Privacy policy overview

Key points on the personal information we collect, purposes of use, Google data, AI processing, and retention periods

How Aitane handles personal information is set out in the Privacy Policy (last revised May 14, 2026). This article is a summary for support and help purposes; for any legal interpretation, always refer to the authoritative policy.

Scope

Applies to the Service, the Company's website, apps, APIs, support, inquiries, and similar activities.
Where a Contracting Company registers personal information about its own customers, business partners, meeting participants, or other third parties in the Service, the Contracting Company is responsible for the notices, consents, and other procedures required by law.

Main information we collect

Account and contract information — name, email, company name, role, invitation history, billing information, etc.
Customer Data — companies, contacts, deals, tasks, notes, emails, meetings, business cards, recordings, transcripts, inputs to AI, etc.
External integration data — information from Google, Microsoft, Slack, Zoom, Teams, HubSpot, Stripe, and other services, within the scope permitted in the integration settings
Automatically collected information — IP address, cookies, device information, usage logs, email open / click / reply detection, etc.
Public and third-party information — public information used to supplement company records, prevent duplicates, and similar purposes

Main purposes of use

Providing, operating, and improving the Service
Providing features such as email, calendar, meeting bot, business card OCR, and AI chat
Connecting, syncing, and sending notifications for external integrations
Billing, payment, and plan management
Security, prevention of fraudulent use, and auditing
Anonymized and statistical analysis for service improvement

Special provisions for Google user data

The following applies to data obtained from Google Workspace, Gmail, Calendar, and similar services.

Used only to the extent necessary to provide or improve user-facing features
Not used for advertising, retargeting, or model training
Google user data is never sold
When an integration is disconnected, the data is deleted or disabled within a reasonable period, except where retention is required by law or contract

AI, OCR, and transcription

Customer Data is not used to train generalized AI models of the Company or any third party.
Meeting bots, OCR, transcription, and similar processing may be entrusted to external providers, whose use for other purposes and retraining is restricted by contract.
AI-generated content may contain errors. Review it before use.

Meetings, audio, and video recording

Meeting participants' names, email addresses, voice, video, and statements may be collected and processed.
Contracting Companies and Users are responsible for giving participants appropriate notice and obtaining the necessary consent.

Email sending and tracking

Open-tracking pixels, tracking URLs, reply detection, and similar mechanisms may be used to determine open, click, and reply status.
Thank-you emails after business card import and similar emails are, in principle, sent after the User has reviewed the content and recipients.

Retention periods (guideline)

Data type	Retention period (guideline)
CRM Customer Data	90 days after the contract ends
Meeting audio and video recordings	30–90 days (depends on plan and settings)
OAuth tokens	While the integration is active; deleted within a reasonable period after disconnection
Logs and audit logs	1 year in principle
Backups	30–90 days

For details, see Deleting, restoring, and retaining data.

Disclosure, correction, and suspension of use

Individuals may request notification of the purposes of use, disclosure, correction, deletion, suspension of use, and similar actions regarding their retained personal data.

Contact: support@aitane.co.jp

Requests concerning Customer Data managed by a Contracting Company should, in principle, be directed to that Contracting Company.