TERRA-MICHI Privacy Policy
Effective date: [October 20, 2026]
[The full legal name of the entity responsible for handling personal information is to be confirmed; referred to below as “we” or “us”] handles information about users of TERRA-MICHI in accordance with this policy.
1. Information we collect
Depending on the features used and the information provided, we collect the following:
• Name, email address, company or organization, department or position, industry, country or region of activity, and purpose of use
• Telegram username and other contact information provided voluntarily
• User ID, identity verification status, and records of consent to terms and withdrawal of consent
• Submitted or saved areas of interest, coordinates, shapes, planning parameters, drawings, images, text, analysis results, evaluations and corrections
• Inquiries, bug reports and feature requests
• IP address, device and browser information, access dates and times, operation history and error logs
• Referral sources, campaign information, and identifiers such as cookies collected by the measurement tools in use
We will not refuse basic registration solely because optional information is not provided. However, a specific feature may be unavailable if information required to provide it is missing.
2. Purposes of use
We use collected information to the extent necessary for the following purposes:
• Registration, email-based identity verification and account management
• Providing analysis, display, storage and other services requested by users
• Sending onboarding instructions and notices of important changes or incidents
• Responding to inquiries, investigating bugs and supporting users
• Preventing misuse and maintaining security
• Aggregating access and registration statistics and improving usability
• Announcing new features and events where consent has been obtained
• Meeting legal obligations, protecting rights and addressing disputes
We obtain separate, optional consent before using submitted planning data or its content for AI training, creation of training datasets or evaluation of AI models. We will not dispense with this consent on the grounds of access analytics or bug investigation.
3. AI processing and AI training
We distinguish processing that generates analysis results at a user’s request from processing that trains or improves AI for future use.
Planning data for which AI training consent has not been given will not be used for training. When using an external AI service, we first verify the relevant contractual terms, settings and other arrangements to ensure the provider does not repurpose the data for its own AI training.
Details of optional AI training are set out in the “Data Use Consent for AI Training and Quality Improvement.”
4. Service providers and third-party disclosure
We may outsource storage, authentication, email delivery, map display, analysis and other operations to external providers to the extent necessary to operate the Service. We review their data-handling conditions and exercise the necessary management and supervision.
Except for disclosures associated with outsourcing or otherwise permitted by law, we do not provide personal data to third parties without the individual’s consent.
We do not sell registration information or submitted planning data to advertisers or similar parties.
Even in collaboration with universities or research institutions, when providing information that can identify individuals or projects externally, we provide the necessary explanations and obtain consent as required by law.
5. Handling outside the user’s country
Depending on our operating locations and external services, information may be handled outside the country where the user resides.
When providing personal data to overseas providers, we implement the necessary safeguards under applicable law. Where consent is the basis for the transfer, we first explain the necessary information, including the recipient’s country, that country’s relevant framework and the recipient’s safeguards, and obtain consent.
[Before publication, confirm the actual service providers, countries or regions of processing, information concerned, purposes, grounds for transfer and safeguards, and state them here or in a linked list.]
6. Cookies and access analytics
We may use cookies and similar technologies to maintain login sessions, ensure security and understand use of the Service.
For access analytics and advertising measurement, we explain the services used, information transmitted, recipients, purposes, and how to choose or disable them. Measurement that legally requires consent will not begin until consent is obtained.
Cookies may be restricted through browser settings, but some features may then fail to work correctly.
[Before publication, finalize this section to reflect the measurement services and settings actually used.]
7. Security measures
According to the nature and risks of the information, we implement necessary security measures, including access restrictions, authentication management, protection during transmission and storage, and management of service providers.
If a data breach or similar incident occurs, we work to limit the damage and investigate the cause, and notify the relevant authorities and affected individuals as required by law.
8. Retention and deletion
We retain information only for as long as necessary for the purposes of use, and delete information that is no longer needed or process it into a form that does not identify individuals.
Even after an account closure or deletion request, we may retain information needed for statutory retention obligations, responses to misuse or dispute resolution, limited to the scope and period required for those purposes.
Information in backups is excluded from normal use and deleted in accordance with the established backup replacement cycle.
[Before publication, confirm the retention periods and deletion timing for account information, planning data, operation logs, consent records and backups.]
9. Disclosure, correction and suspension of use
Under applicable law, users may request notification of purposes of use, disclosure, correction, deletion, suspension of use, cessation of third-party provision and similar measures regarding their personal information held by us.
To make a request, contact us from your registered email address. We will respond after necessary and reasonable identity verification. If we cannot comply, we will explain the reason to the extent permitted by law.
Consent to optional communications and AI training may be withdrawn by contacting us. Withdrawal does not affect the lawfulness of processing properly carried out before withdrawal.
10. Changes to this policy
We may amend this policy in response to changes in laws or the Service. We will announce material changes in advance and obtain renewed consent where legally required, including for an expansion of the purposes of use.
11. Business information and contact
Operating name: isVIT Co., Ltd. (Japan) / isVIT Co., Ltd. (Cambodia)
Entity responsible for personal information: [isVIT Co., Ltd. (Japan)]
Representative: Koichi Ito
Address disclosure: [1-1-4 Hanedakuko, Ota-ku, Tokyo, Japan]
Email: isvit-kh@isvit.asia
If both the Japanese and Cambodian entities handle information, their respective roles and the nature of the arrangement, such as outsourcing, third-party provision or joint use, will be stated.