AIVU Hub Privacy Policy — English Reference Translation

Matters Clarified in v1.3

This version expressly describes processing already in operation: records of reports and blocks; device linking with the Vision Pro app and similar applications and records of viewing status; outsourced delivery of notification emails; attributes collected during business registration; and anonymization when an account is closed. This change does not add new advertising, behavioral targeting, external analytics, or a new purpose of use.

1. Business Handling the Information

Layered Inc. (Representative Director: Minoru Fujino) handles user information for the Service. For its address and contact details, see Operator Information (Japanese).

2. Information We Collect

• Account information: display name, email address, email-verification status, authentication information, versions of the terms and other documents consented to and the time of consent, and registration route (invitation or public business registration)
• Business-registration information: business type (corporation, organization, or sole proprietor), corporate, organization, or trade name, category of business use, and the version and time of the representation confirming business use
• Profile information: professional title, biography, career history, skill and equipment tags, figures showing experience, supported languages, base location, external URLs, public-page URL (slug), and communication notes
• Work information: title, role, client name, awards, period, description, technical and equipment tags, external links, requested publication in the public catalog and its status, the playback URL in external storage holding the video data (currently Dropbox and Google Drive) and the result of validating that URL, an optionally registered thumbnail image, file size and duration, and the version and time of the representation concerning rights
• Listing information: equipment and services, indicative fees, availability, service area, latitude and longitude, terms of use, and insurance information
• Transaction-coordination information: booking requests and snapshots of the terms at the time of a request, structured inquiry content, reasons for cancellation proposals and responses, records confirming terms, messages, reviews, and the time of each action
• Provider-authorization review information: external URLs for AIVU works or materials showing possession or management of an URSA camera body, application explanations, review status, decision reasons, and action history
• Safety information: records of reports and blocks (Section 5)
• Device and viewing information: records of devices linked to the Vision Pro app and similar applications, and saved, viewed, and interest states (Section 6)
• Technical information: IP address, user agent, cookies, and access, authentication, error, and security logs
• Temporary authentication records: time-limited verification records issued for email verification and password reset
• Name, contact details, and inquiry content provided when contacting us

3. Purposes of Use

• Identity authentication, account management, and provision of the Service, for both invitation-based participation and public business registration
• Reviewing, displaying, suspending, and rechecking authorizations for AIVU cinematographers, peripheral-equipment Providers, and URSA Body Providers
• Confirming during public business registration that registration is for business use
• Providing public profiles, listings, search, maps, bookings, confirmation of terms, messages, and reviews
• Enabling communication and transaction coordination between Members and retaining confirmation records
• Receiving, reviewing, and responding to reports, checking for recurrence, and applying blocks set by Members
• Authenticating use from linked devices, synchronizing saved works and interest states between devices, and managing and revoking devices
• Sending notification emails concerning authentication, transactions, authorization reviews, and reports
• Responding to inquiries and sending important notices and notices of changes to terms
• Preventing, investigating, and responding to unauthorized use, spam, attacks, accidents, and violations of terms
• Investigating failures, improving quality, understanding usage, and operating the Service
• Complying with legal obligations, exercising rights, and responding to disputes

At the time of the initial release, we do not use external advertising delivery, behavioral targeting, marketing emails, or external analytics. If we introduce any of these in the future, we will update this Policy and provide any required notice or obtain any required consent.

4. Information Made Public

Display names, public profiles, work information, listed schedules, reviews, and similar information may be viewed on the internet, including outside the Service. Registered email addresses and authentication information are not displayed on public profiles. In principle, messages and booking details are handled only by the Members concerned and by Operator personnel who need the information for safety, inquiry response, or a similar purpose.

External URLs, application explanations, decision reasons, and internal notes submitted for Provider-authorization review are not made public and, in principle, are handled only by the applicant and authorized Operator personnel. A public profile may show only the types of authorization that are currently active.

We do not tell the reported Member that a report was made, disclose the content of the report or the reporting person to that Member, or make those matters public. We also do not notify a person that the person has been blocked, although that person will no longer be able to send a new message. Only the Member can view works the Member has saved or marked as interesting; they are not disclosed to other Members, including the Provider of the work.

A public map shows an approximate location to protect valuable equipment and Member safety. Do not disclose an exact storage or handover location; coordinate it individually with the necessary counterparty.

