Privacy Policy
This Privacy Policy stipulates how Preferred Computational Chemistry, Inc. (hereinafter referred to as the “Company”) will acquire and manage Personal Data (as defined below) and other information.*1,*5
1. Definition
The terms used in this policy shall have the following meanings.
[1] “Personal Data” shall mean any information related to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular, by reference to an identifier, such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
[2] “Individual Service” shall mean, individually or collectively, the services provided by the Company; provided that when referring to a specific Individual Service, it may be referred to as the “Service”.
[3] “User Information” shall mean the Personal Data of the users of websites provided by the Company or Individual Service, history information on communication services, and other information generated or stored on the users’ smartphones, PCs, or other devices in relation to the users or the users’ devices.
2. Basic policy concerning the protection of Personal Data
All of the Company’ executive officers and employees understand the importance of Personal Data obtained through its business activities and will seek to properly handle and protect the Personal Data while taking the utmost preventative measures to protect it against or from unauthorized access, loss, or leakage and will strive to safely manage the Personal Data.
3. Acquisition of Personal Data
The Company will obtain your Personal Data by legitimate and fair means. Furthermore, the Company will not receive Personal Data and any data that includes your Personal Data from a third party without confirming the legality of the data acquisition and data provision by the third party.
4. Personal Data to be acquired and purpose of use
4.1 General
Personal Data (hereinafter in this Section 4, including “User Information”), which the Company may acquire, and its purpose of use are as stated below. Company will use Personal Data acquired by the Company for and within the purpose of use, and only to the extent necessary to perform the Company’ research, development, and other business activities. The Company will not use Personal Data for other purposes without obtaining your permission in advance. The Personal Data acquired by the Company may be used in combination with the Personal Data already held or the Personal Data separately acquired from a third party, such as a service contractor.
In addition, the Company will protect the Personal Data of minors in the same way as those of adults. Please note that for Individual Services available to minors, the Company may obtain the consent of parents regarding the acquisition of the Personal Data of minors as necessary to provide Individual Services.
| (1) Hiring Object:The Personal Data you provide when applying through the hiring section of Company websites. Purpose of Use:The Company’s and Preferred Networks, Inc. (hereinafter referred to as “PFN”)’s hiring purposes. |
| (2) Inquiry Object:The Personal Data you provide when contacting the Company. Purpose of Use:For correspondence and to reply to your inquiry. |
| (3) Presentations, Lectures, and Events Object:Videos, images, or other data recorded by the Company at presentations, lectures, and events. Purpose of Use:The Company may publish videos, images, or other data above as materials for other presentations, lectures, and events and on the websites managed by the Company (hereinafter referred to as “Company websites”), social media, or other media for purposes, such as introducing Company businesses. The Company may also use such recorded data for its research and development activities. |
| (4) Public Relations Object:Personal Data (company name, address, affiliated department, position, name, telephone number, fax number, Email address, etc.) provided to the Company to receive announcement of the Company’s services, products, promotions, campaigns and events, which are provided by inputting in the Company’s websites, sending Email to the person in charge or exchanging business card. Purpose of Use:The Company may use such information to describe the Company’s services, products, promotions, campaigns, and events. |
| (5) Public Information Object:Personal Data collected by the Company from publicly disclosed information. Purpose of Use:The Company may use such information for its research and development activities, and provision of Individual Service. |
| (6) Websites provided by Company / Individual Service Object:The Company will obtain or may obtain in the future the following information in order to provide websites operated by the Company and/or Individual Service. [1] Information required to provide our websites and/or Individual Service ・Email address, Username, and other information to be entered by the user in the input form designated by the Company on the Service ・Information to be entered by the user when using our websites and/or Individual Service ・History information of using our websites and/or Individual Service ・Information provided when logging in to our website and/or Individual Service with an account for other services ・Information provided when using our websites and/or Individual Service through feedback forms, email, or other means. [2] Information when visiting our websites and/or Individual Service (access logs) ・Date, time, and IP address*2 ・Cookies*3 (Only Cookies that are required for the operation of the websites and/or Individual Service; provided that, however, other cookies will be included only if users agree. Please also refer to Section 6 “Handling of Cookies etc.”) ・Terminal information and other usage environments ・History information of using our websites and/or Individual Service or other information about the status of users Users shall have the right to withdraw consent at any time, provided that, however, please note that the Company may be unable to provide the Service unless users provide the