Privacy Policy

Website: https://www.adegroup.jp
Email: adegroup26@gmail.com
Business Address: 920-1392, Suemachi 5-203-6, Kanazawa, Japan

1. Introduction

Adegroup respects your privacy and is committed to protecting your personal information.

Ocean Marine Smart Voice & Business Invoice App (“the App”) is designed to help individuals, businesses, marine operators, and other professional users manage invoicing, business records, and related administrative activities through voice input and digital tools.

This Privacy Policy explains how we collect, use, store, disclose, protect, and delete personal information when you access or use the App, its website, and associated services.

This policy applies to our web application and any iOS or Android applications we distribute.

By using the App, you acknowledge this Privacy Policy. Where applicable law requires consent, we will obtain that consent separately before processing your information.

2. Information We Collect

We collect information necessary to provide the App's functionality, maintain security, and support our users.

2.1 Account and Profile Information

Depending on the features you use, we may collect:

• Name and business or organization name.
• Email address and telephone number.
• Login credentials or authentication identifiers.
• Business address and contact details.
• Language, currency, and application preferences.
• Subscription status and account settings.

2.2 Voice Recordings and Speech-to-Text Data

When you use the App's voice features, the App may request access to your device's microphone.

Depending on the feature and the technology used, we may process:

• Audio captured when you activate a voice feature.
• Transcribed text generated from your speech.
• Voice commands used to create or update invoices.
• Corrections or confirmations submitted by you.
• Information extracted from voice commands, such as invoice amounts, dates, quantities, and customer details.

For example, a user may speak an instruction to create an invoice for a marine service, vessel-related job, equipment supply, maintenance activity, or other business transaction.

Voice data may be processed on your device or transmitted to a speech-recognition or AI service provider, depending on the App's implementation. The applicable processing arrangements will be disclosed accurately before publication.

We will retain audio recordings only as described in our actual retention practices. We will not use voice data for biometric identification unless that functionality is introduced with the necessary disclosures and lawful authorization.

2.3 Invoice and Business Information

When you create, manage, or share invoices, we may process:

• Invoice numbers, dates, and payment deadlines.
• Customer and supplier names and contact details.
• Descriptions of products, services, and transactions.
• Quantities, unit prices, discounts, taxes, and totals.
• Payment instructions, payment status, and transaction references.
• Business notes, quotations, receipts, and invoice documents.
• Currency and applicable billing information.

Where entered by users, marine-business records may also contain vessel names, port or location details, equipment information, maintenance descriptions, marine-service records, cargo-related descriptions, or other operational information.

Such information will be handled as confidential business information where appropriate and protected according to this policy and applicable law.

2.4 Technical and Usage Information

To operate and secure the App, we may process limited technical information, including:

• Browser, device, and operating system information.
• Application version and language settings.
• IP address and session information.
• Error reports and diagnostic logs.
• Security events and login activity.
• Basic usage and performance information.

Any analytics or tracking technologies used by the App will be disclosed in accordance with applicable requirements.

2.5 Payment and Subscription Information

If the App offers paid features or subscriptions, payments may be handled by an external payment provider or app marketplace.

We may receive transaction identifiers, subscription status, payment confirmations, and related billing records.

Full payment card details will not be stored by Adegroup unless our actual payment architecture requires it and the appropriate safeguards are in place.

3. How We Use Your Information

We use collected information for the following purposes:

• Voice-enabled invoicing: To interpret voice instructions and prepare invoice drafts.
• Business administration: To create, calculate, edit, store, organize, and export invoices and related records.
• Marine business support: To manage marine-service billing and other operational information entered by users.
• Account management: To register users, authenticate accounts, and maintain settings.
• Customer support: To respond to inquiries and resolve technical problems.
• Payment management: To process or verify subscriptions and purchases.
• Security: To detect unauthorized access, misuse, and fraudulent activity.
• Service improvement: To maintain reliability, diagnose errors, and improve performance.
• Legal compliance: To meet applicable legal, tax, accounting, and regulatory obligations.
• Service communications: To provide important account notices, security alerts, and service updates.