5. Records of Reports and Blocks

When a Member submits a report to the Operator, we record the reporting account, the reported Member, the relevant message, thread, booking, or work, the category (nuisance, suspected consumer use, harassment, fraud, danger, rights infringement, or other), the detailed text, time received, response status, response time, Operator personnel who handled the report, and internal Operator notes.

The channel for reporting a work from the public catalog without logging in does not collect the reporting person’s account. In that case, we do not store the source IP address itself. We store only a hash calculated with an added secret value, to the extent necessary to deter repeated submissions and permit later review, and a request identifier used to prevent duplicate resubmission.

For a block, we record only the blocking Member, the blocked Member, and the time of the action; we do not collect a reason. Blocking stops both Members from sending new messages to each other. It is not used to change the status of an existing booking or to change whether transaction records can be viewed.

Report content is handled only by authorized Operator personnel. For a report concerning a message, we display only the message identified in the report and a limited range immediately before and after it; we do not read the entire thread. The Operator does not continuously monitor conversations between Members. Access to report details is itself retained as an audit record. A report alone does not automatically suspend an account or set a block.

We retain a report record for the period necessary to respond, check for recurrence, address an objection, maintain safety, and respond to disputes. If the reported work or message is deleted, the report record itself is retained and only the reference to the deleted item is removed. A block is retained until the Member removes it and is deleted when removed. If an account is closed, block records concerning that Member are deleted.

6. Device Linking with the Vision Pro App and Viewing Records

Connecting to the Service from the Vision Pro app or a similar application requires an approval procedure performed by the Member on the web. For this approval procedure, we record the device name reported by the device, the requested scope of authorization, a verification value for the approval code (but not the code itself), status, the times of creation, expiration, approval, and use, and the polling interval. The approval procedure expires 15 minutes after issue. After expiration, a record that does not contain the code itself may remain for investigation of improper approval requests.

For an approved device, we record the account, device name, device type, scope of authorization, a hash of the issued access token (but not the token itself), issue time, expiration time (180 days after issue), last-used time, and the time and reason for revocation. A Member may unlink a device at any time, and the token for an unlinked device immediately becomes unusable. We also revoke every linked device when the Member resets a password or closes the account.

For viewing a work, we keep one record per Member and work containing only the time the work was saved, the time it was last opened, the time interest was recorded, and the time that interest was acknowledged. We do not collect playback position, playback duration, second-by-second playback logs, or a list of viewing history. A device sends to the Service only the device name and type displayed during device linking, updates to the saved, viewed, and interest states described above, report content, block and unblock actions and an account-closure request when initiated by the Member in the application, and technical information generated with each communication. Wearing status, eye gaze, hand movements, and other sensor information on the device are not sent to or stored by the Service.

Saved, viewed, and interest states are deleted when the account is closed.

7. External Services and Processing Outside Japan

The Service uses Cloudflare, Inc. and related services, including Workers, D1, networks, and logs, as infrastructure. User information may therefore be processed by Cloudflare or its subcontractors to the extent necessary to provide the Service, maintain safety, and respond to failures, and may be handled at facilities outside Japan. The Operator appropriately supervises contractors through contracts and available settings.

When a public map is displayed, the user’s browser sends the IP address, user agent, referrer, requested tile coordinates and zoom level, and similar information to the map tile delivery servers of the OpenStreetMap Foundation. The range of the map viewed may be inferred from the tile information. For the purpose, destination, and external-service policies, see External Transmission and Cookies (Japanese).

Emails to Members—including email verification, password reset, account-closure confirmation, and notifications concerning bookings, cancellations, messages, inquiries, Provider applications, and reports—are sent using the email-delivery service of Resend, Inc. The Operator provides Resend with the destination email address and the notification body. The notification body does not include message text, inquiry content, a cancellation reason, a review reason, or internal Operator notes; it includes only a link to the relevant screen in the Service. The sending domain is aivuhub.com, and the Service is configured to use the Tokyo (ap-northeast-1) region. The Operator treats this as outsourced delivery, rather than provision of user information to a third party, and will continue to verify supervision of the contractor and whether information is handled outside Japan.

Email-delivery records do not include the destination, subject, or body. We retain only the notification type, target identifier, recipient Member, and delivery result.

