contact channel in Section 13.

We use the following tracking technologies on our website and in our newsletters.

• Cookies: to improve website usability and for analytics
• Open-tracking pixels: a 1-pixel transparent image embedded in newsletter emails to measure open rates
• Click redirection: replacing newsletter links with our intermediary URLs to measure click-through rates
• PostHog: website analytics including page views, time on page, and referring sources

You can disable cookies in your browser settings. However, certain features of our website may not function properly if you do so.

We have implemented the following security measures to prevent the leak, loss, or damage of personal information.

• Organisational measures: maintaining and disseminating internal rules on the handling of personal information
• Personnel measures: educating and raising awareness among employees regarding the protection of personal information
• Physical measures: preventing the theft or loss of devices, electronic media, and documents handling personal information
• Technical measures: access control, defences against unauthorised access, encrypted communications (HTTPS), and encrypted storage of API keys and credentials

We retain personal information only for the period necessary to achieve the purposes of use. Indicative retention periods are as follows.

• Inquiry information: 3 years after the inquiry has been resolved
• Newsletter sign-ups: while the registration is active. Upon unsubscription, we delete the data within 12 months (kept temporarily to prevent duplicate re-registrations and to handle complaints)
• Seminar registrations: 3 years after the seminar concludes
• Web analytics: 12 months from collection (subject to the retention period of the analytics service provider, e.g. PostHog)

Where retention is required by law or necessary for handling disputes, we may retain data beyond these periods.

You have the right to make the following requests with respect to your personal information held by us.

• Disclosure of retained personal data
• Correction, addition, or deletion of content
• Suspension of use or erasure
• Suspension of provision to third parties
• Notification of the purposes of use

Please make these requests via written letter or email to the contact in Section 13. After verifying your identity, we will respond within 14 business days as a general rule. There is no fee for processing such requests.

You can unsubscribe from our newsletter at any time, by any of the following methods.

• Click the "Unsubscribe" link in the footer of any newsletter email
• Use the List-Unsubscribe header function (shown as "Unsubscribe from this mailing list" in Gmail, Apple Mail, etc.)
• Contact the privacy contact in Section 13 with your unsubscribe request

Upon receiving an unsubscribe request, we will promptly remove the address from our distribution list. Note that we may continue to send transactional communications such as responses to inquiries.

We may collect your email address through any of the following channels and send you our newsletter. The footer of every newsletter discloses how we obtained your address.

• Newsletter sign-up form on this website
• Email address provided through business card exchange
• Newsletter consent given when responding to seminar surveys, etc.

If you do not wish to receive newsletters, you can unsubscribe via the methods described in Section 10.

We may amend this Policy from time to time due to changes in laws, services, or other circumstances. The amended Policy takes effect upon publication on this website. For material changes, we will provide advance notice via the homepage or newsletter.

For inquiries about this Policy, or to make requests for disclosure, correction, or deletion, please use the contact below.