Terms of Service

1. Acceptance of terms

These Terms of Service (“Terms”) form a binding agreement between you (“Customer”) and Gemini Group K.K. (“PolicyHQ”, “we”, “us”) governing your access to and use of the PolicyHQ service at policyhq.ai and any related applications, APIs, or features (collectively, the “Service”).

By creating an account, accessing, or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms. If you are entering into these Terms on behalf of an organization, you represent that you have authority to bind that organization.

2. Operator

The Service is operated by 株式会社GEMINI GROUP (Gemini Group K.K.).

• Postal address: 〒102-0083 東京都千代田区麹町4-8-1 THE MOCK-UP BY PORTAL POINT #103 (Japan)
• General contact: contact@policyhq.ai
• Privacy inquiries: privacy@policyhq.ai
• Legal / contracting: legal@policyhq.ai

3. Accounts

3.1 Eligibility

You must be at least 18 years old and capable of entering into a binding contract under Japanese law to use the Service.

3.2 Account security

You are responsible for safeguarding the credentials used to access your account and for all activity that occurs under your account. Notify us immediately at security@policyhq.ai of any unauthorized use.

3.3 Organizations and members

Account owners may invite other users (“Members”) to their organization with role-based access (owner, admin, member). Owners are responsible for the actions of all Members within their organization, including any data they upload, share, or process through the Service.

4. Acceptable use

4.1 Prohibited Conduct

You agree not to:

• Use the Service to violate any applicable law, including Japanese Personal Information Protection Act (APPI) and export-control regulations;
• Attempt to gain unauthorized access to the Service, its underlying systems, or other customers’ data;
• Reverse engineer, decompile, or otherwise attempt to extract source code from the Service except as permitted by law;
• Use the Service to send unsolicited communications, host malware, or facilitate fraud;
• Use automated means (for example, scraping, crawling, or harvesting) to extract Content, metadata, email addresses, or other data from the Service, or systematically extract data from the Service for any purpose, including building a competing product;
• Interfere with or disrupt the Service, its APIs, or related systems;
• Submit input to AI-powered features that you do not have the right to share with a third-party processor.

4.2 Exclusion of Anti-Social Forces

• The Customer represents and warrants that neither the Customer, its officers, nor any members of its organization currently fall under, or will in the future fall under, an organized crime group (boryokudan), a member of an organized crime group, a quasi-member of an organized crime group, a company related to an organized crime group, a corporate racketeer (sokaiya), a group engaging in criminal activities under the guise of social movements, a special intelligent organized crime group, or any other person or group equivalent thereto (collectively, “Anti-Social Forces”), and that they do not have any inappropriate relationships with Anti-Social Forces.
• If the Customer breaches the representation and warranty in the preceding paragraph, the Company may immediately suspend access to the Service or terminate the agreement without any prior notice. In such case, the Company shall not be liable for any damages incurred by the Customer.

5. No professional advice

The Service is provided for general informational purposes only. Content delivered through the Service — including AI-generated summaries, classifications, analyses, briefings, and any responses from the “Ask the corpus” feature — does not constitute legal advice, regulatory advice, lobbying advice, investment advice, tax advice, or any other professional advice. You should not rely on the Service as a substitute for professional advice tailored to your specific circumstances.

You are responsible for how you use information from the Service. PolicyHQ does not warrant that the information is complete, current, or error-free. Confirm anything material directly with the publishing agency or your counsel.

6. Intellectual property

6.1 Customer content

You retain all rights to data, comments, watchlists, and other content you submit to the Service (“Customer Content”). You grant PolicyHQ a worldwide, non-exclusive license to host, process, and display Customer Content solely as needed to provide the Service to you.

6.2 PolicyHQ content

Source policy data we surface (Diet bills, ministry public comments, shingikai records, official news) is published by Japanese government bodies and remains in the public domain or subject to its publishers’ terms. PolicyHQ’s compilation, summarization, classification, and presentation of that data — including AI-generated summaries (collectively, the “PolicyHQ Content”) — is licensed to you for use within the Service only.

6.3 Permitted use of PolicyHQ Content

You may:

• Read and use the PolicyHQ Content for your internal business purposes;
• Share PolicyHQ Content within your organization for internal use, provided you do not remove any proprietary notices;
• Quote brief excerpts externally with attribution to PolicyHQ, consistent with applicable law.

