Privacy & data

What we collect

• Your display name and the email address you sign in with
• Your prefecture and city or ward (never your full street address)
• Your status of residence (visa type) and key dates, such as a visa expiry or move date
• Coarse status only: employment, health insurance, and pension (for example enrolled, not enrolled, or unknown)
• Optional details you choose to add (Japanese level, date of birth, salary, time in Japan, PR interest), used only for the estimates they power
• The action plans, checklists, reminders, and document reminders you create

Why we use it

• Generate your action plans, deadlines, and required-document lists
• Produce indicative estimates you ask for (visa window, HSP points, PR readiness, pension lump-sum) from the optional details you provide
• Save your checklists, reminders, and document reminders so you can track them
• Operate, secure, and troubleshoot the service

What we never collect

• My Number (個人番号)
• Residence card numbers
• Passport numbers
• Full street addresses

My Number in particular is restricted by law. Under Japan's My Number Act, it may be collected only for specific tax, social-security, and disaster procedures, so GaijinOS never asks for it. There is also no free-text place to store it: if an ID number is detected in anything you type, it is blocked before it is saved.

Where your data is stored

• Your data is stored in our managed database (Supabase) and may be processed on servers outside Japan. Japan's APPI still applies to how we handle it.
• Access is restricted to your own account through row-level security, and data is encrypted in transit.
• We keep your saved items (profile, plans, reminders, and document reminders) until you delete them. Deleting your account removes all of them.
• The raw text you type (your questions and the agent's working threads) is deleted automatically after 180 days, so it is not kept longer than needed.

AI processing

When optional AI assistance is enabled, the text you type to describe your situation may be sent to our AI provider (Anthropic) to help classify it. They process it only to return a result and do not use it to train their models. We never send your ID numbers, because those are blocked before anything is saved or sent.

Your choices

• See the data we hold about you, by downloading a copy from your Profile
• Correct it any time by editing your profile
• Delete your account and all associated data from your Profile

You can download or delete your data any time from your Profile.

Changes and contact

If this policy changes materially, we will update the date above and ask you to review it again. To exercise any of the rights above or ask a question, contact us at privacy@gaijinos.app.