Privacy Policy

For your peace of mind while using the services offered by Gaiax Co. Ltd., we collect only the necessary minimum of your personal information. Additionally, we safeguard the information you provide us in strict adherence to both the practices described in the Personal Information Security System as well as the those outlined within this privacy policy.


What constitutes “personal information”

Within this policy, “personal information” refers to information that can be used to identify an individual including the individual’s user ID, username, email and/or cellphone e-mail address(es), and given name when coupled with one or more of the following identifying pieces of information: password; sex; birthday; postal address; occupation; and/or complaints, discussions, or contact with Gaiax, etc.

How personal information is managed

We at Gaiax recognize both the importance of personal data and the need to ensure its security. This is why we carefully manage any personal data we obtain by taking every precaution against unauthorized access, alteration, leakage, loss, and/or destruction. However, in the event that personal data is compromised, we will respond quickly to minimize any trouble caused to our users.

How we collect personal information

When you use Gaiax services, register as a member, or make a purchase from a site run by Gaiax, it may be necessary for you to input such information as your name, address, email address, and so on. You may also be asked to fill out a survey that may require other personal information. Please be advised that you may not be able to use Gaiax services should you decline to provide us with the necessary personal information.

How personal information is used

The main uses of directly-obtained personal information that pertains to our company’s operations are as follows:

Purpose of use of personal information from users
  • To suggest, sell, or provide user with products, services, or support;
  • To send recommendations for other Gaiax products or services or the products, services, events, seminars and so on of our partner companies that seem valuable to the individual via postal service or email, or to display said recommendations on websites other than Gaiax on the devices of other registered users. (These communications can be stopped or restarted by contacting Gaiax);
  • To respond to inquires or requests;
  • To aggregated personal information in a statistical format so that no personal identifiers remain for the purpose of analysis for business affairs such as the creation of new services and etc.; and
  • To start campaigns as well as send presents.
Purpose of use of personal information from clients
  • To contact clients regarding business discussions or meetings;
  • To exchange information with the contact person for the transaction;
  • To start work commissioned by the client; and
  • To pay the client or send an invoice to the client for payment.
Purpose of use of personal information from prospective employees

The handling of personal information received from prospective employees during the application and screening stages of the employment process are as follows. Except in cases specified by law, we will notify and obtain permission from the applicant before using this personal information for any additional purposes.

  • To screen job applicants; and
  • To send and receive information about the selection process.
Purpose of use of personal information from individuals who visit our company in person
  • To ensure the security of our company

Except for instances in which the purpose of use of personal information is obvious as a result of the means by which it was obtained or instances where notification or official announcement is not required by law, the purpose of use for personal information obtained directly from an individual using methods other than documents or the Internet, personal information that is open to the public, or personal information obtained by a third party is as follows:

Purpose of use of personal information obtained from those who consign the management of their community site / Internet forum

Personal information is required to carry out the following functions:

  • Mail support service;
  • Merchandise shipping support;
  • Mail distribution support; and
  • Monitoring support.
Purpose of use of personal information obtained from public information during the search for and surveillance of unofficial school sites (“gakkou ura sites”)
  • Information will be provided to educational institutions.
Purpose of use of personal information from shareholders

Purpose of use of personal information from shareholders

  • To fulfill duties and exercise privileges based on corporate law;
  • To provide the various opportunities associated with the position of shareholder;
  • To prepare and manage shareholder data in accordance with fixed criteria based on various laws and ordinances;
  • In order to accomplish the above purposes, personal information may be provided to third parties. Information provided will be restricted to only relevant items; and
  • To provide information about our company’s affairs.
Purpose of use of personal information from prospective employees

The handling of personal information received from prospective employees during the application and screening stages of the employment process are as follows:

  • To screen job applicants; and
  • To send and receive information about the selection process.
Purpose of use of personal information from the families of employees

Personal information:

  • For the purpose of social security / welfare programs; and
  • For the purpose of contacting family members in the event of an accident, etc.

Specific personal information:

  • For creating statements of earnings (源泉徴収票) for earned income and retirement income;
  • For the purpose enrolling a spouse under Category III in the National Pension; and
  • For enrolling in national health insurance.
Purpose of use of personal information of a corporate group / affiliated company from whom we received a commision

Personal information:

  • We will handle only the information necessary for the accomplishment of the commissioned business

In the event that the use of personal information exceeds the minimum required for the achievement of these purposes, we contact the individual(s) in question again to obtain permission as a general rule. However, this does not apply to any of the following situations:

  • When it is required in accordance with laws and regulations;
  • When it is necessary to protect life, body, or property of a person, and it is difficult to obtain the consent of the owner of the personal information;
  • In the event that particular information is necessary for the progress of public health or the promotion of healthy development of children and it is difficult to obtain permission from the individual in question; and
  • When it is necessary to work with with national organizations or local public organizations or persons entrusted by them to execute work specified by laws and regulations, and obtaining consent of the owner of the personal information may hinder the execution of the specified work.

Regarding an individual’s control over their personal information and the result of not providing said information

Users have the ability to decide whether or not to provide the services offered by Gaiax with their personal information. However, please be advised that not providing Gaiax with the personal information required may result in users not being able to utilize those services.

