This privacy notice applies to clients of Hidden InSight Labs — individuals and organizations who engage us for software evaluation, UX testing, or programme management advisory services. It explains how we collect, use, and protect your personal data in accordance with Japan's Act on the Protection of Personal Information (APPI).
Hidden InSight Labs is the trading name of System Lens Evaluation (システムレンズ評価), a sole proprietorship operated from Japan providing software evaluation, UX testing, and programme management services to B2B clients. We are the party responsible for handling the personal data we hold about our clients and their representatives.
Operator: System Lens Evaluation (システムレンズ評価)
Operated from: Kanagawa, Japan
Contact email: contact@hiddeninsightlabs.com
We collect the minimum personal data necessary to deliver our services and manage the client relationship. This may include:
| Category | Examples | Source |
|---|---|---|
| Identity & contact | Name, job title, company name, business email address, phone number | Provided directly by you or your organization |
| Contract & engagement | Signed agreements, statements of work, project briefs, correspondence | Created or received during the engagement |
| Financial | Invoice details, payment records, billing address | Provided by you or your finance team |
| Technical | Access credentials we create on your behalf for testing environments, software, or systems you share with us | Provided by you for service delivery |
| Communications | Emails, meeting notes, written feedback, project updates | Generated through our working relationship |
| Website visitors | IP address, browser type, pages visited, time of visit (via cookies — see Section 10) | Automatically collected when you visit our website |
We do not intentionally collect sensitive personal information (as defined under APPI, e.g. health status, race, or criminal record) from clients. If any such data is shared incidentally as part of your product or materials submitted for testing, it will be handled with additional care and not retained beyond the project scope.
Under APPI, we must specify and notify you of the purpose for which we use your personal information, and we will not use it beyond the scope reasonably necessary to achieve that purpose without obtaining your consent. The purposes are those set out in Section 3 above.
| Processing purpose | Basis |
|---|---|
| Delivering services under a signed agreement | Necessary for performance of the contract you have entered into with us |
| Responding to pre-contract enquiries | Steps taken at your request prior to entering a contract |
| Accounting, invoicing, tax obligations | Necessary to comply with Japanese tax and business record-keeping obligations |
| Marketing to existing clients (email updates) | Legitimate business interest, balanced against your right to opt out at any time |
| Marketing to new contacts (newsletter opt-in) | Your clear, specific consent |
We do not sell your personal data. We share it only where necessary, and only with third parties bound to protect it appropriately:
We use a small number of trusted third-party tools to operate our business. These providers process data only as we instruct:
Legal, tax, or accounting advisers where necessary for compliance or dispute resolution, bound by professional confidentiality obligations.
Japanese tax authorities or other authorities where we are legally required to disclose information.
We will not share your data with any other party without notifying you first, except where required by law.
As set out in Section 5, several of our service providers are based outside Japan, principally in the United States. Under APPI, transferring personal data to a third party located in a foreign country generally requires one of the following: the destination country having a data protection framework recognized by Japan's Personal Information Protection Commission (PPC) as equivalent, appropriate contractual or organizational safeguards with the recipient, or your consent to the transfer.
By engaging our services, you acknowledge and consent to your personal data being processed by the service providers listed in Section 5, including providers located in the United States, for the purposes described in this notice. We select providers that maintain their own data protection commitments (such as encryption in transit and at rest, and restricted access) and we review these arrangements periodically.
You may request details of the specific safeguards in place for any particular service by contacting us using the details in Section 12.
We retain personal data only for as long as necessary for the purposes for which it was collected, and in line with our legal and tax obligations as a business operating in Japan. Approximate retention periods:
| Data type | Retention period | Reason |
|---|---|---|
| Client contracts and engagement records | 7 years from project end | Japanese business record-keeping practice |
| Invoices and financial records | 7 years from the end of the relevant tax year | Japanese tax record requirements |
| Project correspondence and deliverables | 3 years from project completion | Operational need and potential dispute resolution |
| Marketing contact data (opt-in) | Until you withdraw consent or 2 years of inactivity | Consent-based; withdrawn consent triggers deletion |
| Pre-contract enquiries (not converted) | 12 months | Managing our sales pipeline |
Retention periods for financial and tax records should be confirmed against current guidance from a qualified Japanese tax advisor, as requirements can vary by document type. When data is no longer needed, it is securely deleted or anonymized.
Under APPI, you have the following rights in relation to your personal data:
To exercise any of these rights, contact us using the details in Section 12. We will respond within a reasonable timeframe, generally within two weeks. We will not charge a fee for exercising your rights in most cases. If a request is clearly unfounded or excessive, we may charge a reasonable fee or decline the request, and will explain why.
We take appropriate technical and organizational measures to protect your personal data against unauthorized access, accidental loss, or destruction. Measures include:
In the event of a personal data breach likely to harm your rights or interests, we will notify Japan's Personal Information Protection Commission as required by law and, where appropriate, inform you directly without undue delay.
Our website uses Google Analytics 4 (GA4) to collect anonymized data about how visitors use the site — including pages visited, time on page, and general geographic region (country level). This helps us understand which content is useful and improve the site.
GA4 sets cookies on your device to distinguish visitors and sessions. The data collected is aggregated and does not identify you personally.
Opt out: you can prevent GA4 from collecting data about your visit by installing the Google Analytics Opt-out Browser Add-on, or by using a browser privacy extension that blocks analytics trackers.
We do not use advertising cookies, retargeting cookies, or any tracking technologies beyond GA4. Your browser may also store technically necessary information (such as session state) as part of normal website operation.
We review this privacy notice at least annually and whenever there are material changes to how we process personal data. The "last reviewed" date at the top of this page will be updated accordingly.
Where changes are significant, we will notify active clients directly by email prior to the changes taking effect. Continued engagement with us after that date constitutes acknowledgement of the updated notice.
If you have any questions about this notice, wish to exercise your rights, or have a concern about how we handle your data, please contact us:
System Lens Evaluation (システムレンズ評価)
Email: contact@hiddeninsightlabs.com
Operated from Kanagawa, Japan
If you are not satisfied with our response, you have the right to contact Japan's data protection regulator:
Personal Information Protection Commission (PPC), Japan
Website: ppc.go.jp/en
We would appreciate the opportunity to address your concerns directly before you contact the PPC.