6.4 Prohibited use of PolicyHQ Content

You may not, without our prior written permission:

• Republish, repost, reproduce, distribute, or otherwise exploit the PolicyHQ Content externally (including on websites, newsletters, social media, or public channels), except for the brief-quotation use described above;
• Create derivative works from the PolicyHQ Content;
• Use the PolicyHQ Content in a way that implies endorsement by PolicyHQ or Gemini Group;
• Use the PolicyHQ Content to build, train, fine-tune, or improve any model, system, or dataset (including machine learning or AI systems), except to the extent such restriction is prohibited by applicable law;
• Remove or alter proprietary notices, trademarks, or disclaimers.

For permission to republish or quote beyond brief excerpts, contact legal@policyhq.ai.

7. AI-powered features

The Service uses third-party large language model providers and machine-translation providers to generate summaries, classifications, embeddings, and translations, including for the “Ask the corpus” chat feature, which submits your query together with retrieved corpus passages to a third-party AI provider for answer generation. AI output may contain errors. You are responsible for verifying any AI-generated content before relying on it for legal, financial, or operational decisions. See our subprocessor list (policyhq.ai/security/subprocessors) for which providers receive what data.

8. Fees and billing

Paid plans are billed in advance on a monthly or annual basis at the rate displayed on our pricing page at the time of purchase. Fees are non-refundable except as required by law. We may change fees on 30 days’ notice; existing paid terms continue at the original rate until renewal. If the Customer delays the payment of the usage fees, the Customer shall pay the Company delinquency charges at a rate of 14.6% per annum on the unpaid amount from the day following the payment due date until the completion of the payment. Furthermore, even if cancellation occurs in the middle of a month, no pro-rated refund of the fees will be made.

9. Termination

9.1 Termination by you

You may cancel your subscription at any time through the Service. Cancellation takes effect at the end of the current billing period.

9.2 Termination by us

We may suspend or terminate your access immediately if you materially breach these Terms, fail to pay fees when due, or use the Service in a way that creates legal or operational risk for us or other customers.

9.3 Effect of termination

On termination, you may request an export of your Customer Content within 30 days by emailing privacy@policyhq.ai; we will deliver the export within 30 days of receipt at no charge. Self-serve in-product export is on our roadmap. After the 30-day export window we will delete or anonymize Customer Content per our Privacy Policy and any signed Data Processing Addendum.

10. Disclaimers

THE SERVICE AND POLICYHQ CONTENT ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY LAW, POLICYHQ DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

POLICY DATA WE SURFACE IS BEST-EFFORT AGGREGATION FROM PUBLIC SOURCES; WE DO NOT WARRANT IT IS COMPLETE, ACCURATE, CURRENT, OR FIT FOR ANY PARTICULAR REGULATORY OR LEGAL PURPOSE. WE DO NOT GUARANTEE THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE, OR THAT DEFECTS WILL BE CORRECTED. CONFIRM ANYTHING MATERIAL DIRECTLY WITH THE PUBLISHING AGENCY OR YOUR COUNSEL.

11. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, POLICYHQ WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE OR THESE TERMS, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, POLICYHQ’S TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE FEES YOU PAID POLICYHQ IN THE TWELVE MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) JPY 10,000. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS OF LIABILITY; IN SUCH CASES, OUR LIABILITY WILL BE LIMITED TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW. Even if any part of the above disclaimers or limitations of liability is held invalid due to the application of laws and regulations (such as the Consumer Contract Act), the Company's liability shall be limited to actual, ordinary, and direct damages (excluding lost profits and special damages) actually incurred by the Customer, except in cases of intentional misconduct or gross negligence by the Company.

12. Indemnity

To the extent permitted by law, you agree to defend, indemnify, and hold harmless PolicyHQ, Gemini Group K.K., and their directors, officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of or related to:

• Your violation of these Terms;
• Your misuse of the Service or PolicyHQ Content;
• Customer Content you submit, including any claim that it infringes a third party’s rights or violates applicable law.

13. Governing law and disputes

These Terms are governed by the laws of Japan, without regard to conflict-of-laws principles. Any dispute arising under these Terms will be resolved exclusively in the Tokyo District Court.

14. Changes to these Terms

We may amend these Terms from time to time in accordance with the provisions of Article 548-4 of the Civil Code. In the event of amending the Terms, the Company shall determine the effective date of the amended Terms, and at least 30 days prior to such effective date, shall notify the account owners via email or an announcement on the Service of the fact that the Terms will be amended, the contents of the amended Terms, and the effective date thereof. If the Customer uses the Service on or after such effective date, the Customer shall be deemed to have agreed to the revised Terms.

15. Contact

Gemini Group K.K. (株式会社GEMINI GROUP)

〒102-0083 東京都千代田区麹町4-8-1 THE MOCK-UP BY PORTAL POINT #103 (Japan)

Email: legal@policyhq.ai