Terms and Conditions

These conditions govern an engagement between a client and Velvet 101 Godo Kaisha once the client has accepted a written scope for one or more of our services. Where the written scope and these conditions disagree, the written scope prevails for that engagement.

When these conditions apply

1. They apply to Application Handling Setup, Interview Record Support and Hiring Process Review, and to any adjustment made inside the agreed scope.
2. Use of the website alone is covered by the Terms of Service instead.
3. The client is the organisation named in the written scope. The conditions are intended for business clients, not for consumers.

What the client is responsible for

1. Making sure the client has a lawful basis for collecting and using the applicant data that is involved, and for telling applicants why it is collected.
2. Telling applicants before an interview that a record will be made, whenever the Interview Record Support service is in use. We can supply suggested wording on request.
3. Providing the evaluation forms, sample records, system access and panel time that were listed in the scope, on the dates that were agreed.
4. Checking each deliverable against its own source material and deciding for itself whether to rely on it.
5. Every decision about an applicant. We organise, record and review; we do not decide, rank or recommend who is hired.

Applicant data

1. We handle applicant data only on the client's instructions and only for the work in the scope. Our Privacy Policy describes the general approach.
2. The scope states which records are used, where they are stored, who can open them, which outside tools are involved and the country in which each stores data.
3. A tool that stores or processes applicant data outside Japan is added only with the client's agreement given in writing before the trial.
4. At the end of the retention period named in the scope, the records are returned or deleted and we confirm which in writing.

AI-assisted output

1. Summaries, extracted fields and process findings are produced partly with AI-assisted tools. They are drafts and may be incomplete or wrong.
2. Each interview record points back to the statement it comes from, so that a panel member can check it before using it.
3. We make no promise that the output is free of error, and we do not accept responsibility for a decision taken on output that nobody checked.

Fees and payment

1. The fee for each service is stated in yen in the written scope and covers the work described there, including the written operating procedure delivered at handover.
2. Our services are fixed-length engagements, not subscriptions. Work beyond the stated scope is quoted and agreed separately before it starts.
3. The payment timetable and the treatment of consumption tax are set out in the written scope.

Adjustments included

1. If the format, template or report we deliver does not match how the client's team works, we adjust it within the agreed length of the engagement at no extra charge.
2. A change that adds a new application channel, a new system or a new stage is outside the original scope and is quoted separately.

Confidentiality and deliverables

1. Each side keeps confidential what the other discloses in connection with the engagement, unless it is already public or the law requires disclosure.
2. The written operating procedure and any report belong to the client for its internal use after payment. Our general methods and know-how stay with us.

Liability

1. Our liability for loss arising from an engagement is limited, to the extent the law allows, to the fee paid for the service in question.
2. We are not liable for indirect or consequential loss, or for delay or failure caused by events outside our reasonable control.
3. These limits do not apply to loss caused by our wilful misconduct or gross negligence, or where Japanese law does not permit the limit.

Ending an engagement

1. Either side may end an engagement by written notice. The client pays for work done up to that date in proportion to the scope.
2. When an engagement ends, the applicant data is returned or deleted as the scope provides.

Governing law and disputes

1. These conditions are governed by the laws of Japan.
2. We aim to settle any disagreement by talking it through first. If that fails, the Fukuoka District Court has jurisdiction in the first instance.
3. If one provision turns out to be unenforceable, the others remain in force.

Changes

We may update these conditions. An update does not alter a scope that has already been accepted. This version was revised in October 2026. Questions can go to info@velvet101.com.