Privacy Policy
How FileEazy collects, uses and protects personal information, and the choices you have over it.
Last updated: 7 October 2026
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Applies to file-eazy.com and the FileEazy platform
The Japanese text is provided for convenience. In case of any discrepancy, the English version prevails. 日本語訳は参考として提供されるものです。内容に相違がある場合は英語版が優先されます。
FileEazy is operated by TopTech Informatics K.K. (Tokyo, Japan) with Mathenson Records Management Pvt. Ltd. (Mumbai, India). This policy explains what we do with personal information when you visit our website, evaluate the product, or use the platform.
1. Our role: controller and processor
For our website, marketing and account administration, we act as a controller and decide how personal information is used. For the documents and records our customers put into their workspace, we act as a processor and handle that content only on the customer's instructions, under our Terms of Use and any data processing agreement in place.
2. What "personal information" means
In this policy, "personal information" means information about a living individual that can identify that individual — including name, date of birth, address, telephone number, email address and other contact details contained in the information — as well as personal identification codes such as biometric data. Where Japanese law applies, the term has the meaning given in the Act on the Protection of Personal Information (APPI); where other privacy laws apply to you, the equivalent local definition also applies.
3. Information we collect
- Account details — name, work email, phone, company, country, workspace subdomain and login credentials.
- Billing details — plan, number of users, billing address and tax identifiers. Card data is handled directly by our payment processor, Stripe; we do not store your card details on our website.
- Customer content — the documents, forms, metadata and signature records you upload or generate, which may contain personal information about your own staff, clients or citizens.
- Usage and device data — log entries, IP address, browser and device type, pages viewed and feature usage.
- Enquiries — what you send us through contact forms, demos, support requests and Community Program applications, including eligibility documents.
We may also receive information about you from our business partners, such as resellers and payment providers, in connection with transactions and payments.
4. How we use information
We use personal information for the following purposes:
- Providing, operating and securing the service, and authenticating users.
- Discussions, meetings and communications relating to the introduction of the service.
- Maintenance notices, support, and other important announcements.
- Billing usage fees, collecting payment, and post-cancellation administration.
- Responding to enquiries and verifying Community Program eligibility.
- Sending information about our products, services, seminars, events and campaigns.
- Developing and improving our products and services, including aggregated usage analysis and surveys.
- Contacting you in the event of a disaster or other emergency.
- Meeting legal, tax and accounting obligations, and purposes incidental to the above.
Where required, we rely on your consent, the performance of a contract, a legal obligation, or our legitimate interest in running and protecting the service.
5. AI features
OCR, classification, summarization and semantic search process your documents to return results to you. Processing is scoped to your workspace, and we do not use customer content to train general-purpose AI models or share it with other customers. Where a third-party model provider is involved, it acts as our subprocessor under contractual confidentiality and no-training terms.
7. Joint use
We jointly use certain personal information with our operating partner as follows.
- Items jointly used: name, company name, department and position, telephone number, email address, postal address, and billing and contract records.
- Scope of joint users: TopTech Informatics K.K. and Mathenson Records Management Pvt. Ltd.
- Purpose of joint use: provision, support, billing and administration of the service, and management of customer and partner relationships.
- Party responsible for management: TopTech Informatics K.K.
8. International transfers
We operate from Japan and India and may process data in other countries where our providers operate. Where data leaves its country of origin, we use recognised safeguards such as standard contractual clauses. Customers with data residency requirements can discuss regional hosting or on-premise deployment with us.
9. Security
We encrypt data in transit and at rest, apply role-based access control, log access to records, separate environments, and review our controls regularly. More detail is on our Security page. No system is completely secure; if a breach affects your data we will notify you without undue delay and within the timeframes the law requires.
10. Retention
Customer content is retained for as long as the workspace is active and according to the retention rules the customer configures. After termination, content is available for export for 30 days, deleted from active systems within 30 days, and removed from backups within 90 days. Account and billing records are kept for as long as tax and accounting law requires.
11. Your rights, disclosure and correction
Depending on where you live, you may have the right to access, correct, delete, restrict or object to processing of your personal information, to portability, and to withdraw consent. Contact us and we will respond within the period the applicable law sets. If your data sits in a customer's workspace, we will refer your request to that customer as the controller.
When we receive a request to disclose personal information, we will verify your identity before disclosing. We may decline to disclose all or part of the information, and will notify you of that decision, where disclosure would risk harm to the life, body, property or other rights of you or a third party, would significantly hinder the proper conduct of our business, or would violate other laws. A reasonable fee may be charged for each disclosure. In principle we do not disclose information other than personal information, such as history and attribute information.
If the personal information we hold about you is incorrect, you may request correction, addition or deletion in accordance with the procedure we specify. Where we consider the request necessary, we will make the correction; where we decide not to, we will notify you of that decision.
13. Children
FileEazy is a business product and is not directed at children. We do not knowingly collect personal information from anyone under 18 through our website. Educational customers who hold student records do so as controllers under their own policies.
14. Changes to this policy
Except for matters stipulated by law, we may change this policy when we consider it necessary. Unless we specify otherwise, the revised policy takes effect when it is posted on this website, and we will update the "last updated" date above. Where a change is material, we will give notice by email or in-product.
15. How to contact us
Name of the business handling personal information: TopTech Informatics K.K.
Contact department: FileEazy Customer Support (Privacy). Email: [email protected]. You may also use the contact form and mark your message for the privacy team.
You also have the right to complain to your local data protection authority.
Privacy requests
Send a request and we will confirm receipt and the timeline for our response.