At HABI MATE LLC, privacy is an important part of building a health and wellness service users can trust. This Privacy Policy explains how HABI MATE LLC, a Japanese Godo Kaisha, referred to in this Policy as “HABI MATE,” “the Company,” “we,” “us,” or “our,” collects, uses, stores, discloses, and otherwise processes personal information in connection with the HABI MATE mobile application and related services, features, communications, and support functions, collectively referred to as the “App.”

HABI MATE is designed to support general wellness, including fitness tracking, nutrition logging, sleep insights, and AI assisted habit support. Because the App may process information that relates to a user’s health, lifestyle, and personal habits, we aim to handle that information with care, transparency, and reasonable security safeguards. We also strive to collect only the information reasonably necessary to provide and improve the App.

This Privacy Policy applies to personal information collected when you create an account, use the App, connect device permissions or integrations, interact with our AI features, contact support, or otherwise engage with our services. This Policy does not apply to how independent third parties process personal information under their own privacy policies, even where those third parties provide services that integrate with the App. We encourage users to review the privacy policies of any third party services they use in connection with HABI MATE.

Wellness Purpose of the App

HABI MATE is designed for general wellness, lifestyle tracking, and informational support. The App is not intended to provide medical advice, diagnosis, treatment, or clinical monitoring. Information provided through the App, including AI generated content, insights, or summaries, should not be relied upon as a substitute for professional medical advice or care. Users should consult qualified healthcare professionals regarding medical conditions or health related decisions.

Our Approach to Privacy

HABI MATE is built around several core privacy principles. First, we seek to minimize the amount of personal information we collect and retain. Second, we seek to provide users with transparency regarding what data is collected and how it is used. Third, we aim to give users meaningful control over their information, including account deletion and data related requests. Fourth, we apply reasonable technical and organizational safeguards designed to protect information against unauthorized access, misuse, loss, or alteration. These principles guide our design and operations, although no digital product can guarantee complete security or eliminate all risk.

Business Operator Handling Personal Information

For the purposes of applicable privacy laws, HABI MATE LLC operates as the business operator responsible for handling personal information processed through the App.

HABI MATE LLC
〒150-0021
東京都渋谷区恵比寿西二丁目8番4号
EX恵比寿西ビル5階
Japan

Telephone: 03-6689-9458
Email: support@habimate.co.jp

HABI MATE LLC is the company responsible for determining how and why personal information is processed in connection with the HABI MATE application. The Company does not currently maintain a separately designated formal Data Protection Officer. HABI MATE handles personal information in accordance with applicable privacy and data protection laws, including the Japanese Act on the Protection of Personal Information where applicable. Privacy inquiries, access requests, deletion requests, and related matters are handled through our support and compliance function using the contact details listed above.

What We Mean by Personal Information

For purposes of this Privacy Policy, “personal information” means information that identifies you, relates to you, or can reasonably be linked to you. This includes information that directly identifies you, such as your email address, as well as information that may not identify you by itself but can reasonably be associated with your account, device, or use of the App. Depending on the context, personal information may also include health and wellness data, technical device information, usage information, support communications, and other information associated with an identified or identifiable user.

Aggregated or de identified information that can no longer reasonably be linked to an individual is not treated as personal information for the purposes of this Policy, except where applicable law requires otherwise.

Personal Information We Collect

The personal information we collect depends on how you use HABI MATE, which features you enable, what permissions you grant, and what information you choose to provide.

When you create or maintain an account, we may collect account and profile information such as your email address, nickname or display name, date of birth or age range, gender, account status, language preferences, and subscription status. We may also collect personalization information that you choose to provide in order to tailor your experience, such as your wellness goals, fitness goals, body recomposition goals, motivational characteristics, lifestyle themes, personality indicators such as MBTI, self described barriers, and related habit or behavior information.

When you use the App’s body and wellness features, we may collect physical and wellness information such as height, body weight, weight history, body fat percentage, muscle mass, lean body mass, menstrual cycle information where voluntarily provided, and other body composition information you choose to enter or sync.

When you use nutrition features, we may collect information relating to your meals and dietary habits. This may include meal descriptions, food photographs, nutrition entries, hydration records, estimated macro and micronutrient intake, timing of meals, scan results, barcode based entries where available, and related notes or corrections you provide. Food images may be processed by image recognition tools in order to help estimate nutritional content and improve meal logging functionality. Users may provide these images using the device camera or by uploading images if the user grants the App access to the camera or photo library.