Regarding provision of personal information to third parties

We at Gaiax take appropriate measures to manage the personal data you provide to us and will not provide this information to third parties except in the following circumstances:

  • In the event that we have obtained permission from the individual(s) in question;
  • In regards to public information about executives of corporations or organizations, or public information about shareholders, this information may be provided to third parties if the individual(s) in question were notified or a public announcement was made in advance that information would be provided;
  • In the event of outsourcing all or part of the processing of personal information to outside contractors in order to achieve specific purposes of use within the scope necessary;
  • When it is provided in connection with business succession due to merger or other circumstances, and used within the scope of purposes of use established before the business succession;
  • If during the course of an established procedure (e.g. legal) it is necessary to share personal information with a specific person(s);
  • When it is required in accordance with laws and regulations;
  • When it is necessary to protect life, body, or property of a person, and it is difficult to obtain the consent of the owner of the personal information;
  • When it is particularly necessary to improve public sanitation or promote healthy growth of children, and it is difficult to obtain the consent of the owner of the personal information; and
  • When it is necessary to cooperate with national organizations or local public organizations or persons entrusted by them to execute work specified by laws and regulations, and the obtainment of consent of the owner of the personal information may hinder the execution of the work specified.

Regarding the outsourcing of personal information

When carrying out business operations with specific businesses, situations may arise where in which Gaiax will share necessary personal information with these specific entities. However, in this situation, we would inform the individual(s) or otherwise make a public announcement in advance of sharing the information. In addition, a contract concerning the joint use of data would be executed and other relevant control measures would be undertaken as a part of a safety measures plan.

Regarding the outsourcing of personal information

Except for the situation listed below, personal information will not be outsourced.

  • Relevant personal information may be outsourced to outside contractors with whom Gaiax has a confidentiality agreement to achieve a specific purpose made known to the user / client.

Regarding direct mail

Direct mail containing information about services offered by Gaiax or affiliated organizations will be sent to the address(es) (email or mailing) provided as personal information at the time of registration only to those users who have given permission to be contacted via direct mail. It is possible for revoke permission for direct mail at a later date.

Regarding changes to or the deletion of personal information

In accordance with the Act on the Protection of Personal Information and JISQ15001:2006, we will answer requests for notifications about purpose of use, legal disclosure, correction or addition of personal information, or the deletion, suspension of use, or the suspension of use by third parties of personal information made by the individual or their proxy.

Should you wish to make changes to your personal information, please do so via a prepared form. Should you wish to make a disclosure request, please contact us directly using the information listed under the header “Inquires regarding personal information” located at the bottom of this page. Please be advised that in this case, we will be able to process your request only in the event that we are able to confirm your identity.

Regarding individuals under the age of eighteen

We request that all individuals under the age of eighteen obtain permission from their parent(s) or guardian(s) before using our services. Please be advised that if you do not provide us with certain personal information or if you falsify said information, you may be unable to use our services.

Regarding the retention period and usage period of personal information

We will control and safeguard the personal information we collect from you for the duration that you use our services. You can make requests for disclosure regarding this information; however, we will only disclose information after confirming your identity in order to prevent the leaking of personal information to third parties.

We will delete your personal information should you unregister from our services. Additionally, we will delete or correct personal data upon request provided that we can confirm your identity.

Regarding cookies

Cookies are small data text files that can be stored in your web browser. By enabling cookies, any preferences that you may have set and so on will be saved. Additionally, enabling cookies allows us to present relevant content including advertisements to enhance your experience.

You can configure your browser so that it notifies you when cookies are being sent, allowing you to decide whether or not to accept them. It is possible to turn off cookies on your browser. However, please be advised that doing so may interfere with a portion of our services.

Regarding advertisements

Regarding acquisition and use of non-identifying attribute information and action history

On this website, we use an advertising distribution service for behavioral targeting method of advertising. “Behavioral targeting” is a method of advertising that chooses ads based on a user’s browsing history in order to present ads that would likely match their interests and preferences. This site uses cookies in order to collect your browsing history. However, the information gathered in this process does not in any way include data from which your personal information could be determined.

If you would like to stop advertising based on your browsing history, you can do so by accessing the “opt-out” page of the advertising distribution service provider. Please be advised that you will have to opt-out again should you use a different browser or use a different device.

Through the opt-out page, you can edit your settings to disable Google cookies. Or, you may choose to disable the cookies of third party services through the opt-out page of Network Advertising Initiative. Please be advised that cookies may be used by third party services such as Google or advertising networks should you not opt-out. Please also note that while you can select with cookies to block via Network Advertising Initiative’s opt-out page, it is not possible to block all cookies.

Regarding SSL (Secure Sockets Layer)

In order to protect your personal information, this website supports SSL (Secure Sockets Layer). When you use a web browser that supports a security function such as Netscape Navigator, Microsoft Internet Explorer, and etc., personal data such as your name, address, or phone number is automatically encrypted before transmission. This way, in the off chance that your information should be intercepted by a third party, it is not possible to steal the information. Please note that you may not be able to enter your personal information and/or access this website in the event that you are using a browser that does not support SSL.

Personal Information Management

Gaiax takes every possible precaution to prevent unauthorized access of our network and access to our management server from outside our network. Along with ensuring the safety of your personal information, we take appropriate measures to maintain the accuracy of these precautions when transmitting personal information.

We safeguard personal data based on user ID and password. It is the responsibility of the user to protect their ID and password. While we strive to provide our users with the best system for safeguarding personal information, Gaiax will not be responsible for problems that arise from a user’s ID or password being compromised due to their negligence.

Additional information

Please be advised that Gaiax may change or modify this privacy policy in the future based on changes to our services or advances in telecommunications technology.

The items outlined in this policy apply only to dealings between Gaiax and its users; it does not apply to any links found on this page operated by third parties.

Please also note that changes to the name of number of affiliated companies may arise in the future based on the reorganization of the company.

Inquires regarding personal information

Gaiax Co. Ltd. Atten: Personal Information Manager Mr. Shutaro Fukunaga
Nagatacho GRID F2
2-5-3 Hirakawa-cho, Chiyoda-ku, Tokyo 102-0093 Japan
E-mail: info-p@gaiax.com