Tag: “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. PII Sharing Limitations 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. PII-related Requests 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 This website does not use cookies. For more information about our cookie-free approach, see our Cookie Policy. 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. Related Information Legal Information - Overview of all legal documents Terms of Service - Website usage terms Disclaimer - Important disclaimers and limitations PROdb Terms of Service - Service-specific terms

This page provides access to all legal documents and policies related to our website and services. We are committed to transparency and compliance with applicable laws and regulations. Legal Documents Privacy Policy How we collect, use, and protect your personal information. Our commitment to your privacy and data protection rights. Read policy Software License Open source license for our website source code, including terms of use, modification, and distribution rights. View license Terms of Service Terms and conditions for using our website and services, including user responsibilities and limitations. Read terms Cookie Policy Information about how we use cookies and similar technologies on our website for analytics and functionality. Cookie details Data Protection Our commitment to GDPR compliance, data protection principles, and your rights regarding personal information. Learn more Disclaimer Important disclaimers regarding the information and services provided on our website and their limitations. Read disclaimer Compliance We are committed to compliance with applicable laws and regulations, including: GDPR (General Data Protection Regulation) for EU users Japanese Privacy Laws for domestic operations Accessibility Standards (WCAG 2.1 AA) for inclusive design Security Standards for data protection and user safety Your Rights Under applicable privacy laws, you may have rights including: Access to your personal information Correction of inaccurate data Deletion of your personal information Objection to processing Data portability Withdrawal of consent Contact for Legal Matters For questions about our legal policies, privacy practices, or to exercise your rights, please contact us through our main contact form and specify the legal nature of your inquiry. Last Updated All legal documents are regularly reviewed and updated. Check individual policies for their specific revision dates.

Updated: 1 November 2025 This Cookie Policy explains eSolia Inc.'s ("we," "our," or "us") approach to cookies and similar technologies on our website. What Are Cookies Cookies are small text files that are placed on your computer or mobile device when you visit a website. They are widely used to make websites work more efficiently and provide a better user experience. How We Use Cookies This website does not use cookies. We have designed our main website to function without the use of cookies or similar tracking technologies. This means: No cookies are set by our website JavaScript No local storage of user preferences No tracking of user behavior No analytics cookies or tracking pixels Separate Services PROdb Cloud Database Our cloud database service, PROdb, operates separately from this website and does use cookies for essential functionality such as user authentication and session management. If you use PROdb services, please refer to the PROdb Security & Privacy policy for detailed information about cookies used in that application. Analytics We may use privacy-focused analytics that operate without cookies to understand general website usage patterns. Any analytics used are: Cookie-free by design Do not collect personal information Do not track users across websites Comply with privacy regulations No Third-Party Tracking We do not use: Google Analytics or other invasive analytics Social media tracking pixels Advertising cookies Cross-site tracking technologies Any form of behavioral targeting Your Choices No Action Required Since this website does not use cookies, no action is required on your part. Your privacy is protected by default. Browser Settings While not necessary for our website, you can still control cookie settings for other websites you visit Browser Settings You can control cookie settings through your web browser: Chrome: Settings > Privacy and security > Cookies and other site data Firefox: Settings > Privacy & Security > Cookies and Site Data Safari: Preferences > Privacy > Cookies and website data Edge: Settings > Cookies and site permissions Privacy-First Approach Our zero-cookie approach reflects our commitment to user privacy: No cookies whatsoever on this website No tracking or behavioral monitoring No personal data collection through web technologies No third-party tracking or advertising networks Complete privacy by design Updates to This Policy We reserve the right to update this Cookie Policy 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. Related Information Privacy Policy - Our complete privacy policy Legal Information - Overview of all legal documents

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 Sharing Personally Identifiable 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 Cookie Usage 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. Contacting eSolia Please see below for our contact information. Related Information PROdb Cloud Database PROdb Support PROdb Terms of Service Commercial Disclosure