Terms of Service

1.1 These Terms of Service ("Terms") form the agreement between AirTA G.K. ("AirTA", "we", "us") and the organisation named in an Order Form ("you", "the Customer") for AirTA Sites (the "Service").

1.2 The agreement starts when both sides sign an Order Form. The Order Form sets your plan, term, price, billing start date and any special terms. If the Order Form and these Terms differ, the Order Form wins for that point.

1.3 The person signing confirms they have authority to bind the Customer. The Service is for businesses only; it is not offered to consumers.

3.1 We host your Site, give your Users the Admin, and provide the features, allowances and support your plan includes, as described on airtasites.jp/pricing on the date of your Order Form.

3.2 On a yearly plan, or a longer term agreed in the Order Form, we move your existing content and addresses with you at no charge, to the scope agreed in the Order Form. On a monthly plan you move them yourself with the import and migration tools, unless the Order Form says otherwise.

3.3 A design that uses only existing blocks you publish yourself. A request for a new custom section is reviewed by us for security, speed and accessibility, and we aim to put it live within 3 Business Days of an agreed specification. We may add a custom section's design, without your content or brand, to the block library for all customers.

3.4 We improve the Service continually. We will not remove a feature your plan relies on during a fixed term without giving you 60 days' notice and the right to end the agreement without charge. Features marked Beta or Sample are provided for evaluation and may change.

4.1 You decide who your Users are and what role each has. You are responsible for your Users' actions in the Service, for keeping sign-in details secure, and for removing access when someone leaves.

4.2 Tell us straight away at the address in Section 23 if you suspect someone has unauthorised access.

4.3 Our staff access your Admin or Candidate Data only when you ask us to (for example, for a support request), or when needed to keep the Service secure and working or to meet a legal obligation. Every such access is logged and visible to you in the activity log.

5.1 You hold, and will keep, every licence your business needs, including a fee-charging employment placement licence (有料職業紹介事業許可) where you act as a placement business. You are responsible for showing your licence number and other required details on the Site.

5.2 You are responsible for every job posting and all other content on the Site, including that it:

5.3 The Service includes checks and notices that help with these duties, such as the compliance agent and the disclosure page. They are aids, not legal advice, and do not move your responsibility to us.

5.4 Emails your Site sends at your instruction, such as job alerts, replies, newsletters, campaigns and seasonal greetings, are sent on your behalf. You are the sender for the purposes of the Act on Regulation of Transmission of Specified Electronic Mail, and you are responsible for having a lawful basis to email each recipient. The Service records each recipient's opt-in where it collects one, and gives every advertising email an unsubscribe link. Emails go from your own sending domain once you add one and it is verified, and from our address until then. By adding a sending domain you confirm that you own or control it and may send email from it, and you are responsible for its DNS records. If it stops verifying, emails go from our address again, and emails to lists wait until it is verified.

6.1 AirTA Sites is website software. We do not carry out employment placement, recruitment or job-information services on our own account. We do not select, rank or contact Candidates for our own purposes, and we do not decide what is published on your Site.

6.2 Candidates who use your Site are your Candidates. Candidate Data never enters the candidate database of AirTA (airta.jp), which AirTA G.K. also runs, and AirTA never contacts your Candidates.

6.3 Your public jobs appear on airta.jp only if you ask for it in writing. Applicant data never does.

7.1 AI Features produce drafts. Nothing an AI Feature writes or designs is published until one of your Users publishes it, and you are responsible for checking it is accurate, lawful and yours to use. Japanese text an AI drafts stays marked as a draft until a person signs it off.

7.2 AI Features see only the data level you choose for each agent. Applicants' names, messages and CVs are not sent to any AI model unless you turn on a level that includes them. The site assistant removes email addresses and phone numbers from what Visitors type before it is sent, and answers only from your Site's content.

7.3 We use our AI provider under terms that do not allow it to train its models on what we send. We do not use Customer Content or Candidate Data to train any model.

7.4 AI output can be wrong, and similar output may be produced for others. We do not promise that any AI output is accurate or unique.

8.1 Your plan includes Credits each calendar month (Japan time): the number in your Order Form or, where no Order Form sets one, the number airtasites.jp/pricing shows for your plan on the day it starts. The monthly allowance is used first and ends with the month; it does not carry over.

