Privacy
Policy

Overview

This Privacy Policy ("Policy") sets out the information that the operator of the database monitoring service Scandock (the "Service"), being the business listed in Section 12 ("we" or "us"), collects through the Service and how we handle it. Terms used in this Policy follow the separately defined Terms of Service.

The information we handle includes information we collect ourselves (such as account information) and information we handle on your behalf (such as information read from your databases; see Section 6). The purposes of use in Section 2 and the request procedures in Section 10 apply to the former.

1. Information we collect

In providing the Service, we mainly collect the following information.

• Account information: The name, email address, and password you register when creating an account, and the version of the Terms of Service you agreed to at registration and when. Passwords are stored hashed, and we never know them in plaintext. If you set up two-factor authentication, its secret key and backup codes are stored encrypted. If you sign in with your company account (SSO), we store the name, email address, and user identifier received from the IdP, and no password is used.
• Project and member information: Project names, members of projects and their roles, and email addresses of invitees. If SSO is set up on the Enterprise plan, we store the IdP settings registered by an administrator (identifier, sign-in URL, signing certificate, and for OpenID Connect the client ID and secret) and the email domain.
• Database connection information: Connection strings of databases you register (the read-only connection for monitoring and, if registered, the admin connection), the name of the read-only user the Service creates, and error messages returned when checking a connection. Connection strings are stored encrypted.
• Cloudflare Tunnel settings: If you use Cloudflare Tunnel, the tunnel name, the database IP address as seen from cloudflared, and the hostname we assign.
• Cloudflare D1 authorization: If you use Cloudflare D1, the refresh token received through Cloudflare OAuth authorization (stored encrypted), who authorized it and when, and the account ID and database ID of the registered D1 database.
• BigQuery authorization: If you use BigQuery, the refresh token received through Google OAuth authorization (stored encrypted), who authorized it and when, and the ID of the registered Google Cloud project.
• Data obtained through monitoring and investigation: Schema information of target databases, values returned by monitor item queries, queries run during investigations and conversations and their results, and AI judgment history, investigation conclusions, and database annotations. Query results may include content stored in target databases.
• Information you enter: Instructions and questions in conversations and the history of answers, content recorded as memory, registered actions (SQL and notification content), approvals and rejections of actions and their notes, and notification destination settings. Authentication tokens for integrations are stored encrypted.
• Payment information: The plan and status of the contract, customer and contract identifiers issued by the payment processor, the company name, billing address and tax ID (if entered) used on invoices, and, if you choose invoice payment, the email address that receives invoices and the payment status. Credit card numbers are handled by the payment processor and are not stored by us.
• Usage information: IP addresses and user agents tied to login sessions, audit logs (the content and time of actions within a project and the name and email address of the member who took them), and request and error logs recorded by the Service's infrastructure (information about the requester, the page requested, the time, and so on).

2. Purposes of use

We use the information we collect ourselves for the following purposes.

• Providing the Service: To provide the Service's features, such as designing monitor items, judging anomalies, investigating causes, proposing and running actions, sending notifications, and answering conversations.
• Authentication and security: To authenticate logins, prevent unauthorized use, and record actions within projects as audit logs that you can review later.
• Billing: To manage contracts and bill fees, including usage-based fees.
• Contacting you: To send email address verification, password resets, project invitations, incident notifications, and other notices necessary for operating the Service.
• Fixing problems and improvements: To investigate incidents, fix bugs, and improve the Service using account information and usage information. Data obtained through monitoring and investigation, and information you enter, are not used for this purpose except where necessary to provide the Service, such as responding to your inquiries.

3. Processors and their countries

To the extent necessary to provide the Service, we entrust the handling of information to the following providers.

• OpenAI (United States): AI models. To design monitor items, judge anomalies, investigate causes, and answer conversations, we send connection names, schema information and database annotations, monitor item definitions and values, past incidents and their outcomes, queries and their results, memory, and your instructions and questions. We do not send database connection strings. Under OpenAI's API terms, data sent is not used to train models by default.
• Stripe (United States): Contract and payment processing, consumption tax calculation, and invoicing. We send project information, email addresses, and similar information. Card and billing details are entered by you directly into Stripe.
• Cloudflare (United States): The Service's infrastructure, storage of value history and monitoring schedules (the storage region is not fixed), email delivery, bot protection (Turnstile), request and error logs, connections via Cloudflare Tunnel (tunnels, routes, and DNS records), and reading Cloudflare D1.
• PingCAP (TiDB Cloud, United States): Storage of accounts, projects, connection information, monitor items, incidents, audit logs, and so on. Data is stored in the Tokyo region.

