Privacy Policy

Last Updated: March 1, 2026

OFFICE KAMIYA Inc. ("we", "our", or "us") respects your privacy. This Privacy Policy describes how we collect, use, and handle your information when you use our desktop application "PDF Mail Engine" (the "Software") and our website (the "Site").

1. The Software (Local-First Architecture)

Our core philosophy is that your data belongs to you.

  • No Cloud Processing: The Software processes all your documents (PDFs), databases (Excel/CSV), and email content strictly locally on your device. We do not upload, host, or have access to your files or email content.
  • Secure Credentials: Your SMTP or API credentials are encrypted and stored locally on your device (e.g., using Windows Credential Manager). They are never transmitted to our servers.
  • User-Managed Cloud Storage: If you choose to save your files, workspaces, or outputs in a cloud-synchronized folder on your device (e.g., OneDrive, Google Drive, Dropbox), the synchronization of those files to the cloud is governed by your third-party cloud provider. We have no control over or access to data synced through these external services.
  • Telemetry & Analytics: If downloaded via the Microsoft Store, Microsoft collects basic, anonymous usage statistics (such as crash reports) in accordance with the Microsoft Privacy Statement. We do not embed any third-party tracking pixels or behavioral trackers within the Software itself.

2. License Validation Data

To prevent piracy and enforce device limits, the Software periodically connects to our licensing server (and/or Lemon Squeezy API). During this check, we transmit and briefly store:

  • Your License Key.
  • A hashed, anonymized hardware identifier (to ensure device limits are honored).
  • Your IP address (temporarily logged for security and rate-limiting purposes).

Absolutely no personal documents, email addresses, or contact lists are transmitted during license validation.

3. Website & Commercial Transactions

When you visit our Site or purchase the Software, certain data is processed.

  • Merchant of Record: Our order process is conducted by our online reseller, Lemon Squeezy, LLC. Lemon Squeezy processes your payment method securely. We do not have access to your full credit card number. We only receive transaction details (Name, Email, Order ID, Country, and License Key) to provide customer support. Please refer to the Lemon Squeezy Privacy Policy.
  • Website Analytics: Our Site is hosted on Cloudflare Pages. We use privacy-friendly analytics (such as Cloudflare Web Analytics) which do not use intrusive tracking cookies, to understand aggregated site traffic.

4. Legal Basis & Use of Information (GDPR/CCPA Compliance)

We process the limited personal data we collect (Name, Email, Order History) under the legal basis of "Contractual Necessity" and "Legitimate Interests" to:

  • Deliver the Software and issue License Keys.
  • Provide technical support and respond to your inquiries.
  • Notify you of critical security updates or major version releases.
  • Comply with tax and accounting legal obligations.

5. Data Retention & Security

We retain your purchase and licensing records for as long as your license is active, or as required by Japanese tax laws (typically 7 years). We implement industry-standard security measures to protect this administrative data from unauthorized access.

6. Your Rights

Depending on your jurisdiction (e.g., EU, UK, California), you have the right to:

  • Access & Portability: Request a copy of the purchase data we hold about you.
  • Correction: Request correction of inaccurate contact details.
  • Deletion (Right to be Forgotten): Request deletion of your data. Please note that deleting your purchase data will result in the immediate invalidation of your License Key and cessation of support.

To exercise these rights, please email us at [email protected].

7. Contact Us

OFFICE KAMIYA Inc.
#403 27-1, Matoba, Shimizu-cho, Sunto-gun, Shizuoka-ken, 411-0907 JAPAN
Email: [email protected]