above User Information. Purpose of Use:The Company may use and process the acquired User Information above for the following purposes. ・For the purpose of providing our websites and/or Individual Service*6 ・To debug, improve, optimize, or further develop our websites and/or Individual Service*7 ・To perform analytics and statistics of the use of our websites and/or Individual Service*7 ・To prevent potential violation of laws, regulations, or rules*7 ・To enforce our rights or the rights of users of our websites and/or Individual Service *7 ・To ensure the proper functionality and security of our websites and/or Individual Service *7 ・To contact users for the purpose of seeking their feedback related to the use of our websites and/or Individual Service *7 ・To develop new services*8 ・To grasp the distribution status of advertisements, measure advertising effects, and display behavioral targeting advertisements*8 ・To describe the Company services, products, promotions, campaigns, and events*8 |
| (7) Others In addition to the above, the Company will obtain Personal Data that are needed for Company’ research, development, and other business activities by legitimate and fair means. The Company will use Personal Data for and within the purpose of use reported at the time of acquisition and only to the extent necessary to perform the Company’ research, development, and other business activities. |
4.2 Individual Services
(1) Matlanis
| Object:Company will obtain the following User Information in order to provide the Service. [1] Information required to provide the Service ・Email address, Username, and other information to be entered by the user in the input form designated by the Company on the Service ・Identification information for logging in to the Service ・Information to be entered by the user when using the Service ・History information of using the Service ・Information provided when using the Service through feedback forms, email, or other means. Users can provide consent to the acquisition of User Information by the Company when creating the user ID required to use the Service. [2] Information when visiting the website related to the Service (access logs) ・Date, time, IP address, and method of using the website ・Cookies (Only Cookies that are required for the operation of the website and/or Individual Service; provided that, however, other cookies will be included only if users agree. Please also refer to Section 6 “Handling of Cookies etc.”) ・Terminal information and other usage environments ・History information on the Service or other information about the status of users [3] Information obtained from a third party when cooperating with a service provided by such third party ・ID used by a user for a third-party service ・Other information users have authorized to be disclosed to the Company Users can provide consent to the acquisition of User Information by the Company through coordinating with the service provided by the third party. Please refer to the terms of use and privacy policy established by the third party regarding the management of the various information and data by such third party. Users shall have the right to withdraw consent at any time, provided that, however, please note that the Company may be unable to provide the Service unless users provide the above User Information. Purpose of Use: The Company may use and process the acquired User Information for the following purposes. ・For the purpose of providing the Service*5 ・For identity authentication during or after logging in when using the Service*5 ・To announce information on the content of the Service, update information, and provide information regarding changes to the rules*5 ・To contact users to answer inquiries or forward any requested information*5 ・To debug, improve, optimize, or further develop the Service*6 ・To perform analytics and statistics of the usage of the Service*6 ・To make a payment regarding the Service*5 ・To prevent potential violations of laws, regulations, or rules*6 ・To enforce our rights or the rights of users of Company services*6 ・To ensure the proper functionality and security of Company services*6 ・To describe Company services, products, promotions, campaigns, and events*7 ・To contact users for the purpose of seeking their feedback related to the use of services provided by the Company*7 ・To develop new services*7 ・To grasp the distribution status of advertisements, measure advertising effects, and display behavioral targeting advertisements*7 |
5. Provision to third parties
5.1 Provision of Personal Data to third parties
The Company may provide your Personal Data possessed by the Company to a third party in those cases set forth in the following:
[1] Cases based on laws and regulations
[2] Cases in which there is a need to protect a human life, body, or property, and when it is difficult to obtain your consent
[3] Cases in which there is a special need to enhance public hygiene or promote the fostering of healthy children, and when it is difficult to obtain your consent
[4] Cases in which there is a need to cooperate in regard to a central government organization or a local government, or a person entrusted by them performing duties prescribed by laws and regulations, and when there is a possibility that obtaining your consent would interfere with the performance of the said duties
[5] Cases where the Company obtained your consent
5.2 Contractor
The Company may outsource the processing (including data analysis, e-mailing, hosting, and other cloud services; the same shall apply hereinafter) of each acquired information listed in Section 4 Personal Data to be acquired and purpose of use (hereinafter referred to as the “Acquired Information”) to a third party when required to conduct its businessor provide Individual Services. The Company may provide the Acquired Information to the contractor with regard to such consignment (including the storing of Acquired Information on various cloud services).
