Data Protection Policy

Radiance International Co., Ltd. ("we", "us") handles personal and business information obtained through Ninvo ("the Service") in accordance with Japan's Act on the Protection of Personal Information (APPI) and related laws, as set out below.

1. Who we are

2. Information we collect

About you, our customer

• Company or trading name, contact person, email address
• The Google account email used to share your spreadsheet
• Your plan, billing and payment details
• The content of your enquiries
• When you submit the enquiry form: how you heard about us (if you choose to answer), the address of the page you came from (referrer), and any campaign identifier in the URL you arrived with

The last item exists so we can tell which channel an enquiry came through. It is recorded only at the moment you submit the form, uses no cookies, and is not sent to any external analytics service.

Contained in the invoices you upload or forward

• Supplier name, address, contact details, qualified invoice registration number
• Line items, quantities, unit prices, amounts, invoice dates and numbers

Where a supplier is a sole proprietor, this may include personal information. We handle such information solely to provide the Service, as entrusted by you.

3. Purpose of use

• Providing, operating and maintaining the Service
• Reading invoices, updating inventory records, detecting anomalies, drafting reorder emails
• Retaining invoices under Japan's Electronic Bookkeeping Act
• Billing and confirming payment
• Responding to enquiries and providing support
• Sending important notices about the Service

We will obtain your consent before using the information beyond these purposes.

4. Where data is stored

Where data is stored depends on the type of data, so we set out each type separately.

Held in your own Google account

Your inventory table and invoice log are stored in a spreadsheet inside your own Google account. They belong to you and remain with you after the contract ends.

Held on our servers

The original invoice files we receive, and the information read from them (supplier names, line items, amounts and so on), are also stored on servers we control, in order to keep the Service running and to meet statutory retention duties. This covers processed invoice files, extraction results, anomaly records, reorder records, and the retention archive maintained under the Electronic Bookkeeping Act.

5. Retention periods

Retention periods differ by data type and rest on different legal bases, so we set them out separately.

Ordinary personal information (contact details, settings)

Deleted without delay when the contract ends or when you ask us to delete it.

Invoice records

Invoice data is retained for seven years under the Electronic Bookkeeping Act. This is a statutory retention duty distinct from other personal information, and it continues after the contract ends until the period expires.

This retention exists to protect your own tax compliance, not so that we can accumulate or exploit data. Archived files carry a SHA-256 hash for tamper detection and are stored so they can be searched by supplier and period.

6. Disclosure to third parties

We do not provide personal information to third parties without your prior consent, except where required by law. We do not sell your data. We do not use your data to train AI models.

7. Processors (external services we use)

We use the following external services to provide the Service. All are located in the United States, and we supervise them as our processors.

These transfers constitute provision of personal data to third parties outside Japan. We explain this when the contract is made and handle the data on the basis of your consent.

8. Analytics and cookies

Our website uses no analytics tools and no advertising cookies. However, pages load web fonts (Google Fonts) and an animation library (jsDelivr) from external sources, so those providers receive your IP address.

9. Security measures

• All communication is encrypted with SSL/TLS.
• Credentials such as API keys are held as environment variables, never in source code.
• Each customer's configuration and data are kept separate from those of other customers.
• Our access to Google Sheets is limited to the file you share with us. We cannot reach any other file or information.
• Archived invoice files carry a hash value for tamper detection.

10. Your rights

You (or your agent) may request notification of the purpose of use, disclosure, correction, addition or deletion, suspension of use or erasure, suspension of third-party provision, and disclosure of third-party provision records, in respect of retained personal data.

Send requests to support@ninvo.jp. We will verify your identity and respond without delay. We do not charge a fee for these requests.

11. Complaints and enquiries

For enquiries or complaints about this policy or our handling of personal information:
Radiance International Co., Ltd. — Privacy Contact
support@ninvo.jp

12. Changes to this policy

We may amend this policy following changes in law or to the Service. Where a change is significant we will announce it on this page or by email.