We will process personal information only where we have an appropriate lawful basis, such as consent, contractual necessity, legal obligation, or another lawful basis recognized by applicable law.

4. Voice Recognition and Artificial Intelligence

The App may use speech recognition, natural language processing, or AI-assisted tools to convert spoken instructions into structured business information.

These technologies may identify invoice fields such as customer names, service descriptions, dates, quantities, prices, and totals.

Automated results may contain errors. Users should review all generated information before approving, issuing, or sharing an invoice.

Unless separately disclosed and lawfully authorized, we will not use customer invoice information or voice recordings to train general-purpose AI models.

If a third-party AI or speech-processing provider is used, the provider may receive the information necessary to perform the requested function. We will disclose material processing arrangements and apply appropriate contractual and security safeguards.

5. Microphone and Device Permissions

The App may request microphone permission when you choose to use voice-enabled features.

• Microphone access is requested for relevant functionality.
• Users can manage or revoke permission through their device or browser settings.
• Where supported, users may enter invoice information manually.
• The App should not access the microphone for unrelated purposes.
• Voice capture and processing will be limited to the applicable feature and disclosed data practices.
• Disabling microphone access may prevent voice-based functionality from working, but should not unnecessarily restrict unrelated features.

6. How We Share Information

Adegroup does not sell personal information to third parties for their own independent marketing purposes.

We may disclose information in the following circumstances.

6.1 Service Providers

We may use carefully selected providers for:

• Cloud hosting and database management.
• Speech recognition and AI processing.
• User authentication.
• Payment processing.
• Email delivery and customer support.
• Security, backups, and technical diagnostics.

These providers may process information on our behalf to deliver their services. Where required, we will enter appropriate data-processing agreements and impose confidentiality and security obligations.

6.2 User-Directed Sharing

Users may choose to download, export, email, or otherwise share invoices and business records.

When a user directs such sharing, the selected information may be disclosed to the recipient. Users should verify recipient details before transmitting confidential or commercially sensitive information.

6.3 Legal Obligations and Protection

We may disclose information when reasonably necessary to comply with applicable law, respond to valid legal requests, protect users, investigate fraud, enforce our agreements, or safeguard the App's security.

6.4 Business Transfers

If Adegroup undergoes a merger, acquisition, restructuring, or transfer of relevant business assets, information may be transferred as part of the transaction, subject to applicable legal requirements and appropriate safeguards.

7. Confidentiality of Business and Marine Records

We recognize that invoices and marine-related business records may contain commercially sensitive information.

We will use reasonable safeguards to protect such records and restrict access to authorized personnel and service providers who need the information to perform their duties.

Users should not enter information they are not authorized to disclose or process.

The App should not be treated as a substitute for specialized maritime safety, emergency-response, navigation, or regulatory systems unless those functions are expressly supported and independently validated.

8. Data Storage and International Transfers

Information may be stored or processed in Japan or other countries where our hosting infrastructure and service providers operate.

Where personal information is transferred internationally, we will apply the safeguards and procedures required by applicable law, including appropriate disclosures, contractual protections, or consent where necessary.

We will take reasonable steps to ensure that service providers protect information consistently with this policy and applicable legal requirements.

9. Data Security

Adegroup will implement reasonable technical and organizational measures appropriate to the nature of the information processed.

Depending on the App's implementation, these measures may include:

• Encryption of information during transmission using HTTPS/TLS.
• Appropriate account authentication and access controls.
• Restricted access to personal and business information.
• Secure database configuration and storage.
• Security monitoring and incident response procedures.
• Backup and recovery controls.
• Appropriate management of third-party service providers.

No digital system can guarantee absolute security. Users should protect their account credentials and promptly report suspected unauthorized access.

10. Data Retention

We retain personal information only for as long as necessary for the purposes described in this policy, subject to applicable legal obligations.

