Privacy Policy

1. Business Information

IGRS Inc. (hereinafter "the Company") is a Japanese corporation headquartered in Wakayama City, Wakayama Prefecture, Japan. This Privacy Policy explains how we collect, use, and manage your personal information in connection with our Philippine document retrieval services.

2. Information We Collect

We may collect the following personal information:

• —Full name (in both local script and Roman alphabet)
• —Email address
• —Phone number
• —Mailing address (for document delivery)
• —Inquiry and consultation details
• —Document-related information required for service delivery (e.g., date of birth, passport number)

3. Purpose of Use

Personal information collected is used solely for the following purposes:

• —Responding to inquiries and consultations
• —Providing document retrieval services (including applications to Philippine government agencies)
• —Arranging document shipping and delivery
• —Sending important service-related communications (progress updates, delivery notifications, etc.)
• —Compliance with applicable laws and regulations

4. Third-Party Disclosure

We do not disclose or provide your personal information to third parties except in the following circumstances:

• —With your explicit consent
• —When necessary for service delivery (including Philippine government agencies and partner staff, DHL and other couriers, payment providers, Web3Forms for inquiry processing, and Anthropic for the optional AI chat). We require appropriate information management from our providers
• —When required by law or legal process
• —When necessary to protect the life, safety, or property of individuals

5. Service Providers & AI Chat

Contact-form submissions are processed by Web3Forms. The optional AI chat is provided using Anthropic technology, and messages entered into that chat are sent to the service to generate a response. Do not enter passport numbers, copies of identity documents, payment credentials, or other sensitive information in the AI chat. Use the contact form for case-specific follow-up. Providers may process data outside your country under their applicable safeguards.

6. Cross-Border Data Transfer

To provide our document retrieval services, your personal information (such as name, date of birth, and other application details) is shared with our partner staff based in the Philippines. The information shared is limited to the minimum necessary for service delivery, and we require our partners to implement appropriate information security measures.

7. Data Security & Retention

We implement appropriate security measures to prevent unauthorized access, loss, or alteration of personal information. Access to personal information is restricted to authorized personnel who require it for service delivery. Inquiry data is retained only as long as reasonably necessary for follow-up, legal, accounting, and dispute-resolution purposes. Document data is deleted or disposed of after the service and applicable retention obligations have ended.

8. Cookies & Analytics

This website uses access analytics tools such as Google Analytics to improve our services. These tools use cookies to collect access information, but this data does not include personally identifiable information. Analytics storage is disabled unless you accept analytics cookies in the site banner. You can change or withdraw that choice by clearing the site setting in your browser.

9. Your Rights

You have the right to request disclosure, correction, deletion, or suspension of use of your personal information held by us. Upon receiving such a request, we will verify your identity and respond within a reasonable period. Please contact us using the information below.

10. Policy Changes

This policy may be revised in response to changes in laws or our services. Significant changes will be announced on this website. The most current version of this policy is always available on this page.

11. Contact