Privacy policy

Who we are

This policy covers the PhysKey website at physkey.ai, including the pilot request form. It does not cover data the PhysKey product handles during a pilot, such as employee IDs and signed inspection records, whether at your site or on our servers. Our security page describes how the product handles that data. PhysKey is operated by Nameless LLC (合同会社 Nameless), 2F Sankyu Building, 2-3-3 Nishi-Kanda, Chiyoda-ku, Tokyo 101-0065, Japan. Nameless is the controller of the personal information described here.

Questions, complaints and requests: [email protected]. Hiroyuki Uchida, our Representative Member (the head of the company), is responsible for how we handle personal information.

What we collect

When you submit the pilot request form, we store the following, plus the time you sent it. The form adds the last item on its own; you don't type it.

• work email address and company name
• your name, if you give it
• how many industrial PCs you have at your site (as a range), and your primary environment, such as Windows IPC or Linux
• what you want to protect with PhysKey, if you write it
• the page language and the page you came from (the referrer)

Email, company, number of PCs and primary environment are required. Without them, we can't review your request or reply. The other fields are optional.

If you submit the form again with the same email address, we replace your earlier answers with the new ones; fields you leave blank keep their earlier answers.

We use your IP address to block repeated submissions. We keep it only in server memory and never write it to our database. We delete it within 11 minutes of the last submission from that address, or sooner if the server restarts.

We measure visits with Umami, an analytics tool that Nameless runs on its own servers. It sets no cookies and does not tell us who you are. It records the page you view, the referrer, your browser, operating system, device type, screen size, language, approximate location (country, region and city), and clicks on the pilot request buttons. It uses your IP address to estimate your location and to count unique visitors, but does not store the address.

How we use it

• to reply to your request and discuss the pilot program with you
• to see what kinds of companies and which countries are interested, so we can plan the pilots
• to see which pages are read, so we can improve the site
• to block repeated or automated form submissions

We use form data to take the steps you asked for before a possible pilot agreement, and for our legitimate interest in planning the pilots. We use your IP address for our legitimate interest in keeping the form free of abuse, and analytics for our legitimate interest in improving the site. We do not sell your information, and we do not use it for advertising.

Where it is stored and who can see it

Pilot requests are stored in a database on servers that Nameless runs in Japan. The database is reachable only from our internal network. Only Nameless staff can read stored requests. To view them in our admin console, staff must sign in to our company identity system with a password and a second factor, or with their company Google account. Staff who run our servers can also read the database directly.

If something fails on our server, an error report goes to Sentry, an error-tracking tool that Nameless runs on its own servers. We set it up so these reports leave out what you typed in the form, your IP address and cookies.

The site and our analytics are delivered through Cloudflare, Inc. (USA). To protect and route traffic, Cloudflare handles connection data on its global network, including your IP address and the form contents in transit.

If you are outside Japan, the form data you send and our analytics data about your visit are transferred to and stored in Japan. We handle it under Japan's Act on the Protection of Personal Information.

Cloudflare and the email service we use to reply to you handle your information only on our behalf. We don't give it to anyone else unless the law requires it. If you ask, we will tell you how we keep your information safe. This includes what we know about the privacy laws of the countries where our service providers handle it, such as the United States for Cloudflare.

How long we keep it

We haven't set a fixed retention period. We keep pilot requests while we plan and run the pilots, and delete a request when it is no longer needed for that or when you ask us to. We haven't set a retention period for our analytics data either; it does not include your name or email address.

Your rights

You can ask us to show you your information, send you a copy in a common electronic format (or send it to another company, where we can), correct it, delete it, stop using it, or object to how we use it. Email [email protected], ideally from the address you used so we can confirm it's you. We will handle your request within the time the law requires.

If you are in Thailand, you also have rights under Thailand's Personal Data Protection Act B.E. 2562 (2019) (PDPA). These include the right to file a complaint with the Office of the Personal Data Protection Committee.

Changes

If we change this policy, we will update this page and the date above.