Privacy Policy

Article 1 — Basic Policy

4S Inc. (the "Company") is committed to protecting the privacy of its users and to the proper handling and secure management of personal information, in accordance with its Terms of Service and Japan's Act on the Protection of Personal Information (APPI). The Company operates as a Personal Information Handling Business Operator under the APPI.

Article 2 — Information We Collect

The Company collects and uses the following categories of information:

1. Registration Information

   Full name, email address, telephone number, profile photo, social media links, and biography

   Custom information entered at the time of event registration

2. User Behaviour Data

   Browsing history, search queries, click activity, and other interactions within the web service

   Log data used to optimise networking features

3. Technical Data

   Access timestamps, device information, IP addresses, and similar technical identifiers

Article 3 — Purposes of Use

Pursuant to Article 18 of the APPI, the Company uses the information it collects for the following purposes:

1. User registration, identity verification, and account management, including sign-up, login, and profile management
2. Event registration, reception, and administration, and the delivery of networking services, including facilitating attendance, appointment scheduling, and profile sharing
3. Sharing participant information with event organisers for events a user has registered for, solely for event administration and attendee communications
4. Developing and improving networking algorithms through analysis of user behaviour data, in order to deliver better matching and a higher-quality event experience
5. Internal analytics, service improvement, and development of new features
6. Security monitoring, troubleshooting, and system optimisation
7. Responding to user enquiries and sending service-related communications
8. Enforcing the Company's Terms of Service, policies, and other applicable rules and guidelines (collectively, "Rules")
9. Notifying users of changes to the Rules or other material updates to the service

Article 4 — Use and Editing of Profile Images

By uploading a profile image at the time of registration, you agree to the following:

• Your image may be used as speaker or attendee information in connection with events, and may be cropped, resized, or otherwise edited by the event organiser.
• Any such edits are made solely to present your image appropriately within event materials and promotional communications.
• Editing will be limited to what is reasonably necessary for quality and presentation purposes. The substantive content of your image will not be materially altered without your consent.

Article 5 — Use of User Behaviour Data

The system collects users' online interaction history and behavioural data — including page views, clicks, and search queries — to optimise networking features and to develop and refine matching algorithms.

This enables the Company to improve the quality of connections between users, enhance the overall event experience, and continuously increase the usefulness of the service.

Article 6 — Third-Party Disclosure and Integrated Services

Pursuant to Article 27 of the APPI, the Company may disclose the following personal information to the organiser of an event for which a user has registered, for the purpose of properly administering that event. By registering for an event, you consent to such disclosure.

Information Disclosed

• Full name
• Employer and job title
• Email address
• Other information submitted during event registration, to the extent reasonably necessary for the organiser to communicate with attendees

Recipients

• The organiser of the relevant event (including co-organisers and supporting entities)

Purpose of Disclosure

• Check-in and attendance management on the day of the event
• Pre-event and post-event communications with attendees
• Event-related follow-up

The system may also integrate with third-party services such as payment processors (e.g., Stripe), calendar applications (e.g., Google Calendar), and social media platforms. Only the minimum information necessary will be shared with such services, and all shared data will be handled in accordance with each provider's own privacy policy.

Article 7 — Security and Data Protection Measures

Pursuant to Article 23 of the APPI, the Company implements appropriate technical and organisational safeguards to prevent unauthorised access to, loss, destruction, falsification, or leakage of personal information. These measures are subject to regular security reviews and audits.

Article 8 — Your Rights

Pursuant to Articles 33–39 of the APPI, you have the following rights with respect to personal information the Company holds about you:

1. Right of Access
   You may request disclosure of personal information the Company holds about you.
2. Right of Rectification
   You may request correction of any inaccurate personal information.
3. Right to Erasure
   You may request deletion of your personal information in circumstances prescribed by the APPI.
4. Right to Restrict Use
   You may request that the Company suspend use of your personal information in circumstances prescribed by the APPI.
5. Right to Opt Out of Third-Party Disclosure
   You may request that the Company cease disclosing your personal information to third parties.

To exercise any of the above rights, please contact us using the details set out in Article 13. We may require identity verification before processing your request, in accordance with Article 32 of the APPI. We will respond to all valid requests within 14 days of receipt.

Article 9 — Data Retention and Deletion

The Company retains personal information only for as long as is necessary to fulfil the purposes set out in Article 3, or as otherwise required by applicable law. Once personal information is no longer needed for those purposes, it will be deleted or anonymised without undue delay, in accordance with Article 22 of the APPI.

If you close your account, we will delete or anonymise your personal information within a reasonable period, except where retention is required for legal or regulatory compliance.

Article 10 — Cookies and Google Analytics

The Company uses Google Analytics, a third-party analytics service, to better understand how the service is used and to inform ongoing improvements. By using the service, you acknowledge and agree to the following:

• The system uses cookies to collect data on how you interact with the web service — including page views, clicks, and time spent on pages — via Google Analytics.
• You may manage or disable cookies at any time through your browser settings. Please note that doing so may affect the functionality of certain features.
• Data collected through Google Analytics is processed by Google in accordance with Google's Privacy Policy. Please refer to Google's Privacy Policy for full details on how this data is handled.

Article 11 — GDPR Compliance

The Company complies with the EU General Data Protection Regulation (GDPR) and respects the privacy rights of users located within the European Economic Area (EEA). Where required by the GDPR, the Company processes personal data on a lawful basis — such as consent, contractual necessity, or legitimate interests — and provides EEA users with the additional rights afforded under the GDPR, including the right to data portability and the right to lodge a complaint with a competent supervisory authority.

Article 12 — Amendments to This Policy

The Company may update this Policy from time to time to reflect changes in applicable law or the service. In the event of a material amendment, users will be notified promptly via the website, and the revised Policy will be made available for review at all times.

Where an amendment materially changes the purposes for which previously collected personal information is used, the Company will seek fresh consent from affected users, unless an exemption applies under the APPI.

Article 13 — Contact

This is the sole designated contact point for all privacy-related enquiries, including requests to exercise any of the rights described in Article 8.

Please include your full name and a description of your request so that we can respond as efficiently as possible.