Privacy Policy

This policy covers two separate things: what happens to the details you send us through this website, and how we treat personal data about job applicants when a hiring team engages Velvet 101 for application handling or interview records. It is written with Japan's Act on the Protection of Personal Information (APPI) in mind, and we have tried to keep it readable by someone who is not a lawyer.

Who is responsible

The operator of this site is Velvet 101 Godo Kaisha, 2-7-14 Tenjin, Chuo-ku, Fukuoka, Fukuoka 810-0001, Japan. You can reach us on +81 92-724-3186 or at info@velvet101.com.

The roles differ by situation. For the enquiries you send us, we decide why and how the data is used. For applicant records inside a client project, the hiring company decided to collect that data and we work on its behalf, under the scope document we agree before anything is set up.

What we receive from site visitors

• · Your name, email address and message, plus the subject line on the contact page, when you use an enquiry form.
• · Anything you choose to write in the message itself. Please keep applicant names, CVs and other candidate details out of the form; a first enquiry does not need them.
• · A single entry in your own browser's local storage that remembers your cookie choice. It stays on your device and is not sent to us.
• · Ordinary access records kept by the company that hosts the site, such as IP address, time and requested page. We do not use these to identify individual visitors.

Why we use it

Enquiry details are used to answer you, to work out whether one of our three services suits your hiring process, and to keep a short record of the conversation so that we do not ask you the same questions twice. They are not used for newsletters, are not sold, and are not passed on for marketing. If you later become a client, the written scope replaces this page for the project work itself.

Applicant data inside a client project

Two of our services, Application Handling Setup and Interview Record Support, put us in contact with applicant information: names, contact details, CV content and, for interviews, what was said. We handle it only to build and test the setup the client asked for, and only the records needed for that trial.

Before work begins, the scope document states which records are involved, where they are stored, how long they are kept and who on our side can open them. Telling applicants why their data is collected, and that an interview is being recorded, is the client's duty as the hiring company; on request we supply plain wording for that notice. Records from one client are never used for another client's project.

AI tools used in these services produce drafts. A summary can leave something out or get something wrong, which is why each statement in an interview record is tied back to where it came from, and why we recommend that a panel member checks it before relying on it. We do not score, rank or screen out applicants.

Some details need extra care under the APPI, for instance health, disability, creed or criminal history. We ask clients to set intake so that such information is not pulled into the structured record unless the client has a lawful reason to hold it.

Tools and providers

We do not sell personal data. Like most small firms we rely on outside software for email, file storage and AI-assisted processing. When a project uses a tool that stores or processes applicant data outside Japan, the scope document names the tool and the country, and the client agrees to it before the trial starts. For ordinary website enquiries, ask us and we will tell you which providers currently handle them.

How long we keep it

• · Enquiries that do not lead to a project: about twelve months after the last message, then deleted.
• · Project records: for the period written in the scope document. When it ends, the records are returned or deleted, and we confirm in writing which one happened.
• · Cookie choice: stays in your browser until you clear it or change it on the Cookies page.

Security measures

• · Project records are kept apart by client, and only the people working on that project can open them.
• · Accounts used for project work are protected with passwords and, where a service offers it, two-step sign-in.
• · If personal data is lost or exposed, we tell the client and, where the APPI requires it, the Personal Information Protection Commission and the people affected.

Your rights under the APPI

You may ask us to disclose the personal data we hold about you, to correct or add to it, to delete it, or to stop using it or passing it to others. Write to info@velvet101.com or to our Fukuoka address above. We may ask you to confirm who you are first, and we answer without undue delay. If the law allows us to decline a request, we say so and give the reason.

If you are a job applicant at one of our clients and your data sits in a project we are running, we will either pass your request to that client or tell you who to contact.

Cookies and similar storage

What this site stores in your browser, and how to change your choice, is explained on the Cookie Policy page.

Opting out

You are not required to give us any personal information to read this site. If you would rather not share your data, simply do not use the enquiry form, block cookies in your browser, or write to us and ask that anything you previously sent be deleted.

Changes to this policy

When our practices change, we update this page. This version was revised in October 2026.