Who runs this, and how your data is handled.
Short, checkable, and updated when facts change.
The operator
Scout IQ is operated by ESAI Agency K.K., a licensed fee-charging employment placement business in Japan — 有料職業紹介事業許可番号 13-ユ-319155. It is an independent sending service that Headhunt.AI hands off to; Headhunt.AI is operated separately by ExecutiveSearch.AI K.K.
Check the license yourself
Don't take a marketing page's word for it. The license is a public record on the Ministry of Health, Labour and Welfare's 人材サービス総合サイト:
1. Open jinzai.hellowork.mhlw.go.jp/JinzaiWeb/.
2. Search for license number 13-ユ-319155 — the listing shows the licensed entity.
The fixed rules
A few things are fixed in the software itself — no setting turns them off. Every message is checked before it can be sent; if no message passes the check, nothing is sent and a person takes over. The AI writes the words, but fixed rules decide whether to send, wait, book, or hand off. Scout IQ never claims to be a person. One opt-out is honored across every campaign, permanently. And some replies go to a person every time: opt-outs, legal and visa questions, compensation negotiations, hostile threads, and “am I talking to a person?”
Subprocessors
Scheduling and meetings: Google, Microsoft, Zoom. Language models used in reply drafting: OpenAI, Google Gemini.
Calendar access
We only use free/busy availability; we never store or use event titles, descriptions, attendee lists or attachments.
Opt-out
An opt-out is confirmed to the candidate with a fixed message and honored across every campaign, permanently. Candidates are never contacted again after opting out.
Data residency
Service infrastructure runs on AWS in the Tokyo region.
Processing countries (外的環境の把握)
Personal data is processed in Japan and the United States. Details, including the applicable safeguards, are set out in the privacy policy.
Security, without the theater
Traffic is encrypted in transit, and hosting is AWS in the Tokyo region. We publish only the security claims we can stand behind today; deeper documentation is available on request — ask through the get-started page.
Questions
Something not covered here? Ask through the get-started page — a person reads every submission. Privacy matters, including the designated contact, are set out in the privacy policy and terms of service.