Privacy Policy

Last Updated: January 1, 2025

Introduction and Scope

RetireMap Japan ("we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services, including our pension calculators, investment optimization tools, and retirement planning resources.

This policy applies to all users of RetireMap Japan services, whether you are a free user, paid subscriber, or employer utilizing our enterprise solutions. By accessing or using our services, you acknowledge that you have read and understood this Privacy Policy.

Personal Information We Collect

We collect several types of information to provide and improve our services:

Account Information: When you create an account, we collect your name, email address, phone number (optional), and password. For enterprise accounts, we may also collect company name and billing information.

Financial Planning Data: To provide retirement planning services, we collect information you input into our calculators and tools, including age, employment history, pension contribution records, investment account balances, retirement goals, and income projections. This data is necessary to generate personalized retirement scenarios and recommendations.

Payment Information: When you subscribe to paid plans, we collect billing information including payment card details, billing address, and transaction history. Payment processing is handled by secure third-party processors who comply with PCI DSS standards.

Technical Data: We automatically collect certain technical information, including IP address, browser type and version, device type, operating system, time zone setting, and referring website addresses.

How We Use Your Information

We use your personal information for the following purposes:

Service Delivery: To provide our pension calculators, NISA and iDeCo optimization tools, ETF screening services, and retirement cash flow modeling. Your financial planning data is used exclusively to generate personalized projections and recommendations.

Account Management: To create and manage your account, process subscriptions, handle billing, and provide customer support. We use your contact information to respond to inquiries and send important service notifications.

Product Improvement: To analyze usage patterns, identify bugs, and improve our tools and services. We use aggregated, anonymized data to enhance our calculators' accuracy and develop new features.

Legal Compliance: To comply with Japanese laws and regulations, including those governing financial services, data protection (Act on the Protection of Personal Information), and tax reporting requirements.

Legal Basis for Processing

Under Japanese law, we process your personal information based on the following legal grounds:

Contractual Necessity: Processing is necessary to perform our contract with you when you subscribe to our services.

Legitimate Interests: We process data to improve our services, prevent fraud, and ensure platform security, provided these interests do not override your privacy rights.

Legal Obligations: We process data to comply with Japanese legal requirements, including tax laws and financial service regulations.

Consent: Where required by law, we obtain your explicit consent before processing certain types of personal information.

Data Sharing and Third-Party Disclosure

We do not sell your personal information to third parties. We may share your data in the following limited circumstances:

Service Providers: We work with trusted third-party service providers who assist with payment processing, cloud hosting, email delivery, and customer support. These providers are contractually obligated to protect your data and use it only for specified purposes.

Business Partners: If you participate in our compliant referral partnerships with low-cost brokers, we may share limited information (name and email) with those partners, only with your explicit consent.

Legal Requirements: We may disclose your information if required by Japanese law, court order, or government regulation, or to protect our legal rights and the safety of our users.

Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.

International Data Transfers

Your data is primarily stored on servers located in Japan. In some cases, we may use service providers whose servers are located outside Japan. When we transfer data internationally, we implement appropriate safeguards, including standard contractual clauses and ensuring adequate data protection measures are in place.

Data Security Measures

We implement industry-standard security measures to protect your personal information:

Encryption: All data transmitted between your device and our servers is encrypted using TLS 1.3 or higher. Sensitive data stored in our databases is encrypted at rest using AES-256 encryption.

Access Controls: We maintain strict access controls, limiting employee access to personal data on a need-to-know basis. All personnel with access undergo background checks and security training.

Regular Audits: We conduct regular security audits and vulnerability assessments to identify and address potential risks. Our systems are monitored 24/7 for suspicious activity.

Secure Infrastructure: We use secure cloud infrastructure with redundant backups, disaster recovery procedures, and regular security patches.

Data Retention and Deletion

We retain your personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy:

Active Accounts: While your account is active, we retain your account information and financial planning data to provide continuous service.

Inactive Accounts: If you do not log in for 24 consecutive months, we may delete your account and associated data after providing 30 days' notice.

Legal Retention: Some data must be retained longer to comply with Japanese legal requirements, such as tax records (typically 7 years) and transaction records.

Account Deletion: Upon request, we will delete your account and personal data, except where retention is legally required. Some aggregated, anonymized data may be retained for analytical purposes.

Your Privacy Rights

Under Japanese law (Act on the Protection of Personal Information), you have the following rights:

Right to Access: You can request a copy of the personal information we hold about you.

Right to Correction: You can request correction of inaccurate or incomplete personal information.

Right to Deletion: You can request deletion of your personal information, subject to legal retention requirements.

Right to Restrict Processing: You can request that we limit how we use your personal information.

Right to Data Portability: You can request your data in a structured, commonly used format for transfer to another service.

Right to Object: You can object to certain types of data processing, including marketing communications.

To exercise these rights, contact us at privacy@delmarwyn.com. We will respond within 30 days of receiving your request.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. For detailed information about our cookie practices, please see our Cookie Policy. You can manage cookie preferences through our cookie banner or browser settings.

Marketing Communications

We may send you marketing emails about new features, tips for retirement planning, and special offers. You can opt out of marketing communications at any time by clicking the unsubscribe link in any email or by adjusting your account preferences. Please note that even if you opt out of marketing emails, we will still send essential service-related communications.

Third-Party Websites

Our website may contain links to third-party websites, including broker partners and educational resources. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete that information promptly.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or service offerings. We will notify you of material changes by email or through a prominent notice on our website at least 30 days before the changes take effect. Your continued use of our services after the effective date constitutes acceptance of the updated policy.

Contact Information for Privacy Matters

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:

Email: privacy@delmarwyn.com
Phone: +81 3-5450-5311
Mailing Address: 5 Chome-20-16 Kyodo, Setagaya City, Tokyo 156-0052, Japan

We will investigate and respond to privacy concerns within 30 business days. If you are not satisfied with our response, you have the right to file a complaint with the Personal Information Protection Commission of Japan.

Data Protection Officer

For matters specifically related to data protection and compliance with the Act on the Protection of Personal Information, you may contact our Data Protection Officer at dpo@delmarwyn.com. Our Data Protection Officer oversees our privacy compliance program and serves as the point of contact for regulatory authorities.