Privacy Policy
Our Privacy Commitment
Kurofune AI is committed to safeguarding the personal information of our website visitors, clients, and service users. We recognize that trust is essential in the meeting intelligence industry, where sensitive business conversations are processed and stored. This policy outlines our practices for collecting, using, retaining, and protecting your data.
We adhere to applicable data protection regulations, including Japan's Act on the Protection of Personal Information. Our approach is rooted in transparency, proportionality, and accountability. We collect only the information necessary to deliver our services and maintain our business relationship with you, and we handle that information with appropriate care.
Data Collection
Types of Data
We collect several categories of personal and operational data in connection with the use of our website and services. The types of data we gather include the following.
Contact Information
Names, email addresses, phone numbers, and company details provided when you submit inquiries, sign up for services, or communicate with our team through any channel.
Audio Data
Meeting recordings and audio files submitted for transcription and summarization, which may contain voice data and spoken content from participants in the recorded sessions.
Usage Data
Information about how you interact with our website and platform, including pages visited, features used, session duration, and device information collected through cookies and analytics tools.
Billing Information
Payment details and billing addresses provided during service subscription, processed securely through certified third-party payment providers and not stored directly on our servers.
Collection Methods
We collect personal data through several channels, each designed to support the delivery and improvement of our services.
- Directly from you when you complete forms on our website, submit audio files, or communicate with our support and sales teams.
- Automatically through cookies and similar tracking technologies when you browse our website or use our platform dashboard.
- From third-party sources such as conferencing platform integrations and business directories when you authorize a service connection.
Legal Basis
We process your personal data based on one or more of the following legal grounds: your explicit consent, which you provide when submitting information through our forms or agreeing to our terms of service; the necessity of processing for the performance of a contract between you and Kurofune AI; our legitimate business interests, such as improving our services and ensuring platform security, provided these interests do not override your fundamental rights; and compliance with legal obligations under applicable Japanese and international data protection laws.
Data Retention
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law. Contact information and account data are retained for the duration of the client relationship and for a reasonable period thereafter to support any outstanding obligations. Meeting audio and transcript data are retained according to the terms agreed upon in your service contract, and clients may request deletion at any time. Usage and analytics data are retained in anonymized form for up to two years for the purpose of service improvement.
How We Use Data
Service Delivery
We use audio data and contact information to provide transcription, summarization, and action item extraction services as described in your service agreement. This includes processing audio recordings, generating output documents, and delivering them through our platform dashboard.
Platform Improvement
Anonymized usage data helps us understand how clients interact with our platform, identify areas for improvement, and develop new features that address real workflow needs. We do not use identifiable meeting content for model training without explicit consent.
Communication
We use your contact information to respond to inquiries, provide service updates, send billing notifications, and share relevant product information. You can opt out of promotional communications at any time through the unsubscribe mechanism provided in each message.
Security and Compliance
We process certain data to maintain the security and integrity of our platform, detect and prevent unauthorized access, and comply with applicable legal obligations. This includes monitoring system activity, maintaining access logs, and cooperating with regulatory authorities when required by law.
Data Sharing Practices
Kurofune AI does not sell personal data to third parties. We share information only in limited circumstances and with appropriate safeguards in place.
- • Cloud infrastructure providers who host and process data under strict contractual data protection obligations.
- • Payment processors who handle billing transactions securely and in compliance with industry standards.
- • Analytics services that help us understand website usage through aggregated and anonymized reporting.
- • Legal and regulatory authorities when disclosure is required by law or to protect our legitimate interests.
All third-party recipients are bound by confidentiality agreements and are permitted to use shared data only for the specific purposes outlined in our contractual arrangements.
Security Measures
Protecting your data is a core priority at Kurofune AI. We implement a range of technical and organizational measures designed to safeguard personal information against unauthorized access, alteration, disclosure, or destruction throughout its lifecycle.
Encryption in Transit
All data transmitted between your device and our servers is protected using TLS encryption, ensuring that information cannot be intercepted or tampered with during transfer. This applies to website browsing, file uploads, and API communications.
Encryption at Rest
Stored data, including audio files and transcripts, is encrypted using industry-standard encryption algorithms. Access to decryption keys is restricted to authorized systems and personnel only.
Access Control Protocols
We enforce role-based access controls, requiring authentication and authorization at every level. Staff access to client data is limited to those with a direct operational need, and all access events are logged and audited.
Regular Security Assessments
Our infrastructure and application security undergoes periodic assessments, including vulnerability scans and penetration testing conducted by qualified professionals. We promptly address any identified risks to maintain a strong security posture.
Your Data Rights
Under applicable data protection laws, you have specific rights regarding your personal data. We respect these rights and have established processes to help you exercise them promptly.
Right of Access
You may request a copy of the personal data we hold about you. We will provide this information in a structured, commonly used format within a reasonable timeframe, typically within 30 days of receiving your verified request.
Right to Rectification
If any personal data we hold is inaccurate or incomplete, you have the right to request correction. We will update the relevant records promptly upon verification of your identity and the accuracy of the requested changes.
Right to Erasure
You may request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected, when you withdraw consent, or when continued processing lacks a legal basis. Certain data may be retained where required by law.
Right to Restriction
You may request that we limit the processing of your personal data under certain circumstances, such as when you contest its accuracy or object to its processing. During the restriction period, we will store the data but not actively process it.
Right to Portability
Where technically feasible, you have the right to receive your personal data in a structured, machine-readable format and to transmit that data to another service provider. This right applies to data processed on the basis of consent or contractual necessity.
Right to Object
You have the right to object to the processing of your personal data where processing is based on legitimate interests. Upon receiving your objection, we will cease processing unless we demonstrate compelling legitimate grounds that override your interests, rights, and freedoms.
How to Exercise Your Rights
To exercise any of the rights described above, please contact us at info@distantpathfinder.com or write to Kurofune AI at 4-6-12 Kaigan, Minato-ku, Tokyo 108-0022. We will verify your identity before processing any request and respond within 30 days. If a request is complex or if we receive a large number of requests, we may extend this period by an additional 30 days with prior notification.
Opt-Out Options
We provide several options for opting out of specific data processing activities. You can exercise these choices at any time without affecting your ability to use our core services.
- Unsubscribe from promotional emails by clicking the opt-out link provided in the footer of each marketing communication.
- Adjust cookie preferences through our cookie management page to control which tracking technologies are active on your device.
- Contact our team to request the removal of your data from analytics processing or to restrict specific types of data usage.
Please note that opting out of certain processing activities may limit the features or personalization available to you. Essential processing related to service delivery and legal compliance cannot be opted out of while maintaining an active service subscription.
Policy Updates
We may update this privacy policy from time to time to reflect changes in our practices, technology, or legal requirements. When material changes are made, we will notify existing clients by email and post a notice on our website.
We encourage you to review this page periodically to stay informed about how we protect your data. Your continued use of our services following any updates constitutes your acknowledgment of the revised terms.
February 1, 2026