When you use exercise and activity features, we may collect exercise and fitness related information, such as exercise type, sets, repetitions, load or weight used, training duration, rating of perceived exertion, activity intensity, step count, distance walked, standing time, active energy expenditure, and related metrics. Some of this information may be entered manually, while other information may be obtained from device sensors or integrations such as Apple HealthKit, depending on the permissions you grant.

When you use sleep and recovery features, we may collect or infer information such as bedtime, wake time, sleep duration, sleep stages where available, sleep quality, wake events, fatigue related notes, mood upon waking, and similar sleep or recovery indicators. If you enable relevant sleep environment features and grant the required permissions, the App may also process environmental signals such as snoring patterns, sleep talking, surrounding noise, vibration events, or other nighttime disturbance indicators. Where such features are enabled, the App may use device sensors or the device microphone, if the user grants the necessary permissions through device settings. These features are intended solely to support general wellness and sleep awareness. They are not intended to diagnose, treat, or monitor any medical condition. 

When you use journaling, self reflection, or AI features, we may collect mental wellness and communication related information, including mood entries, diary notes, self reflection content, physical symptom notes, stress related comments, AI prompts, AI responses, message content, and conversation history. We may retain AI conversation history in order to maintain conversational context, provide more consistent responses, support account level features, improve usability, investigate misuse, and comply with legal obligations. Users may delete chatbot conversations through available App controls.

We may also collect device, technical, and usage information automatically when you use the App. This may include device type, operating system version, app version, build number, IP address, language settings, time zone, vendor identifier, server request logs, session information, in app events, diagnostic information, crash logs, performance metrics, and related technical data used to operate, secure, and improve the App.

If you enable notifications, we may collect and process your push notification token, notification preferences, and your interactions with certain service notifications. If approximate location based features are used, we may process coarse location information in order to support environmental context such as weather, atmospheric conditions, or similar time and place based wellness features. Unless specifically stated for a particular feature and expressly permitted by you, we do not intend to collect precise GPS location solely for ordinary step tracking.

Users may manage or revoke camera, microphone, notification, location, motion, HealthKit, and other device permissions at any time through their device settings or other applicable permission controls, although some App features may no longer function as intended.

If you contact us for support or other inquiries, we may collect information contained in those communications, including your name or email, account details, issue descriptions, attachments, screenshots, and any information you submit in connection with a privacy or support request.

Information Required for the Service

You are not required to provide the personal information described in this Policy. However, certain features of the App depend on that information. If you choose not to provide it, some features of the App may not function properly.

For example, features that generate insights or track progress depend on user provided inputs such as activity data, sleep patterns, meal logs, or other information related to daily habits. If such information is not provided, the App may not be able to generate certain insights or recommendations.

Personal Information We Receive From Other Sources

We may receive personal information about you from third party sources where such receipt is consistent with your use of the App and the permissions or integrations you have enabled. For example, if you choose to connect Apple HealthKit, we may receive health and fitness information from that integration. If you grant motion or sensor permissions through your device, we may receive data derived from those permissions. If you use platform authentication or subscription services, we may receive account or subscription status information from those platforms. We may also receive certain technical or risk related information from service providers who assist us with security, diagnostics, infrastructure, fraud prevention, or operational support.

How We Use Personal Information

We use personal information to operate the App, provide requested features, personalize user experience, maintain and improve our services, communicate with users, protect the integrity of the App, and comply with legal obligations.

More specifically, we may use personal information to create and manage user accounts, authenticate users, provide wellness tracking features, generate AI assisted coaching responses, visualize activity and health trends, deliver reminders and notifications, improve App performance, troubleshoot crashes or errors, detect and investigate misuse or security incidents, respond to support requests, maintain backup and business continuity systems, enforce our terms and policies, and comply with applicable law, regulatory requests, or lawful legal process.

Where the App offers personalization, we may use personal information to tailor the experience to the user’s goals, patterns, and preferences. For example, the App may analyze activity history, nutrition logs, sleep patterns, or behavior related inputs in order to generate suggestions, insights, reminders, or wellness summaries. These functions are designed to support general wellness and self management. They are not intended to produce legal or similarly significant decisions about users.

We may also use anonymized or aggregated information that does not reasonably identify an individual to analyze product performance, improve services, and support internal research, development, and quality assurance.

We may also process personal information to detect, investigate, and prevent fraud, abuse, or misuse of the App.

Our Legal Basis for Processing

To the extent required by applicable law, we process personal information on the basis of one or more lawful grounds. These may include your consent, the necessity of processing to provide the services you requested, our legitimate interests in operating, improving, securing, and supporting the App, and compliance with our legal obligations. Where processing is based on consent, you may withdraw your consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal and may limit the functionality of certain features.

