Privacy Policy

Silent Griffin Godo Kaisha
4-21-5 Katakasu, Hakata-ku, Fukuoka 812-0043

Our commitment

Silent Griffin Godo Kaisha ("the Company", "we", "us") is committed to handling personal data carefully and transparently. This policy explains what we collect, how we use it, and the rights available to you.

Data collection

• What we collect: name and email address submitted through contact forms, and standard analytics data if cookies are accepted.
• How it's collected: directly through forms on this site, and through cookies where consent has been given.
• Legal basis: consent, and legitimate interest in responding to enquiries.
• Retention: contact data is kept only as long as needed to respond to and document an enquiry.

Data usage

• Personal data submitted through the contact form is used solely to respond to your enquiry.
• We do not sell personal data to third parties.
• Analytics data, where consented to, helps us understand how the site is used and improve it over time.
• We do not send marketing communications unless separately agreed.

Data protection measures

• Reasonable technical and organisational measures are in place to protect submitted data.
• Access to personal data is limited to those who need it to respond to enquiries.
• In the event of a data breach affecting personal data, we will take appropriate steps to notify those affected as required by applicable law.

Your rights

• Right to access the personal data we hold about you.
• Right to correction or erasure of that data.
• Right to data portability, where applicable.
• Right to object to certain processing.
• To exercise any of these rights, please contact us via the Contact page.

Two kinds of personal data

This policy covers two different situations. The first is the ordinary one: someone writes to us through the contact form and we hold their name, email and message. The second is particular to our work. When a company engages us to build a knowledge base or a classification step, the manuals, contracts and correspondence it hands over almost always contain personal data about other people: customers named in order records, staff named in procedures, suppliers' contact persons.

In that second situation we are handling the data on the client's behalf. Under the Act on the Protection of Personal Information this is an entrustment, and the client remains responsible for the data while we are bound to handle it only for the agreed work and under the client's supervision.

How client documents are handled

We work on copies, never on the only version of a record. Copies are held in storage that only the people assigned to the engagement can open, and they are not transferred to any other service without the client's written agreement. Where a classification step uses an external tool, the client is told which tool, where it processes data, and whether any document leaves Japan, before a single file is sent to it.

Client documents are not used to train models, build examples for other clients, or demonstrate our work. When the engagement is handed over, working copies are deleted within thirty days and the client receives written confirmation of the deletion.

Readiness assessments

A data readiness assessment involves looking at a sample of a company's documents to judge their condition. The report describes patterns, such as missing dates, duplicate versions or scanned pages without text, and does not reproduce personal details from the sample. If an individual record has to be cited, it is referred to by its file location only.

Contact for requests

To ask what personal data we hold about you, or to have it corrected, stop being used, or deleted, write to Silent Griffin Godo Kaisha, 4-21-5 Katakasu, Hakata-ku, Fukuoka 812-0043, or call +81 92-411-5617. If your data reached us inside a client's documents, we will pass the request to that client, since they decide how it is handled, and tell you that we have done so.

Subcontractors

We do not currently subcontract work on client documents. If that changes for a particular engagement, the subcontractor will be named in the written scope and bound by the same handling rules before they receive anything.

Your Rights and Opt-Out Instructions

You are not required to provide any personal information when using this website. If you prefer not to share your data, you may: Avoid filling out contact forms, account registrations, or any data-submitting features. Disable cookies through your browser settings (see our Cookie Policy for more details). Contact us directly to request the deletion of any previously shared personal data. We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly.