1. Scope of This Policy

This Policy applies to personal information acquired and handled by the Company. Terms such as “personal information,” “personal data,” and “retained personal data” have the meanings given under the Act on the Protection of Personal Information.

We may provide separate notices for particular services, recruitment processes, or research activities. In those cases, please read the applicable notice along with this Policy. A separate notice does not restrict your statutory rights.

Information independently collected by universities, research institutions, partner companies, or external services linked from our site is governed by their respective policies.

2. Personal Information Handling Business Operator

Operator Biozipcode, Inc.
Address 2F-C, Shibuya Dogenzaka Tokyu Building, 1-10-8 Dogenzaka, Shibuya-ku, Tokyo 150-0043, Japan
Representative Representative Director Fumihisa Kojima

The above information is based on the company details on our official site. The contact point for personal information inquiries is set out in Section 13.

3. Information We Collect and Purposes of Use

We collect and use personal information only as necessary in the situations below. We do not collect every listed item from every person.

Inquiries and Document Requests

We use names, organizations, departments and titles, email addresses, telephone numbers, inquiry details, materials provided, and correspondence records to respond to inquiries, provide requested materials, arrange meetings, and manage records.

If personal information is requested for a download, we will state the purpose of use when collecting it. We do not treat a document request or inquiry alone as consent to an ongoing stream of unrelated messages.

Collaborative Research, Co-Development, Technology Licensing & Business Partnerships

We use contact persons’ names, affiliations, roles, contact details, specialties, discussion records, and contract or transaction information to assess potential partnerships, conduct technical meetings, enter into and perform contracts, communicate about work, handle invoicing and payment, and manage contracts.

For investment or strategic partnership inquiries, we handle information as needed for communication, verification of identity and affiliation, provision of materials, and contract discussions.

Collaboration with Researchers & External Experts

We use names, affiliations, backgrounds, qualifications, specialties, research achievements, contact details, and engagement or contract information to assess and carry out collaborative research, advice, lectures, and commissioned work, and for related communication and payment.

Before publishing a researcher’s or expert’s name, affiliation, or biography on our site or in promotional materials, we confirm the purpose and content and obtain consent or follow other appropriate procedures as needed.

Recruitment and Participation in Management or Development Teams

We use applicants’ names, contact details, résumés, work histories, qualifications, application information, and interview or selection records to consider employment or participation, arrange interviews, discuss terms, communicate decisions, and complete necessary procedures.

Information handled after recruitment or engagement will be explained separately according to the form of employment or contract. If we wish to retain application information for future opportunities, we will explain the purpose and confirm the individual’s wishes.

Website Operation & Security

If we collect access times, IP addresses, browser and device details, or browsing information, we use them to keep the site stable, prevent unauthorized access and abuse, investigate faults, understand use, and improve the site.

Section 11 and the Cookie Policy explain how cookies and external services handle information.

Responses to Individual Requests & Inquiries

We use names, contact details, request details, and information needed to verify identity or an agent’s authority when responding to disclosure, correction, suspension-of-use, and similar requests, notifying results, and maintaining response records.

Limits of Purpose of Use

We use personal information within the scope necessary for the purposes we have notified or published. If we intend to use it beyond that scope, we obtain the individual’s prior consent except where permitted by law.

If we change the purposes of use, we provide notice or make an announcement and follow other procedures required by law.

4. Collection Methods & Sensitive Personal Information

We obtain personal information directly through contact forms, email, documents, business card exchanges, and meetings. We may also obtain it as necessary from lawful introductions or publicly available professional information.

Providing personal information is generally voluntary, but without information needed to answer an inquiry or complete contract procedures, we may be unable to provide the requested response.

If we obtain special care-required personal information under Japanese law, such as medical history, treatment or medication details, or health examination results, we obtain prior consent unless the law permits otherwise.

Our general contact form is not a channel for medical records or patient research data. Until we provide a suitable method, please do not send medical records, test results, genetic analysis information, patient lists, or other sensitive information about yourself or anyone else.

5. Personal Information in Research

If we handle patient or research participant information or data accompanying samples for research, we manage it separately from ordinary business contacts and inquiries.

For each study, we define its purpose, information covered, scope of use and sharing, management responsibilities, retention period, individual rights, and contact point in its protocol and explanatory documents, following applicable laws and ethics guidelines.

Viewing this site, submitting an inquiry, or reading this Policy does not constitute blanket consent to research participation, provision of medical information, or secondary research use.

Biozipcode, Inc. and Kyoto University’s Department of Biocommunication Development are separate organizations. Information sent to the Company is not automatically used as research data by a collaborating institution. Any information sharing for joint research follows the specific project purpose and a lawful basis.

6. Security Measures

We take necessary and appropriate measures against leakage, loss, damage, and unauthorized access in light of the nature, volume, uses, and risks of the personal data we handle.

Governance & Authorized Personnel

We define responsibility for personal information and limit access to personnel who need it for their work.

We inform and train personnel about confidentiality, proper handling, accidental transmission, and unauthorized access.

Documents, Devices & Information Systems

We manage storage, removal, and disposal to prevent loss, theft, or unauthorized viewing of documents, devices, and storage media.

For information systems, we implement user authentication, access controls, defenses against unauthorized access, and appropriate software updates according to the data and system involved.

Incident Response

If we discover a personal data breach or a risk of one, we work to limit harm, investigate the facts, identify causes, and prevent recurrence.

Where reporting or notification is required by law, we report to the Personal Information Protection Commission or other relevant bodies, notify individuals, and take other necessary steps.

Please contact the Section 13 desk for information about specific security measures. We provide information as required by law except where disclosure could compromise security.

7. Retention & Deletion

In principle, we retain personal information only as long as necessary to fulfill its purposes.

We determine specific periods in light of the status of inquiries, contract performance, statutory retention duties, dispute resolution, and protection of rights. When personal data is no longer needed, we seek to delete it promptly by appropriate means unless retention is legally required.

We do not retain recruitment applications without purpose beyond the period needed for selection. Research information is managed under study-specific notices and applicable retention requirements.

8. Handling by Service Providers

We may entrust external providers with personal data to the extent necessary for website operation and maintenance, information systems, sending materials, contract administration, and other work.

When doing so, we review providers’ security arrangements and make appropriate agreements on the information handled, scope of use, confidentiality, subcontracting, and return or deletion, and supervise them appropriately. Entrusting data within the necessary scope of the purpose of use is distinguished from ordinary third-party disclosure under Japanese privacy law.

If a provider is overseas, we also review the requirements for handling data abroad under Section 10.

9. Third-Party Disclosure & Joint Use

Disclosure to Third Parties

We do not disclose personal data to third parties unless the individual has given prior consent, the disclosure is required by law, or another legal exception applies.

We do not freely share personal data with research collaborators, partner companies, or affiliates merely because of that relationship. If disclosure is needed, we confirm the purpose, recipient, and data involved and obtain consent or follow other necessary procedures.

If personal data is transferred in a merger or business transfer, we handle it in accordance with law and within the scope necessary for the original purposes.

Joint Use

Before commencing “joint use” under Japanese privacy law, we will notify individuals or publicly disclose the categories of personal data, parties involved, purposes of use, and the name, address, and representative of the party responsible for management, along with other required details.

References in this Policy to collaborative research or affiliates do not in themselves establish blanket joint use with those organizations.

10. Handling Personal Data Outside Japan

When collaborations with overseas research institutions or companies or the use of external services involve transferring personal data to an overseas operator, including through outsourcing, we check the applicable legal requirements.

If consent is the basis for a transfer to a third party overseas, we provide legally required information about the destination country or region, its privacy system, and protective measures taken by the recipient before obtaining consent.

If the transfer relies on the recipient maintaining measures equivalent to those required by law, we check their implementation and provide information in response to individual requests as required.

Using this site alone is not treated as consent to overseas transfer of personal data. Specific recipients and handling arrangements will be explained for the relevant service, research, or transaction.

11. Cookies, Access Information & External Services

Our Cookie Policy explains our use of cookies and similar technologies, analytics, and the collection and transmission of information through external services such as videos and maps.

We handle cookie identifiers and browsing information as personal information when they can readily be combined with other data to identify an individual. Even where they are not personal information, we follow applicable rules for personally referable information and similar data.

See below for the services used, purposes, recipients, retention periods, and options for settings or restrictions.

View Cookie Policy 

12. Requests for Disclosure, Correction & Suspension of Use

Individuals may make the following requests concerning information we hold about them within the scope provided by law.

• Notification of the purposes of use of retained personal data, and disclosure of retained personal data and records of third-party provision
• Correction, addition, or deletion of retained personal data
• Suspension of use or erasure of retained personal data, or suspension of third-party provision

How to Make a Request

Contact the desk in Section 13 with the nature of your request and information needed to identify the data involved.

We verify by necessary and appropriate means that the request comes from the individual or an authorized agent. We avoid requesting excessive information for identity verification. If identification documents are necessary, we will explain a secure submission method individually.

How We Respond

We review and investigate requests and respond without undue delay in accordance with law.

For disclosure, we generally use the method requested by the individual, including electronic data. If that is difficult or we cannot meet all or part of a request under the law, we will explain the decision and reasons.

13. Inquiries & Complaints

For questions, complaints, consultations, or requests for disclosure and other actions regarding personal information, please contact:

Biozipcode, Inc.
Personal Information Inquiries

Email
info@biozipcode.com

Phone
03-6821-7318

Postal Address
〒102-0083
2F-C, Shibuya Dogenzaka Tokyu Building, 1-10-8 Dogenzaka, Shibuya-ku, Tokyo 150-0043, Japan
Biozipcode, Inc., Personal Information Inquiries

Please write “Personal Information Inquiry” in the email subject line or on mailed documents. The address and contact details above are based on our official website.

In your initial message, describe the issue without attaching identification documents, your My Number, medical records, or other sensitive materials.

14. Review of This Policy

We review this Policy as our business, information handling, website functions, and applicable laws change.

Changes will be announced on this site or by another appropriate method. If fresh consent or other steps are required by law, we will take them rather than relying solely on a policy change.

Effective date: 2024.04.01
Last revised: 2026.09.22