The Company will select contractors after confirming that the security level of Personal Data is sufficient when consigning the processing of the Acquired Information to a third party. The Company will provide the necessary and appropriate supervision through contracts and other methods with regard to such consignment.
In addition, in linking to a X account, Facebook account, Google account, and other external services, the Company may, with the consent of the user, provide the Acquired Information to third parties that operate such external services.
※In the event of the reorganization, merger, or transfer of business, the Company may transfer all or part of the Acquired Information to the third parties concerned.
6. Handling of Cookies etc.
6.1 Use of Cookies, Web Beacon*4 and IP address
The Company may use Cookies, Web Beacons, and IP addresses on websites provided by the Company for the following purposes:
a. To identify the cause of an incident or problem that occurs on a server and solve it.
b. To improve the contents of websites, emails, and others
c. To customize the contents of websites, emails, and others for individual users
d. To use the information for statistics in a way that cannot identify an individual
You can reject the use of Cookies and Web Beacons by the Company by blocking Cookies in your Internet browser settings. This may, however, cause some restrictions (e.g., some functions, such as customization, may become unavailable)
6.2 Information Collection / Analysis modules
(1) Google Analytics
Several websites provided by the Company use Google Analytics to identify user’s usage of the websites. Google Analytics uses Cookies to collect information to report user information and interest categories. Users can disable Google Analytics at any time by downloading and installing a browser plug-in through the following link:
https://tools.google.com/dlpage/gaoptout?hl=en
For more information about Google Analytics, please visit the following Google web page:
https://www.google.com/analytics/terms/
https://support.google.com/analytics/answer/6004245?hl=en
Users shall have the right to withdraw consent at any time.※8
In the event of the reorganization, merger, or transfer of business, the Company may transfer all or part of the information to the third parties concerned.
(2) Others
In addition, the various services provided by other companies to prevent unauthorized use of input forms and antispam measures and various information collection / analysis modules are used by several websites and the Individual Services provided by the Company. Please refer to the information below for specific details. This content may change from time to time.
List of Information Collection / Analysis Modules etc. #detail
※In the event of the reorganization, merger, or transfer of business, the Company may transfer all or part of the information to the third parties concerned.
7. Shared use of Personal Data
The Company will share and use Personal Data that they possess reciprocally.