When a work in the public catalog is played, the Service does not relay the video data itself. It redirects the user to external storage designated by the Member providing the work (currently Dropbox, Inc. or Google Drive from Google LLC). After the redirect, the user’s browser or application connects directly to that storage, sending the IP address, user agent, requested data range, and similar information to the storage provider. These providers are not contractors of the Operator, and their respective policies govern the information sent to them. The Operator restricts playback destinations to pre-approved storage URLs but is not responsible for the storage service’s availability, sharing settings, or traffic. For the purpose, destination, and external-service policies, see External Transmission and Cookies (Japanese).

8. Provision to Third Parties

The Operator does not provide user information that can identify an individual to a third party except in the following cases:

• When the individual has consented
• When necessary for outsourced processing described in this Policy
• When required by law, or when obtaining consent is difficult and provision is necessary to protect life, body, property, or a similar interest
• When information is transferred in connection with a business succession under appropriate safeguards

9. Cookies and Similar Technologies

The Service uses cookies and similar technologies necessary to maintain login state, provide security, prevent unauthorized use, and provide basic features. Disabling cookies in a browser prevents use of some features, including login. At the time of the initial release, we do not use cookies for advertising. For details, see External Transmission and Cookies (Japanese).

10. Retention Periods

We retain user information while an account remains active and for the period necessary for the purposes described above. After a request to withdraw or delete information, we complete processing required for unfinished transactions, safety checks, and identity verification, and then delete or anonymize the information within a reasonable period. Records required for a legal retention obligation, dispute response, fraud prevention, or preservation of rights are retained only for the period necessary for that purpose. Infrastructure backups and security logs are progressively deleted according to the provider’s retention cycle.

Submitted URLs and application content used for a current authorization review are retained for the period necessary for review, requests for revision, objections, and prevention of improper duplicate applications. A reapplication or withdrawal by the applicant overwrites or deletes the previous submitted URLs and application text; decision reasons, the reviewer’s summary of the basis for the decision, and action history are retained as audit records. AIVU Hub does not copy the works or materials themselves from an external service.

A Member may close the account through Settings. Upon closure, we suspend the Member’s authorizations; delete or reset the public-profile text, career history, base location, external URLs, and attributes collected during business registration (business type, corporate, organization, or trade name, business-use category, and representation version and time); replace the display name with “Closed account”; and replace the email address with an anonymous value that cannot be reversed. We stop listings, make works private, erase external URLs and application text submitted for review, delete login information and login sessions, revoke every linked device, and delete block and viewing-state records.

We do not delete bookings, records confirming terms, threads, messages, reviews, reports, or audit records concerning authorizations. These records also belong to the counterparty’s transaction history; deleting them at one party’s request would deprive the other party of the history of that party’s own transaction, the terms confirmed, and evidence for a dispute. After closure, only an anonymized account remains in these records. We delete the account row itself only to clean up a registration procedure that failed partway through, not in the normal account-closure procedure. A deletion request made under applicable law is assessed individually in accordance with Section 12.

11. Security Measures

The Operator implements security measures appropriate to the nature and scale of the information handled, including access controls, authentication, encrypted communications, authorization management, log monitoring, separation of secrets, and backups. Members must also use a strong password that is not reused and must not post unnecessary confidential information, payment information, identification-document images, or similar material in messages.

Use only the designated application screen for an authorization review. Before sharing external materials, mask unnecessary information such as addresses, prices, card information, order numbers, and complete equipment serial numbers.

12. Requests for Disclosure, Correction, Deletion, and Similar Action

In accordance with applicable law, an individual may request notice of the purpose of use, disclosure, correction, addition or deletion, suspension of use, erasure, or suspension of third-party provision concerning retained personal data. For consultation about withdrawal or revocation of consent, contact the email address shown in Operator Information. To prevent impersonation, the Operator verifies identity and will explain the reason if a statutory exception applies.

13. Persons Under 18

The Service is intended for persons aged 18 or older who use it for business as a corporation or sole proprietor, and is not intended to accept registration from anyone under 18.

14. Changes to This Policy

The Operator may change this Policy in response to changes in the Service, laws or regulations, or similar circumstances. We will announce the amended policy and its effective date through the Service and, for a change that materially affects user rights, will request renewed confirmation or consent as necessary.

Contact

For questions or requests concerning the handling of personal information, contact minoru.fujino@layered.ltd.