eSolia Privacy Policy

eSolia Statement on Privacy

Updated: 9 June 2025

eSolia Inc. (hereafter “eSolia”) is committed to protecting and securing the personally identifiable information (“PII”) that you provide to us through our websites or in the course of receiving our professional services. This page outlines our policy regarding the collection, use, and protection of such information. By using our websites or services, you agree to this policy.

Information Collection and Use

eSolia is committed to the safe and secure handling of any PII collected and to protecting it from unauthorized access, loss, corruption, or leakage.

Purpose of PII Collection

We will not collect PII for purposes other than those listed below without your explicit consent:

To contact you when you submit information via our website inquiry form regarding our professional services.
To send direct communications such as newsletters or service announcements.
To register you for trials or paid accounts for our PROdb cloud database.
To collect responses to surveys or questionnaires.
To contact client users via email, phone, or letter in the course of providing professional services. This may include your name, job title, company email address, phone number, and other relevant contact information necessary for project communication and service delivery.
To verify your organization’s financial information.
To send commercial documents such as contracts, contract addenda, quotes, purchase orders, e-signature requests, invoices, delivery notices, account statements, project reports, or similar materials.

The legal basis for processing your PII includes the performance of a contract, compliance with legal obligations, and our legitimate interests in operating and improving our services.

User Rights Regarding PII

Depending on your jurisdiction, you may have the following rights regarding your PII:

The right to access the PII we hold about you
The right to request correction or deletion of your PII
The right to object to or restrict our processing of your PII
The right to data portability
The right to withdraw consent at any time (where processing is based on consent)
The right to lodge a complaint with a data protection authority

To exercise any of these rights, please contact us using the information provided at the bottom of this page.

eSolia respects your privacy and will not sell, rent, or otherwise disclose your PII to third parties, except in the following cases:

With your explicit permission
When required by law, court order, or governmental authority
In urgent circumstances to protect the rights, property, or safety of eSolia, its customers, or the public
In the event of a merger or acquisition, to continue providing services under a different entity name
With trusted third-party service providers (e.g., IT support, accounting, email delivery) who perform functions on our behalf, under strict data protection agreements and only to the extent necessary

PII Storage Locations

Your PII may be stored in the following systems and locations:

Microsoft M365 – Office files and OneDrive/SharePoint (Japan and Asia Pacific data centers)
AFI Backup – Backup of M365 files (Europe data center)
PROdb Cloud Database – “Contacts” and “Inquiries” tables (Chicago, USA data center)
Bulk Email System – Mailing list (AWS US-East-1 server)
Yayoi Accounting System – Contact list (Local server in Shiodome, Tokyo office)

We retain your PII only as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting obligations. Retention periods vary depending on the type and purpose of the data.

International Data Transfers

By using our services, you acknowledge and agree that your PII may be transferred to and stored in countries outside your country of residence, including Japan, the United States, and countries in Europe. We take appropriate steps to ensure your data is treated securely and in accordance with this privacy policy and applicable laws, including the use of standard contractual clauses where required.

You may contact us to:

Inquire about the PII we currently hold about you
Request the addition, correction, or deletion of your PII
Request that we cease using your PII

In some cases, you may be able to directly access, edit, or delete your own PII through our systems.

Logging and Tracking

Cookies

Our websites may use “cookies,” which are small data files created by your browser and stored on your device. These cookies may store encrypted login credentials, user preferences, and site navigation history. No cookies we use contain PII.

Log Files

We collect basic log data such as IP addresses, browser types, operating systems, referring URLs, page views, and access times. This information is used to analyze trends, administer the site, track usage, and gather aggregate demographic data. Logged data is not linked to PII.

Do Not Track “DNT”

Although DNT is deprecated and no longer supported by major browsers, we do not track your activity across websites.

Changes in this Privacy Statement

We reserve the right to update this privacy statement at any time. Changes will be announced in the “updates” section on the top page of this website, and the latest update date will be shown at the top of this page.