In addition, we send incident details and the text you configure, according to your settings, to integrations you register as notification destinations or actions (such as Slack, Microsoft Teams, Google Chat, Discord, LINE, LINE WORKS, Chatwork, kintone, and Webhook endpoints) and to email recipients.

4. Entrustment to providers in foreign countries

OpenAI, Stripe, Cloudflare, and PingCAP in the preceding section are providers in the United States. We entrust the handling of personal data to them after concluding contracts that set out measures for the proper handling of personal information (data processing agreements or terms of service) and establishing a system that meets the standards in Article 28, Paragraph 1 of the Act on the Protection of Personal Information.

We periodically check how these providers handle personal data and whether there are any United States systems that could affect that handling. Because the region where Cloudflare stores value history is not fixed, it may be stored in countries other than the United States.

The United States has no comprehensive federal law on the protection of personal information; instead it has sector-specific federal laws and state laws such as California's consumer privacy law. For details, see the information on foreign systems published by Japan's Personal Information Protection Commission.

On request from the individual concerned, we provide information such as an outline of these measures under Article 28, Paragraph 3 of the Act. Please contact us at the address in Section 12.

5. Provision to third parties

Except for the entrustment in the preceding two sections and transmissions according to your settings, we do not provide personal data to third parties without your consent. This does not apply where required by law, where necessary to protect a person's life, body, or property and obtaining consent is difficult, where provided as part of a business succession, or in other cases permitted by law.

6. Information we handle on your behalf

During monitoring and investigation, we read content stored in databases you register. This may include information about third parties, such as your customers.

We handle this information as entrusted by you under Article 27, Paragraph 5, Item 1 of the Act on the Protection of Personal Information, and do not use it for any purpose other than providing the Service. We sub-entrust part of its processing to the providers in Section 3.

You handle requests from individuals for disclosure and similar requests regarding this information, and we provide the necessary cooperation at your request. If we receive such a request, we forward it to you.

If monitoring targets include personal information, you are responsible for legal compliance regarding its collection and handling. You can adjust the scope of monitoring by configuring or pausing monitor items.

Information received from Google APIs through the BigQuery connection (BigQuery schemas, query results and the list of projects; "Google user data") is used only to provide the Service's monitoring and investigation features. We share, transfer or disclose Google user data only to the following:

• OpenAI: To detect anomalies, investigate causes and answer conversations (Section 3).
• Cloudflare: To run the Service and store the value history of monitors (Section 3).
• PingCAP (TiDB Cloud): To store monitors, incidents and conversation records (Section 3).
• Notification destinations you register: To send incident details according to your settings (such as Slack or email recipients).
• As required by law: When required by law, or in connection with a business succession (Section 5).

We do not sell Google user data, and do not use it for advertising or to develop or train generalized AI models. Humans read it only with your consent, when necessary for security, or as required by law. Scandock's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

7. Cookies and external transmission

The Service uses cookies and browser storage for the following purposes, and sends information to external providers on some screens. We do not use tools for advertising, behavioral tracking, or analytics. Fonts are served from our own servers.

• Login session: A session cookie to keep you logged in (up to 30 days) and a temporary cookie to speed up verification (5 minutes). Both are issued so that scripts on the page cannot read them.
• Two-factor authentication: A temporary cookie until you enter the code from your authenticator app. If you choose to trust the device, a cookie that skips two-factor authentication on that device (30 days).
• Display language: Your display language setting, stored in a cookie for one year.
• Guidance: Whether operation guidance has been shown, stored in your browser.
• Bot protection (Cloudflare Turnstile): The login, sign-up, and password reset screens load Turnstile by Cloudflare, Inc. to prevent abuse by bots. Information about your browser and device (such as IP address and browser type and settings) is sent to Cloudflare and handled under Cloudflare's privacy policy.