Our retention practices will distinguish between the following categories:

• Account data: Retained while the account is active and for a reasonable period afterward where necessary.
• Invoice and financial records: Retained according to user settings, business requirements, and applicable tax, accounting, and legal obligations.
• Voice recordings: Retained only for the period required by the applicable voice-processing function and our disclosed retention practices.
• Temporary processing data: Deleted or overwritten when no longer needed, subject to technical limitations and legitimate security requirements.
• Technical and security logs: Retained for an appropriate period for security, troubleshooting, and operational purposes.
• Support communications: Retained as needed to resolve requests and maintain necessary service records.

Where information is no longer needed, we will securely delete it or anonymize it where appropriate.

Specific retention periods should be established and documented before the App is released.

11. Your Privacy Rights

Depending on your location and applicable law, you may have the right to:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of personal information.
• Request a copy of eligible information in a portable format.
• Object to or restrict certain processing.
• Withdraw consent where processing is based on consent.
• Request information about relevant third-party disclosures.
• Lodge a complaint with the appropriate data protection authority.

To exercise your rights, email adegroup26@gmail.com with the subject line “Privacy Request — Ocean Marine Smart Voice.”

We may request reasonable verification of your identity before processing your request.

We will respond within the time limits required by applicable law. Certain information may need to be retained where a lawful exception applies, including mandatory accounting, tax, security, or legal requirements.

12. Account Deletion and Data Removal

If the App allows users to create accounts, users will be able to initiate account deletion through an accessible in-app process.

Users will also be able to request deletion through a public web resource:

Account Deletion Page: [Insert the direct, publicly accessible account-deletion URL before publishing.]

The deletion process will explain how users can submit a request, what information will be deleted, and whether any information must be retained for legal or legitimate security reasons.

When an eligible deletion request is completed, we will delete the account and associated personal information that we are not required or otherwise lawfully permitted to retain.

Where service providers hold information on our behalf, we will take appropriate steps to request deletion in accordance with our contractual obligations.

Backup copies may take a reasonable additional period to expire under documented backup-retention procedures.

Deleting the App from a device does not necessarily delete the user's account or server-stored records.

13. Cookies and Similar Technologies

The web application may use cookies or similar technologies to maintain login sessions, remember preferences, protect accounts, and support essential functionality.

If analytics or advertising technologies are used, we will disclose their purpose and obtain consent where required.

Users can manage cookies through their browser settings. Disabling essential cookies may affect the functionality of the App.

14. Third-Party Links and Integrations

The App may link to external websites or integrate with third-party services.

Those providers may operate under their own privacy policies. Users should review the relevant policies before submitting information directly to those services.

Adegroup will disclose its own relevant data-sharing practices and take reasonable steps to ensure that service providers processing personal information on its behalf meet applicable privacy and security requirements.

15. Children's Privacy

Ocean Marine Smart Voice & Business Invoice App is designed primarily for business and professional use and is not intended for children below the minimum age permitted by applicable law to use the service independently.

We do not knowingly collect children's personal information in violation of applicable law. If we discover that such information has been collected improperly, we will take appropriate steps to address the situation.

Additional requirements may apply if the App is directed toward children or made available through a service specifically designed for them.

16. Privacy Rights in Japan and Other Jurisdictions

Adegroup is based in Japan and will handle personal information in accordance with Japan's Act on the Protection of Personal Information (APPI), as applicable.

Where the App is offered to users in other jurisdictions, we will comply with applicable privacy laws, which may include:

• The General Data Protection Regulation (GDPR) and applicable European data-protection laws.
• The California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA/CPRA).
• Other applicable national and regional privacy laws.

Where required, we will provide additional disclosures concerning the legal basis for processing, international transfers, data-subject rights, and relevant safeguards.

17. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in the App, business operations, service providers, technology, or applicable law.

The revised policy will be published on our website with an updated “Last Updated” date.

Where required by law, or where a material change requires additional notice or consent, we will take appropriate steps to inform affected users.

18. Contact Adegroup

For privacy questions, requests, complaints, or concerns about this Privacy Policy, contact:

Please include “Ocean Marine Smart Voice — Privacy Request” in the subject line of your email to help us direct your inquiry appropriately.

Adegroup is committed to handling privacy requests responsibly and in accordance with applicable law.