| [1] The type of Personal Data that will be jointly used: | Personal Data you provide when submitting a job application form via the Company’s hiring page. |
| [2] Parties who will jointly use Personal Data: | Company and PFN |
| [3] Purpose of Use： | For hiring activities of Company and PFN |
| [4] Parties who assume the responsibility to manage your shared Personal Data, and its address and representative | The Company (details are as described in “16.1 Personal Information Handling Business Operator”) |
| [1] The type of Personal Data that will be jointly used: | Personal Data collected by Company and/or Group Companies from publicly disclosed information “Group Companies” shall mean PFN, Preferred Robotics, Inc., and Preferred Elements, Inc.; the same shall apply hereinafter. |
| [2] Parties who will jointly use Personal Data: | Company and Group Companies |
| [3] Purpose of Use： | Company and Group Companies may use such information for their research and development activities, and provision of Individual Service. |
| [4] Parties who assume the responsibility to manage your shared Personal Data, and its address and representative | (1) Personal Data provided to Company Company (details are as described in “16.1 Personal Information Handling Business Operator”) (2) Personal Data provided to PFN Name： Preferred Networks, Inc. Address： Otemachi Bldg., 1-6-1 Otemachi, Chiyoda-ku, Tokyo 100-0004 Japan Representative： Toru Nishikawa Chief Executive Officer (3) Personal Data provided to Preferred Robotics, Inc. Name： Preferred Robotics, Inc. Address： Otemachi Bldg., 1-6-1 Otemachi, Chiyoda-ku, Tokyo 100-0004 Japan Representative： Toru Isobe Chief Executive Officer (4) Personal Data provided to Preferred Elements, Inc. Name： Preferred Computational Chemistry, Inc. Address： Otemachi Bldg., 1-6-1 Otemachi, Chiyoda-ku, Tokyo 100-0004 Japan Representative： Daisuke Okanohara Chief Executive Officer |
| [1] The type of Personal Data that will be jointly used: | Personal Data (company name, address, affiliated department, position, name, telephone number, fax number, Email address, etc.) provided to the Company to receive announcement of the Company’s services, products, promotions, campaigns and events, which are provided by inputting in the Company’s websites, sending Email to the person in charge or exchanging business card. |
| [2] Parties who will jointly use Personal Data: | The Company and PFN |
| [3] Purpose of Use： | For describing the Company’s or PFN’s services, products, promotions, campaigns, and events |
| [4] Parties who assume the responsibility to manage your shared Personal Data, and its address and representative | The Company (details are as described in “16.1 Personal Information Handling Business Operator”) |
| [1] The type of Personal Data that will be jointly used: | Personal Data (company name, address, affiliated department, position, name, telephone number, fax number, Email address, etc.) provided to PFN to receive announcement of the Company’s services, products, promotions, campaigns and events, which are provided by inputting in the Company’s websites, sending Email to the person in charge or exchanging business card. |
| [2] Parties who will jointly use Personal Data: | The Company and Preferred Networks, Inc. (hereinafter referred to as “PFN”) |
| [3] Purpose of Use： | For describing the Company’s or PFN’s services, products, promotions, campaigns, and events. |
| [4] Parties who assume the responsibility to manage your shared Personal Data, and its address and representative | The Company (details are as described in “16.1 Personal Information Handling Business Operator”) |
Company use several cloud services to conduct their business, and Company may share the Personal Data that we input and store in cloud services with cloud service providers. In such cases, the purpose of use by Company is the purpose of use stipulated in Section 4 above, and the purpose of use of the cloud service providers is to provide their services to Company (Personal Data may be used as anonymized statistical information for the purpose of improving the cloud services of the cloud service providers themselves, etc.).
When providing Personal Data to a cloud service provider, Company will confirm that the cloud service provider’s security level of personal data is sufficient, and will exercise necessary and appropriate supervision through contracts and other methods.
Parties who assume the responsibility to manage your shared Personal Data , and its address and representative: Company (details are as described in “17.1 Personal Information Handling Business Operator”)
8. Storage and records of processing activities
The Company will safely store the Personal Data collected by the Company or received from an entrusting party under strict control. The Company will appoint a chief privacy officer within the Company and designate a handler for each dataset that contains Personal Data and properly manage it.
The Company maintain records of the processing activities of Personal Data. In these records, the Company reflect the information necessary in order to cooperate with the privacy supervisory authorities in each country.