8. Retention and deletion

Monitor item value history and audit logs are deleted daily once they exceed the period set by your plan (value history: 30 days on Starter, 90 days on Business, 365 days on Enterprise; audit logs: 30 days on Starter, 365 days on Business, 3 years on Enterprise). For projects without an active contract, the period of their previous plan applies for 30 days after the contract ends, and the shortest period (30 days) applies after that. AI judgment history is deleted after 30 days.

Expired login sessions (including IP addresses and user agents) are deleted daily. Infrastructure request and error logs disappear after Cloudflare's retention period (up to 7 days).

Incidents, investigation records, conversation history, memory, and action records are kept without a set period until you delete the connection, conversation, memory, or project.

Deleting a connection deletes its connection string, monitor items, incidents, and investigation records. Deleting a project deletes its connections, monitor items, value history, incidents, investigation records, conversations, memory, audit logs, and so on.

You can delete your account from your account settings. However, if you have a project with an ongoing contract, or one with other members but no other owner, you cannot delete your account until you cancel or transfer ownership. Even after you delete your account, your name and email address recorded in other projects' audit logs remain until those projects' retention periods pass.

Deleted data may remain in processors' backups for a certain period. Information required by law to be retained, such as billing records, is kept for the period required by law.

9. Security measures

To prevent leakage, loss, or damage of personal data we handle, we take the following measures.

• Basic policy: We comply with applicable laws and guidelines and handle personal data properly in accordance with this Policy.
• Organizational measures: We define who handles personal data and to what extent, and limit who can access the production environment and databases. Actions within organizations are recorded in audit logs. We maintain procedures for reporting and responding to incidents such as leaks.
• Human measures: We require those who handle personal data to keep it confidential and handle it properly.
• Physical measures: Personal data is stored in the facilities of processors (Section 3) that apply physical security measures; we do not operate our own facilities. We take measures against theft and loss of devices used for work.
• Technical measures: Connection strings and integration authentication tokens are stored encrypted with AES-256-GCM, and their plaintext is never shown on screens, in logs, in API responses, or in AI inputs. Monitoring and investigation use only read-only connections, and AI-generated queries run only as single read-only statements. Database connections over the internet always verify TLS certificates. For connections via Cloudflare Tunnel, the tunnel encrypts traffic from Cloudflare to your cloudflared; the segment from cloudflared to the database is not encrypted, so please protect it within your network. Cloudflare D1 and BigQuery are connected through Cloudflare and Google authorizations that request only read permissions, and their tokens are also stored encrypted. Logins support two-factor authentication and bot protection.
• Understanding the external environment: We entrust the handling of personal data to providers in the United States, and the storage region of some information (value history) is not fixed. We take security measures with an understanding of the United States' systems for protecting personal information (Section 4).

10. Requests for disclosure and other actions

You may request notification of the purposes of use, disclosure (including disclosure of records of provision to third parties), correction, addition, or deletion, suspension of use or erasure, and suspension of provision to third parties of personal data about you that we hold. Information we handle on your behalf (Section 6) is not subject to these requests.

• How to request: Send the details of your request from your registered email address to the contact in Section 12.
• Identity verification: We confirm that the request was sent from your registered email address. For requests by an agent, we ask for documents confirming the agent's authority.
• Fees: Free of charge.
• How we respond: In principle by email (electronic means), without delay in accordance with the law. If you would like another method, such as in writing, please tell us.

You can review, correct, and delete much of your account information yourself from the Service's settings.

11. Changes to this Policy

We may change this Policy as necessary. For significant changes, we will notify you by posting on the Service or by other means. Changes that require your consent under law will be made after obtaining consent. The latest version of this Policy is always available on our website.

12. Operator and contact for complaints and inquiries

Our name, address, and representative are as follows. Inquiries, complaints, and consultations about this Policy and the handling of information are accepted at the contact below.

Name

株式会社Subnect

Address

〒532-0002 大阪府大阪市淀川区東三国二丁目18番7号 IPビル3階

Representative

関口壮真

Contact for complaints and inquiries

support@scandock.ai