Privacy Policy

PetAir Inc. (hereinafter referred to as "the Company") considers the personal information we receive from our customers as an important proof of trust for the safe delivery of our customers and their family pets. PetAir complies with the Act on the Protection of Personal Information (hereinafter referred to as "Personal Information Protection Act") and other related laws, regulations, and guidelines. In addition to complying with the Act on the Protection of Personal Information (hereinafter referred to as the "Personal Information Protection Act") and other related laws, ordinances, and guidelines, we also adhere to this privacy policy (hereinafter referred to as the "Policy"). In addition to complying with the Act on the Protection of Personal Information (hereinafter referred to as the "Personal Information Protection Act") and other related laws, regulations, and guidelines, we will handle personal information appropriately based on this Privacy Policy (hereinafter referred to as the "Policy") so that customers can use our services with peace of mind.

1. items of personal information to be collected

In order to provide this service and perform related tasks, we obtain the following personal information directly from you or from third parties with your consent.

2. purpose of use of personal information

We will use the personal information we obtain only for the following purposes

If the purpose of use is changed, we will do so to the extent reasonably deemed relevant to the purpose before the change and, if necessary, announce the change by posting a notice on our website or by other means.

3. provision to third parties

We will not provide personal information to third parties without the prior consent of the customer. However, this does not apply in the following cases

1. When required by law
2. When it is necessary for the protection of a person's life, body, or property and it is difficult to obtain the customer's consent
3. When especially necessary to improve public health or to promote the sound growth of children
4. When a national agency, a local government, or an individual or entity entrusted by either of the foregoing performs duties as prescribed by law

3.1 Third parties to be provided with consent

Due to the nature of this service, personal information will be provided to the following third parties to the extent necessary to ensure smooth travel for customers. Customers are asked to agree to this beforehand when applying for this service.

• Affiliated Gyoseishoshi Lawyer or Gyoseishoshi Lawyer Corporation (for acceptance of NACCS applications, etc.)
• Animal quarantine stations and other Japanese government agencies (for export inspection and various applications)
• Airlines and airport-related businesses (for flight reservation and loading procedures)
• Quarantine authorities, customs, and other administrative agencies of the counterpart country (for entry and customs clearance procedures)
• Overseas linked agents (for post-arrival support and local procedures)
• Payment service provider "Square" and financial institutions (for payment of fees). Credit card information itself (card number, expiration date, security code, etc.) must be entered directly by the customer on the Square payment screen, and we do not acquire or store credit card information itself.

4. outsourcing (use of outside business operators)

We may outsource all or part of the handling of personal information to outside business entities to the extent necessary to achieve the purpose of use. In selecting an outsourcing partner, we will ensure that the partner has adequate information security and personal information protection standards, and will appropriately supervise the partner through contracts or other means.

The main categories of contractors are as follows

• Business system, cloud storage, and groupware providers
• Provider of customer management, task management, and communication tools
• Data analysis and marketing tool providers
• AI tool (including generated AI) providers (see Section 5 for details)
• Shipping and postal service providers

5. the use of AI tools, including generative AI

In order to deliver more accurate and faster services to our clients, we utilize AI tools, including generated AI (artificial intelligence) ("AI Tools") (hereinafter referred to as "AI Tools"), including AI tools for writing support, translation, document organization, information research, drafting of customer correspondence, and other business support purposes in order to deliver accurate and prompt services to our customers.

5.1 Main AI tools we use

At the time this policy was formulated, the main AI tools used by the Company were as follows. The AI tools used will be reviewed from time to time to improve service quality and safety management standards, and any changes will be reflected in this policy.

5.2 Safety Control Measures for Use of AI Tools

We use AI tools under the following system to ensure that our customers can use them with peace of mind.

• Only services for which contract terms and conditions or settings that the input data will not be used for training and re-training of models by the AI tool provider in question can be confirmed shall be selected.
• Confirm that appropriate information security and personal information protection standards are ensured by concluding terms of use, data processing agreements (DPA: Data Processing Addendum), etc., with AI tool providers.
• The output results of the AI Tool shall always be checked by our staff or affiliated administrative scriveners before being provided to the customer, and the AI Tool shall not be allowed to make the final judgment or perform any work under the Administrative Scrivener Law.
• Personal information to be entered into the AI tool shall be limited to the extent necessary for the performance of the relevant business.
• Inform and educate employees on internal guidelines for the use of AI tools.

6. provision to a third party in a foreign country (cross-border transfer)

For the purpose of providing this service and conducting our business, we may provide personal information to third parties in foreign countries as described below. By applying for this service and agreeing to this policy, the customer agrees to this in advance.

