Privacy Policy

Effective 11 September 2026

1. Introduction

The operator of the construction site management app SmartKouji ("the Service", "we") treats users' personal information as set out below.

• Service: SmartKouji (スマート工事)
• Website: smartkouji.com
• Privacy contact: info@smartkouji.com

The name and registered address of the operating company are provided on request and at the time of contract.

2. Information we collect

The Service collects the following.

• Account information: name, company, role, and the email address or ID used to sign in
• Attendance: clock-in and clock-out times, the site worked, leave and paid holiday taken
• Daily reports: the text entered, voice recordings made when dictating, photos taken on site, and records of crew, machinery and materials
• Alcohol check records: the reading from the breathalyser, the face photo taken at the time, and the timestamp
• Schedule and materials: task progress, deliveries and usage records
• Usage information: when the app was used, the device type, and error logs

Alcohol check records are collected to prevent drink driving and to retain a record of the check.

3. How we use it

We use the information collected for the following purposes only.

1. Providing, maintaining and improving the Service
2. Producing and storing users' work records, including daily reports, timesheets and schedules
3. Transcribing voice and images, and automatically checking what was entered
4. Responding to enquiries
5. Preventing misuse and diagnosing faults

We obtain consent in advance before using information beyond these purposes.

4. Third-party services

The Service relies on the following providers and sends information to them for that purpose. Each acts as our processor and handles the data only as needed to provide their part of the Service.

• Google Cloud / Firebase (Google LLC): storage, sign-in, speech transcription
• Anthropic Claude (Anthropic PBC): checking report content, extracting information from voice and images
• Dropbox (Dropbox, Inc.): viewing drawings and documents held in the company's Dropbox
• FlutterFlow (FlutterFlow, Inc.): the application platform

Some of these services run on servers outside Japan. Their own privacy policies also apply.

We do not provide personal information to any other third party without consent, except where required by law.

5. Retention

We keep information for as long as needed for the purposes above and for any period required by law. After a contract ends we provide the data back on request and delete it within a reasonable period.

6. Security

We take appropriate measures to prevent loss, damage or unauthorised disclosure of personal information, including encrypted communication, access controls, and restricting use to authenticated users.

7. Access, correction and deletion

If you ask to see, correct, add to, delete or stop the use of your personal information, we will verify your identity and respond promptly in accordance with the law. Contact us at the address below.

8. About this website

This website (smartkouji.com) uses no analytics or advertising cookies. Enquiries are accepted by email only.

9. Changes to this policy

We may update this policy as the law or the Service changes. Significant changes will be announced on this website.

10. Contact

For questions about this policy or about how we handle personal information, email info@smartkouji.com.

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