Privacy Policy

Your privacy matters to us. We're committed to protecting your personal information and being transparent about how we collect, use, and safeguard your data.

Last Updated: January 15, 2025 | Effective Date: January 15, 2025

Introduction and Overview

CleverMindDataFlow ("we," "us," or "our") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, process, and disclose your information when you use our financial analysis services, visit our website at cleverminddataflow.com, or interact with our team.

This policy applies to all users of our services, whether you're browsing our website, participating in our programs, or receiving our financial analysis reports. We operate under Japanese privacy laws and regulations, ensuring compliance with the Personal Information Protection Act (PIPA) and relevant international standards.

Key Privacy Principles

We believe in minimal data collection, transparent processing, secure storage, and giving you control over your personal information. Our approach prioritizes your privacy while delivering valuable financial insights.

Information We Collect

Personal Information

  • Name, email address, and phone number when you contact us or sign up for services
  • Company information including business name, industry, and role when relevant to our services
  • Communication preferences and language settings
  • Payment information processed through secure third-party payment processors

Technical Information

  • IP address, browser type, and device information
  • Website usage patterns, pages visited, and time spent on our site
  • Referral sources and search terms used to find our website
  • Cookies and similar tracking technologies for website functionality

Business and Financial Data

  • Financial documents and data you provide for analysis purposes
  • Business metrics, performance indicators, and industry-specific information
  • Feedback, questions, and correspondence related to our services

How We Use Your Information

Purpose Legal Basis Data Types
Providing financial analysis services Contract performance Personal, business, and financial data
Customer support and communication Legitimate interests Contact information and correspondence
Website functionality and improvement Legitimate interests Technical information and usage data
Legal compliance and security Legal obligation All relevant data as required by law

We process your information to deliver our core services, maintain our relationship with you, and meet our legal obligations. Our financial analysis services require access to your business data to provide meaningful insights and recommendations. We also use aggregated, anonymized data to improve our methodologies and service quality.

Data Sharing and Disclosure

We maintain strict control over your personal information and do not sell, rent, or trade your data to third parties. However, we may share information in specific circumstances:

Service Providers

We work with carefully selected third-party service providers who assist with payment processing, email communications, cloud hosting, and technical support. These partners are bound by confidentiality agreements and can only use your data as instructed by us.

Legal Requirements

We may disclose your information when required by Japanese law, court orders, or government requests. This includes cooperation with tax authorities, financial regulators, and law enforcement when legally mandated.

Business Transfers

In the unlikely event of a merger, acquisition, or sale of our business, your information may be transferred to the new entity. We would notify you of such changes and ensure continued protection of your data.

International Transfers

When we transfer data outside Japan, we ensure appropriate safeguards are in place, including standard contractual clauses and adequacy decisions. Your data receives the same level of protection regardless of where it's processed.

Your Privacy Rights

Access and Portability

Request a copy of your personal data and receive it in a structured, commonly used format.

Correction and Updates

Update incorrect or incomplete personal information we hold about you.

Deletion and Erasure

Request deletion of your personal data when no longer needed for our services.

Processing Restrictions

Limit how we use your data in certain circumstances while maintaining essential services.

Objection Rights

Object to processing based on legitimate interests or for direct marketing purposes.

Complaint Rights

File complaints with the Personal Information Protection Commission if you believe your rights have been violated.

To exercise any of these rights, contact us using the information provided below. We'll respond to your request within 30 days and may ask for identification verification to protect your privacy. Some requests may take longer to process, particularly complex data portability requests.

Data Security and Protection

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our security framework includes both technical and organizational measures designed to safeguard your data throughout its lifecycle.

Technical Safeguards

  • End-to-end encryption for data transmission and storage
  • Multi-factor authentication for system access
  • Regular security monitoring and intrusion detection
  • Secure cloud infrastructure with redundant backups
  • Regular security updates and patch management

Organizational Measures

  • Staff training on data protection and privacy practices
  • Access controls limiting data access to authorized personnel only
  • Regular security audits and vulnerability assessments
  • Incident response procedures for potential data breaches
  • Third-party security certifications and compliance verification
ISO 27001 Aligned PIPA Compliant Encrypted Storage Regular Audits

Data Retention and Deletion

We retain your personal information only as long as necessary to fulfill the purposes for which it was collected, meet our legal obligations, and resolve disputes. Our retention periods vary based on the type of information and its intended use.

Standard Retention Periods

  • Customer account information: 7 years after account closure
  • Financial analysis data: 5 years after service completion
  • Communication records: 3 years after last interaction
  • Website usage data: 2 years from collection date
  • Marketing communications: Until unsubscribe or 3 years of inactivity

Secure Deletion Process

When retention periods expire or you request deletion, we permanently remove your data using industry-standard deletion methods. This includes secure overwriting of digital storage media and destruction of physical documents. We maintain logs of deletion activities for compliance purposes.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience, analyze website performance, and provide personalized content. You can control cookie settings through your browser preferences.

Types of Cookies We Use

  • Essential cookies: Required for basic website functionality and security
  • Performance cookies: Help us understand how visitors use our website
  • Functional cookies: Remember your preferences and settings
  • Analytics cookies: Provide insights into website usage and performance

We do not use advertising cookies or share cookie data with advertising networks. Most cookies expire within one year, and you can delete them at any time through your browser settings.

Changes to This Privacy Policy

We may update this privacy policy periodically to reflect changes in our practices, services, or legal requirements. When we make significant changes, we'll notify you through email or prominent website notices at least 30 days before the changes take effect.

We encourage you to review this policy regularly to stay informed about how we protect your information. The "Last Updated" date at the top of this page indicates when the most recent changes were made.

Your Continued Use

By continuing to use our services after policy changes take effect, you acknowledge and accept the updated terms. If you disagree with changes, you may discontinue using our services and request data deletion.

Privacy Questions and Contact Information

If you have questions about this privacy policy, want to exercise your privacy rights, or need assistance with data-related concerns, please contact us using the information below.

CleverMindDataFlow Privacy Team
3 Shimodacho, Nishi Ward, 堺市西区下田町西区 Osaka 593-8329, Japan
Phone: +81735720043
Email: info@cleverminddataflow.com
Privacy Inquiries: privacy@cleverminddataflow.com

We aim to respond to all privacy-related inquiries within 48 hours during business days. For urgent matters involving potential data breaches or security concerns, please call our main number directly.