Privacy Policy

Last updated: October 18, 2026

The operator of IrisBooks (the “Operator”) handles personal information in accordance with Japan’s Act on the Protection of Personal Information and other applicable laws when providing this free, invitation-only service. This Policy applies to the website, web application, cloud synchronization, and related services.

1. Local books and cloud data

Book contents used only on your device are not sent to the Operator merely because you keep books locally. Data is sent to and stored on the Service’s servers when you synchronize to the cloud, enter data in the web application, upload files, or use email ingestion.

IrisBooks currently does not use AI for its internal bookkeeping processing. Books and supporting documents sent to the cloud are stored and processed in systems the Operator manages on Amazon Web Services (AWS). The Operator does not send this data to external AI services to perform the Service’s internal bookkeeping processing.

If you authorize your own AI tool to access local or cloud books, however, data may be sent to that AI tool’s provider. That handling is subject to your chosen AI provider’s terms and privacy policy.

The irisbooks.io service uses AWS US West (Oregon) for its account directory and primary cloud book storage. Delivery, email, monitoring and authorized external services may process information in other locations. Regional services have separate accounts and cloud books.

2. Information collected

Depending on the features you use, the Operator collects:

• Your account email address, user identifier, information needed for authentication, and settings such as language.
• Books, entries, counterparties, supporting documents, attachments, notes, and ingested email contents and sender/recipient information that you synchronize, enter, or upload.
• Sharing recipients, access permissions, integration authorizations, and operation, correction, and deletion histories.
• IP addresses, browser information, access times, request routes and results, errors, and other information needed to operate and secure the Service.
• Information you provide in invitation requests, inquiries, and feedback.

Make sure you have the necessary authority or consent to include other people’s information in books and documents. Do not enter or upload Japanese Individual Numbers (My Number) or sensitive information unnecessary for processing by the Service.

3. Purposes of use

Information is used to:

• Authenticate users and manage accounts and access permissions.
• Store, synchronize, display, and aggregate books; record histories; share data; ingest email; and perform integrations you authorize.
• Respond to inquiries and communicate about invitations and Service operations.
• Prevent misuse, investigate and fix failures, identify usability problems, and improve ease of use.
• Meet legal obligations, resolve disputes, and protect the rights of the Service and its users.

The Operator does not use or provide your book or supporting document contents for training general-purpose AI models.

4. Sharing, service providers, and external services

People you share books with and integrations you authorize can obtain data within their permissions. Review the information and permissions before enabling sharing or an integration.

The Operator uses Amazon Web Services (AWS) for authentication, storage, delivery, email, operational monitoring, and related functions, entrusting information handling as needed for the stated purposes. The Operator selects and supervises service providers appropriately.

Personal data is not provided to third parties except with your consent, as required by law, or as otherwise permitted by law. Personal information is not sold.

Information you provide to external AI tools, integrations, invitation request forms, and other external services is also subject to their providers’ terms and privacy policies. Processing or storage may occur outside Japan. Where the Operator provides personal data to a third party in another country, it follows applicable legal requirements, including required disclosures and consent.

Community support and communication use Discord. Discord also handles account information, posts, and messages on its platform under its own terms and privacy policy. Other community members can read posts in public channels.

5. Cookies and device storage

Cookies, browser local storage, and similar mechanisms are used to retain authentication state, language, display preferences, and related settings. You can delete or restrict them through your browser, but login or preference storage may stop working correctly.

6. Security

The Operator takes measures to prevent unauthorized disclosure, loss, and damage, including access management, encrypted communications, protection of stored data, and operational monitoring. Legally required incident reports and notifications to affected individuals are made in accordance with law.

Cloud data is processed on the server as needed to provide the Service. This is not a promise of storage that prevents the Operator from reading the contents.

7. Retention and deletion

Account information and cloud books are retained while needed to provide the Service. Correction and deletion histories and previous file contents are retained, so deleting an individual file does not immediately erase its historical records.

When you delete an entire book, its server-side data and history are ordinarily removed progressively after a 30-day recovery period. Removal is not immediate. Account information and operational logs are managed separately and are not removed merely by deleting a book. Information needed for legal obligations, security, or disputes may be retained for the necessary period.

The Service does not guarantee retention for statutory recordkeeping periods. Maintain independent storage arrangements as described in the Terms of Service.

8. Access, correction, and other requests

To request the Operator’s name, address and, where applicable, representative’s name, use the private contact procedure below. Information required under applicable law is provided without delay in response to a request.

Account closure in Settings removes your sign-in identity, personal settings, personal price data and access to shared books. First export needed data and delete cloud books you created or hold Owner access to. Others’ shared books and local files remain. Book histories, deleted-book retention and security records follow the retention rules above; closure does not erase every historical reference. If cleanup is incomplete, contact the Operator privately with the reference shown in the closure message.

Under applicable law, individuals may request notification of purposes of use; access, correction, addition, deletion, suspension of use, or erasure of retained personal data; cessation of third-party provision; and access to third-party provision records. The Operator verifies identity as necessary and responds in accordance with law. If a request cannot be fulfilled, the reason will be explained.

For privacy inquiries, complaints, or the requests above, contact the Operator through the Discord community to arrange a private communication channel. Do not post personal or confidential information, such as books, supporting documents, or credentials, in public channels. Statutory requests are handled separately from voluntary community support.

9. Changes to this Policy

Changes are published on this page. Separate notice or consent will be provided where required by law, including for changes to purposes of use. If the Japanese and English versions differ, the Japanese version controls.