9. Security measures
With regard to the measures necessary to protect your Personal Data, the Company will provide training regarding Personal Data protection to all employees, require security software to be installed on all PCs used for their businesses, draw up PC security guidelines, and regularly check the state of compliance with the guidelines for safe management of your Personal Data. The Company processes Personal Data in a manner that ensures the appropriate level of security. The Company uses appropriate technical or organizational measures to achieve a certain level of protection according to the risk.
10. Notification of user information breaches to the supervisory authorities
In the case of a security breach resulting from accidental or illegal destruction, loss, modification, unauthorized disclosure, or access of Personal Data, the Company have the mechanisms and policies in place to identify and assess the security breach promptly. Depending on the outcome of our assessment, the Company will make the requisite notifications to the supervisory authorities and communication to the affected users.
11. Right regarding Personal Data
You have the following rights regarding the Personal Data collected and processed by the Company. To exercise these rights, you may contact the address listed in Section 17 “Contact.” The above provisions shall not apply if the Company is not obliged under applicable laws and regulations. In addition, if it is extremely difficult to meet the demands of users due to processing capacity or technical difficulties, the Company may not respond.
(1) General
[1] Right to demand access (Disclosure of the purposes of the processing, the categories of Personal Data concerned, the recipients or categories of recipient, and the envisaged period for which Personal Data will be stored)
[2] Right to demand corrections
[3] Right to demand erasure
[4] Right to demand restriction of processing
[5] Right to demand data portability and forwarding to enable the use of Personal Data for services provided parties other than the Company
[6] Right to object
[7] Right to revoke any consent you have given at any time
[8] Right to lodge a complaint with a supervisory authority
(2) For California residents
A user, as a resident of the state of California who meets the requirements of CPRA, has the following rights under CPRA concerning Personal Data. In such case, our company will respond to the user’s request for the following rights in accordance with the provisions of CPRA within 45 days.
[1] The right to access information concerning the processing of Personal Data
Users have the right to request disclosure of the following Personal Data that the Company collected in the preceding 12 months.
・The categories of Personal Data collected by the Company about the user
・The categories of sources from which Personal Data was collected
・The purpose of collecting, or selling or sharing Personal Data
・The categories of third parties to whom Company discloses Personal Data
[2] The right to correct inaccurate user information or delete Personal Data
Users have the right to request the correction of inaccurate Personal Data or deletion of the Personal Data the Company collected from users in accordance with the provisions of CPRA.
[3] The right to opt out of the sale or sharing of user information
Users have the right to request the suspension of the sale or sharing of their Personal Data by the Company or request that the Company not use nor disclose sensitive data.
[4] The right not to be penalized by exercising rights
The Company shall not penalize users nor treat them differently from other users when exercising rights or having exercised the above rights.
12. International Transfer of User Information
The Company may provide Personal Data to third parties located in not only the countries or regions other than the countries stipulated by the rules of the Personal Data Protection Commission as a country that has a Personal Data protection system recognized as being at the same level as Japan (as of last update date of this privacy policy, stipulated countries and regions are the EEA and the UK) but also other countries and regions outside of Japan (hereinafter “other countries and regions outside of Japan” do not include the EEA or the UK).
Countries and regions outside of Japan include the countries and regions listed below:
United States of America, People’s Republic of China, Hong Kong, Republic of Korea, Republic of India, Republic of Singapore, Swiss Confederation, Commonwealth of Australia, and New Zealand Please refer to the link below for the system regarding the protection of Personal Data in each country or region.
https://www.ppc.go.jp/personalinfo/legal/kaiseihogohou/#gaikoku
13. International Transfer of User Information
In accordance with laws and regulations and the operational policy established by the Company, the Company will promptly delete the Acquired Information when it is no long er necessary to retain such information, such as when the purpose of use related to the Acquired Information is achieved.
14. Laws and regulations related to Personal Data
The Company will comply with the applicable laws, regulations, this privacy policy, and other codes relevant to acquiring and managing Personal Data.
