Privacy Policy

The Japanese text of this policy is the governing version; this English version is a reference translation.

1. Operator

ESAI Agency K.K. (Gloria Miyamasuzaka III #801, 1-10-7 Shibuya, Shibuya-ku, Tokyo). Licensed fee-charging employment placement business, 有料職業紹介事業許可番号 13-ユ-319155. Data handler for the Scout IQ service.

2. Information we handle

(1) Candidate information handed off from Headhunt.AI for scout sending (name, work history, scout message, job context). (2) Email addresses discovered and verified through partners under contract. (3) The content of correspondence with candidates. (4) Calendar free/busy availability for scheduling — we do not collect event titles, descriptions, attendees or attachments. (5) Recruiter account information.

3. Purposes

Sending scouts, responding to candidate replies, scheduling and booking interviews, providing deliverability and engagement analytics, and meeting legal obligations.

4. Subprocessors

Google, Microsoft and Zoom for scheduling and meetings; OpenAI and Google Gemini for reply drafting; email-discovery and verification partners under contract.

5. Processing countries (外的環境の把握)

Personal data is processed in Japan and the United States. For information on the framework for the protection of personal information in the United States, please refer to the survey of foreign data-protection systems published by Japan’s Personal Information Protection Commission.

6. Retention and deletion

Personal information is retained only as long as needed for the purposes above. Candidate deletion requests are handled in accordance with the Act on the Protection of Personal Information.

7. Opt-out

A request not to be contacted receives a fixed confirmation and is honored permanently across all campaigns.

8. Security

We apply safeguards including encryption in transit and role-based access control. Infrastructure runs on AWS in the Tokyo region.

9. Contact

Direct questions about this policy to ESAI Agency K.K. (Personal Information Protection Manager) at privacy@executivesearch.ai.