6.1 Countries of supply and location

• Quarantine authorities, customs, and other administrative agencies in the partner country: the country to which the customer's pets will be transported (varies for each individual case)
• Overseas collaborating agents: Countries to which customers' pets are transported (varies for each individual case)
• AI tool provider: United States (Anthropic, PBC / Google LLC)

6.2 Overview of Personal Data Protection Systems in Provider Countries

The United States of America does not fall under the definition of "a foreign country that has a system for the protection of personal information that is recognized as being of a similar level to that of Japan" as stipulated in Article 28 of the Personal Information Protection Law. For an overview of the personal information protection system in the United States, please refer to the following website published by the Personal Information Protection Commission.Survey of Systems for the Protection of Personal Information in Foreign Countries.for more information.

Since the provision of personal information to the government agencies and overseas agents of the partner country is made on a case-by-case basis, depending on the country to which the customer's pet will be transported, the privacy protection system of that country will depend on the system of the country to which the customer will be traveling. We will provide the customer with an overview of the destinations to which the information will be provided at the time of application.

6.3 Measures taken by the recipient

• For AI tool providers, we confirm that input data is not used for learning and that an appropriate information security management system is in place through terms of use and data processing agreements (DPA).
• For overseas collaborating agents, we require appropriate handling of personal information based on outsourcing contracts and other agreements.
• Provision of information to the administrative authorities of the counterpart country is limited to information necessary for import procedures.

7. security control measures

We take the following measures to prevent leakage, loss, or damage of customers' personal information and to otherwise safely manage personal information.

• Organizational security control measures: Establishment of a person responsible for handling personal information, maintenance of internal rules, periodic reviews, and inspections of handling conditions
• Personnel security control measures: Education and training for employees on the protection of personal information and the obligation to maintain confidentiality
• Physical security control measures: access control to work areas, locked storage of documents and recording media, prevention of theft of equipment and media
• Technical security control measures: access control, recording and analysis of access logs, measures against unauthorized access, encrypted communications, periodic software updates
• Understanding the external environment: When data is handled in a foreign country (including the United States of America), we understand the personal information protection systems of that country. When data is handled in foreign countries (including the United States of America), we are aware of the personal information protection systems of those countries and take appropriate security control measures through contracts and other means.

8. handling of personal information, cookies, etc.

We may collect cookies, IP addresses, access logs, and other personally identifiable information to improve site usability, analyze usage, and optimize ad delivery. Such information by itself does not identify individual customers, but if it is combined with other information to identify individual customers, it will be handled in accordance with this Policy. You may refuse to accept cookies through your browser settings, but if you do, you may not be able to use certain features of our site.

9. requests for disclosure, correction, suspension of use, etc.

With respect to personal data held by the Company, the customer or his/her representative may request the Company to notify the purpose of use, disclose, correct, add, delete, stop use, stop providing to a third party, or disclose records of provision to a third party, in accordance with the Personal Information Protection Law.

9.1 How to make a request

Requests should be made by one of the following methods. We will respond to your request within a reasonable period of time after confirming your identity or that of your representative. Please note that a prescribed fee may be charged, unless otherwise required by law.

• E-mail: to the contact address listed in Section 11.
• Our prescribed inquiry form:https://petair.jp/contact/
• By mail: To the mailing address listed in Section 11.

We will respond to your request by the method of your choice (in writing, by e-mail, in our prescribed electronic data, etc.). In order to improve the convenience of responding to requests, we recommend that, in principle, requests and responses be made and provided electronically.

10. response in case of leakage, etc.

In the event of leakage, loss, or damage of personal data handled by the Company (hereinafter referred to as "leakage, etc."), the Company will promptly review the facts and take necessary measures to prevent recurrence in accordance with the Personal Information Protection Law and other relevant laws. In the event of a leakage, etc. of personal data handled by the Company (hereinafter referred to as "Leakage, etc."), the Company will promptly review the facts and take necessary measures to prevent recurrence, in accordance with the Personal Information Protection Law and other relevant laws and regulations.

In particular, if there is a possibility of any of the following types of leakage, etc., occurring, we will report to the Personal Information Protection Committee and notify the customer in accordance with Article 26 of the Personal Information Protection Law and its related regulations.

• Situations involving sensitive personal information
• Situation that may cause property damage
• A situation in which there is a likelihood that the act was done for a wrongful purpose
• The number of customers subject to the leakage, etc. exceeds 1,000.

11. contact for inquiries

If you have any questions regarding this Policy or our handling of personal information, or if you wish to make a request pursuant to Section 9 above, please contact us at the following address

Personal Information Protection Manager, PetAir Inc.
Address: 2-45-2-3605 Minami Ikebukuro, Toshima-ku, Tokyo 171-0022, Japan
Phone: 03-4500-5308
Contact Form:https://petair.jp/contact/

Revision of this Policy

The Company may revise this policy in response to amendments to laws and regulations, changes in social conditions, or changes in service content. The revised policy will be effective from the time it is posted on the Company's website. In the event of any changes that are important to you, we will notify you in advance or publicly announce the details and effective date of such changes by reasonable means.

PetAir Corporation