8.2 You can buy extra Credits. Purchased Credits are valid for 6 months from the date of purchase and then lapse. Each action shows its usual cost before it runs and is charged on the model use it actually took.

8.3 Credits are a measure of included service, not money. They cannot be exchanged for cash, transferred or refunded, except where the law requires or where we end the agreement for a reason that is not your fault, in which case we refund unexpired purchased Credits.

8.4 You can set a monthly limit for each agent's scheduled work. When your Credits run out, AI Features pause; the rest of the Service keeps working.

9.1 You pay the fees in your Order Form. Prices are in yen and before consumption tax, which is added at the rate in force.

9.2 We invoice monthly in advance from your billing start date, or yearly in advance if you choose to pay a year up front. Invoices are paid by bank transfer within 30 days of the invoice date; bank charges are yours. Credit top-ups are paid by card when you buy them.

9.3 Late payments carry interest at 14.6% a year from the due date. We remind you before taking any step under Section 17.

9.4 Your price is fixed for your term. There are no automatic price rises. After your first term we may change the price by giving 60 days' written notice; you may end the agreement before the change takes effect.

10.1 Your term runs from the billing start date for the period in your Order Form. Any free months in your Order Form (for example, while your previous provider's contract ends) come before the billing start date and do not shorten your paid term.

10.2 After the first term the agreement continues month to month. Either side may end it with 30 days' written notice (email is enough), effective at the end of a billing month. There is no automatic renewal into another fixed term.

10.3 If you end the agreement for convenience during a fixed term, the fees for the rest of that term become due. They do not if you end it under Sections 3.4, 9.4, 14.4 or 22.3, or because we have materially breached these Terms and not fixed the breach within 30 days of your notice.

10.4 Either side may end the agreement straight away by notice if the other becomes insolvent, or materially breaches these Terms and does not fix the breach within 30 days of notice.

10.5 When the agreement ends, you have 30 days to export your Customer Content and Candidate Data, free, from the Admin; we will also help you move your domain. We then delete them within a further 30 days, and from backups as they cycle out. We keep only what the law requires us to keep, such as billing records.

11.1 You own your Customer Content, your Site's design and the custom work we build for your brand. You can export it at any time. You give us a licence to host, copy, display and process it only as needed to provide the Service.

11.2 You confirm you have the rights to the Customer Content you publish, including photos of your staff, client logos and testimonials, and the consent of anyone a case study or testimonial names.

11.3 If you send us suggestions, we may use them to improve the Service without obligation to you.

12.1 We own the Service: its software, blocks, looks, templates, agents and documentation. During the agreement you may use it for your own business. These Terms do not transfer any of it to you.

12.2 You will not resell the Service, copy or reverse-engineer it, try to reach another customer's data, or run load or security tests against it without our written agreement. If you find a security issue, please tell us; we welcome it.

13.1 We may unpublish content that clearly breaks this Section, telling you why. Where we can, we ask you to fix it first.

14.1 We process Candidate Data only to provide the Service and on your documented instructions, which are these Terms, your settings in the Admin and your written requests. We never use it for our own purposes, sell it, or combine it with data from AirTA or any other customer.

14.2 We keep security measures at least as strong as those described at airtasites.jp/trust, including database-enforced separation between customers, encryption in transit, access limited to staff who need it, and an activity log. Our staff are bound to confidentiality.

14.3 Candidate Data is stored in Japan. Applications are kept for the period you set (from not at all to 3 years) and then deleted automatically. Shortening the period applies to existing applications after 7 days' warning; lengthening it applies to new applications only.

14.4 We use the Sub-processors listed at airtasites.jp/subprocessors, under written terms that protect the data at least as well as this Section, and we remain responsible for them. We give you 30 days' notice before adding or replacing one. If you object on reasonable data-protection grounds and we cannot address the objection, you may end the agreement without charge.

14.5 Some Sub-processors are outside Japan or are foreign companies. For each, we keep in place the arrangements APPI requires for a provider outside Japan (Article 28), and we will give you the information you need to answer Candidates about them.

