PROdb Security and Privacy

Security and Privacy Policy

Updated: October 29, 2025

The privacy of your data is very important to us. This document explains how your data is stored, where it is stored and whether it is stored securely.

“PROdb” is our brand name for the applications eSolia develops and hosts via the PaaS “dbFLEX”, owned and operated by ForeSoft. This document’s use of the brand name “PROdb” refers to the PaaS service.

Security

Infrastructure

Customer Data is stored and processed in the following data centers with appropriate physical, technological, and administrative controls enacted to ensure appropriate access of Customer Data.

Data Centers

Steadfast Networks Data Center Colocation, Chicago, IL, United States
Biometric authentication locks and 24/7 surveillance systems
Dual diesel-powered emergency generators
Advanced fire suppression systems
Security and Certifications

Data Encryption

Communication Encryption

256-bit (SHA2) TLS certificate encryption
Support for TLS 1.0, 1.1 and 1.2
All data communications protected by SSL

Storage Encryption

Databases encrypted via AES256
File attachments also encrypted via AES256
Backup data stored in encrypted format

Data Backups and Disaster Recovery

Backup System

Hourly automated data backups
Encrypted backup files
Secure disaster recovery facility replication
6-month retention period before permanent deletion
No removable media used for backup storage

Recovery Infrastructure

Rapid disaster recovery capabilities
Secure server backup storage
Special recovery procedures for natural disasters and security breaches

Personnel Access Control

Administrative Access

Small operations team with infrastructure access
Read-only access to database metadata for troubleshooting
No customer database access without invitation or authorization

Security Measures

All employees sign confidentiality agreements
Security training and best practices education
VPN-only remote server access for authorized personnel
All access events logged by IP address

Incident Response

Response Protocol

Email notification to all affected customers within 72 hours of suspected or confirmed data breach
Rapid investigation and response measures
Transparent reporting and improvement strategies

Privacy

Personally Identifiable Information (PII)

Information We Collect

First and last name - for personalized user experience
Email address - for unique user identification and communication
Password - for account security
Locale and time zone - for appropriate data formatting

Data Handling

User accounts cannot be deleted due to data integrity constraints
Personally identifiable information can be cleared upon request
Secure encryption protects all information

Third-Party Disclosure

We will never pass your personal information to third parties
We won’t use your name in marketing statements without your permission

Internal System Usage

Secure copying into customer database, support system, billing system
All systems covered by eSolia’s Security and Privacy Policies

Purpose

User authentication
Keeping user preferences
Tracking user movements around the site

Security

No cookies contain personally identifiable information
Secure implementation and access controls

Law Enforcement

Policy

We reject requests to supply data to law enforcement unless by official court order
We reject data disclosure requests without legal mandate
We will always inform customers when we receive such requests (unless legally prevented)

Data Retention and Deletion

Customer Responsibilities

Data Management

Customers are responsible for understanding and implementing their data retention and deletion requirements
Customers may delete their data at any time
Immediate erasure from production systems

Complete Purge Timeline

Up to 6 months for complete purge from PROdb backup systems
Security and recovery backup retention period

Deletion Processes

Deleted Records

Moved to database “Recycle Bin” for 30 days
Automatic purge after 30 days
Manual purge available by database administrator

Expired Databases

Databases become ‘expired’ when trial period ends or subscription is cancelled
PROdb system blocks access to expired databases
Paid databases: securely kept in locked state until deletion
Trial databases: automatically deleted within 90 days after expiration

Deleted Databases

Immediate disappearance from user access
Physical deletion from system within 30 days
6-month residence in system backups

Additional Important Information

Business Continuity

Stable Operations

ForeSoft (dbFLEX operator) maintains strong financial stability
100% debt-free operations without reliance on financing
No intention to cease operations
Commitment to serving customers throughout database subscription life

Data Portability

Export tools provided for local data storage
Customer data portability guaranteed

Intellectual Property

Customer Rights

Database structure and workflow configuration are customer intellectual property
PROdb protects customer intellectual property
No sharing with other customers

Changes to This Document

We reserve the right to modify this document at any time. We will announce changes on this website in the news section.

Contact Information

If you have any questions or concerns regarding this statement, please contact eSolia Inc.:

eSolia Inc.
Shiodome City Center 5F (Work Styling), 1-5-2 Higashi-Shimbashi,
Minato-ku, Tokyo, Japan, 105-7105
Main: +813-4577-3380
Urgent Support: +813-4577-3389

Website: esolia.com | esolia.co.jp