15. Review and improvement
The Company will review the status of the management of Personal Data from time to time and will continuously improve the management of Personal Data. The Company may revise this privacy policy at its discretion, and you will confirm the updated privacy policy from time to time; provided that, however, if your consent to the revision of this privacy policy is required by laws and regulations, the Company shall obtain the consent in the manner prescribed by the Company. Any amendment to this privacy policy shall enter into force by placing the amended privacy policy on the website operated by the Company as appropriate.
16. Review and improvement
16.1 Personal Information Handling Business Operator
Otemachi Bldg., 1-6-1 Otemachi, Chiyoda-ku, Tokyo
100-0004 Japan
Preferred Computational Chemistry, Inc.
CEO Daisuke Okanohara
16.2 Data Protection Officer
Internet Initiative Japan Inc.
dpo-office@preferred.jp
16.3 EU Representative
As we are based outside of the EU, Article 27 of the GDPR required that we appoint an EU representative to handle certain data subject requests and queries. In compliance with this, we have appointed DataRep to act as our representative. Any queries requiring the input of our representative, should please be directed to them as follows:
- Sending an email to DataRep at datarequest@datarep.com quoting “Preferred Computational Chemistry, Inc.” in the subject line;
- Using the online webform at http://www.datarep.com/data-request; or
- Mailing your request to the following address
Data Protection Representative Limited
(Company Number: 616588)
12 Northbrook Road, Dublin, Ireland
Please note that if you choose to mail your enquiry, it is essential that you mark your letters for “DataRep” and not “Preferred Computational Chemistry, Inc.”, or your enquiry may not reach them. Please refer cleanly to Preferred Computational Chemistry, Inc. in your correspondence.
16.4 Contact Information
The Company have established an internal system to promptly and appropriately address your concerns about the Personal Data that we handle. Please contact us through this contact form for a request of the disclosure or correction, complaints, or other inquiries concerning your Personal Data possessed by the Company.
*1: We have a separate privacy policy for the acquisition and management of Personal Data of employees of the Company.
*2: An IP address is an identification number for a computer connected to a server. (The user of the computer cannot be identified.)
*3: Cookies are identification information sent from a server and stored in your browser for efficient website operation.
*4: Web Beacons are used in combination with Cookies to obtain statistics about access to certain Web pages.
*5: This Privacy Policy is written in Japanese, and the Japanese text is the original (https://www.preferred.jp/ja/policy/). If there is any conflict or inconsistency between the Japanese text and the English text, the Japanese text shall prevail.
*6: If you are located in the EEA or the UK, the legal basis for this processing is the performance or execution of a contract as provided under the Applicable Data Protection Law (i.e., Art. 6 para. 1 (b) GDPR).
*7: If you are located in the EEA or the UK, the legal basis for this processing is the legitimate interest as provided under the Applicable Data Protection Law (i.e., Art. 6 para. 1 (f) GDPR). The legitimate interest that the Company pursues is the prevention of fraudulent and illegal activities, the protection of our systems and of our users, the enforcement of our legitimate rights and the rights of our users, and the improvement and optimization of the Company’s services that are to be used for the benefit of users.
*8: If you are located in the EEA or the UK, the legal basis for this processing is the consent of user as provided under the Applicable Data Protection Law (i.e., Art. 6 para. 1 (a) GDPR).
List of Information Collection / Analysis Modules etc.
| Name | Service Provider | Information to be acquired | Use of the user information by Service Provider | Subject Individual Service |
| Sentry | Functional Software Inc. | Unique identifier given by the application, terminal information when an error occurs (OS version, model number, memory, screen orientation, remaining battery level, etc.), user information (user ID, affiliated organization, etc.) | The acquired information is stored in the server system managed by Functional Software Inc. Functional Software Inc. will use the acquired information within the scope of its purpose of use in accordance with the terms and conditions (https://sentry.io/terms/). | Matlantis |
Effective: July 1st, 2021
Revised: July 21st, 2021
Revised: December 5th, 2022
Revised: August 26th, 2024