14.6 If we become aware of a leak, loss or damage affecting Candidate Data, we tell you within 48 hours, with what we know of its nature, scale and the data involved, and keep you updated. We help you meet your duty to report to the Personal Information Protection Commission and to notify the people affected.

14.7 The Admin lets you find, correct, export and delete one person's data when they ask, and record a request to stop contacting them for a while or never to contact them again. If a Candidate contacts us directly, we pass the request to you without delay and do not answer it ourselves unless you ask us to.

14.8 Once a year, or after a breach, you may audit our compliance with this Section. We answer security questionnaires and provide documents first; an on-site audit needs 30 days' notice and is at your cost.

14.9 You are responsible for telling Candidates how their data is used, for having a lawful basis for it, and for obtaining any consent the law requires, including before you send a Candidate's details to a client company. The Site's privacy notice states your retention period automatically from your settings.

15.1 Each side keeps the other's non-public business information confidential, uses it only for this agreement, and shares it only with people who need it and are bound to confidentiality. This does not apply to information that is public, already known, independently developed, or that the law requires to be disclosed.

15.2 This duty lasts for 3 years after the agreement ends. Duties for personal data in Section 14 last for as long as either side holds it.

16.1 We support you in Japanese and English by email on Business Days, and aim to reply within one Business Day. We tell you promptly about any incident that takes your Site down.

16.2 We work to keep the Service available at all times, and schedule planned maintenance outside Japanese business hours with notice. Unless your Order Form sets a service level, we do not guarantee uninterrupted availability.

17.1 We may suspend all or part of the Service if: an invoice is more than 14 days overdue after a written reminder; your use poses a security risk to the Service or other customers; or the law requires it. We suspend only as much as is needed, tell you why, and restore the Service as soon as the reason is resolved.

18.1 We will provide the Service with reasonable skill and care, in line with these Terms. Apart from that, and to the extent the law allows, the Service is provided as it is, and we make no other promise, for example that it will meet every need you have or that search engines will rank your Site.

19.1 Neither side is liable for indirect or consequential loss, or for lost profits, revenue or business opportunity, arising from this agreement.

19.2 Each side's total liability arising from this agreement is limited to the fees paid and payable by you in the 12 months before the event that gave rise to the claim.

19.3 These limits do not apply to wilful misconduct or gross negligence, to your duty to pay fees, or to anything else the law does not allow to be limited.

20.1 You will cover our reasonable losses from a third party's claim arising from your Customer Content, your job postings, your recruitment activity or your instructions to us.

20.2 We will cover your reasonable losses from a third party's claim that the Service itself, excluding Customer Content, infringes their intellectual property rights.

20.3 The side making a claim under this Section tells the other promptly and lets it control the defence, with reasonable help.

21.1 Each side confirms that neither it nor its officers are, or have within the past 5 years been, an organised crime group, a member or associate of one, or any similar anti-social force, and that it will not make violent or fraudulent demands of the other.

21.2 If either side breaks this Section, the other may end the agreement straight away by notice, without liability for the termination.

22.1 We may change these Terms where the change suits customers' general interest or is reasonable in light of the purpose of the agreement, as Article 548-4 of the Civil Code allows.

22.2 We tell you about a change, and when it takes effect, by email and on this page at least 30 days ahead. Changes needed only for a new law, or that only add to your rights, may take effect sooner.

22.3 If a change materially reduces your rights during a fixed term, you may end the agreement before it takes effect, without the charge in Section 10.3.

23.1 Notices are given by email: to us at hello@airtasites.jp, and to you at the contact address in your Order Form.

23.2 Neither side may transfer this agreement without the other's written consent, except to a successor of its whole business that takes on all its duties. Neither side is liable for delay caused by events outside its reasonable control.

23.3 If a provision is found invalid, the rest stays in force. Not enforcing a right is not a waiver of it. These Terms and your Order Form are the whole agreement on their subject.

23.4 These Terms are written in Japanese and English. If the two differ, the Japanese text prevails.

23.5 These Terms are governed by the laws of Japan. The Tokyo District Court has exclusive jurisdiction in the first instance over any dispute.

23.6 Sections 10.5, 11, 14, 15, 19, 20 and 23 continue after the agreement ends.