AI Features and Automated Processing

HABI MATE may use third party AI services, including providers such as OpenAI or Google Gemini, to support chatbot functionality, conversational coaching, summaries, and related features.

In connection with these features, user prompts and relevant contextual information may be transmitted through secure APIs to AI service providers in order to generate responses. Depending on the feature used, this may include the text you submit, selected profile or goal information, and related wellness entries needed to generate a response. Where available and appropriate, we seek to use provider settings that limit or prevent the use of user content for model training. However, users should avoid submitting unnecessary highly sensitive information beyond what is reasonably needed for intended App functionality.

AI generated outputs may be incomplete, inaccurate, generalized, outdated, or unsuitable for a user’s particular situation. Users should treat AI generated content as informational support only and not as professional, clinical, or emergency guidance.

Depending on the infrastructure used by AI service providers, information processed for AI functionality may be temporarily processed in data centers located in different jurisdictions.

Apple HealthKit

If you choose to connect Apple HealthKit, the App may access certain health and fitness information authorized by you, such as steps, activity, sleep, workouts, heart rate, heart rate variability, and related data types supported by the integration. HealthKit data is used solely to provide and improve features within the App requested by you and is not used for advertising, marketing profiling, data brokerage, or sale to third parties. Users remain in control of HealthKit permissions and may modify or revoke them through their Apple device settings. HealthKit data will not be disclosed to third parties without the user’s permission, except where necessary to provide services requested by the user or where required by applicable law. HealthKit data is used solely to support user requested functionality within the App.

Third Party Service Providers

We may use third party service providers to support infrastructure, analytics, diagnostics, AI functionality, cloud hosting, notifications, and related operational needs. These providers may include Firebase, Google Analytics, cloud hosting providers, Apple frameworks such as HealthKit and StoreKit, and AI providers such as OpenAI or Google Gemini. Where reasonably feasible, these service providers are expected to process information on our behalf, use appropriate security measures, and not use personal information for unrelated purposes outside the scope of the services they provide to us. 

Analytics tools may be used to understand how users interact with the App, identify performance issues, and improve functionality, but are not intended to track users across unrelated applications or services for advertising purposes.

HABI MATE does not sell personal information to third parties.

Data Minimization and User Choice

We strive to collect only the information reasonably necessary to provide and improve the App. At the same time, some features of HABI MATE depend on the processing of health related, behavioral, or technical information in order to function as intended. Users are not required to provide all requested information, but if certain information is not provided, or if permissions are denied or revoked, some features may not work properly, may be limited, or may not be available.

Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the services, maintain user accounts, comply with legal obligations, resolve disputes, detect or prevent misuse, support security and fraud prevention, preserve required records, and maintain backup systems. The length of retention may vary depending on the type of information and the reason for retention. When determining how long information should be kept, we consider factors such as whether the account remains active, whether the information is still needed to provide services, whether retention is necessary for legal or security reasons, and whether deletion has been requested.

Accounts that remain inactive for extended periods may be subject to data deletion or anonymization policies consistent with operational needs, security practices, and applicable law.

Account Deletion and Data Deletion

HABI MATE provides an account deletion function within the App settings. When a user deletes an account, we will take reasonable steps to delete or de identify associated personal information from active systems, subject to certain exceptions. For example, some information may need to be retained to comply with law, resolve disputes, protect against fraud, enforce agreements, or maintain the integrity and security of the service. Residual copies of certain information may also remain temporarily in backup or archived systems until they are overwritten or securely removed in the ordinary course of operations.

Users may also be able to delete chatbot conversations or certain content through available App controls, depending on feature design and technical implementation.

Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, misuse, loss, alteration, or destruction. These safeguards may include encrypted communications, role based access controls, secured cloud infrastructure, monitoring and logging, credential controls, vendor management practices, backups, and incident response procedures. At the same time, no mobile app, cloud service, API connection, or internet based system can guarantee absolute security. Users are responsible for maintaining the confidentiality of their account credentials and should take reasonable steps to protect access to their devices and accounts. Users understand that any online service involves some level of risk.

If we become aware of a data security incident affecting personal information, we may investigate, contain, mitigate, and remediate the issue as appropriate under the circumstances. Where required by applicable law, we may provide notice to affected users, regulators, or other appropriate parties.

Law Enforcement Disclosure

We may disclose personal information where required to do so by applicable law, court order, lawful governmental request, or where reasonably necessary to protect the rights, safety, or security of users, the App, or the Company.

International Processing

User data may be stored or processed on servers located in Japan and the United States.

Some processing may also occur in other jurisdictions depending on the infrastructure used by service providers that support the App. These transfers may occur when service providers process data on our behalf in order to operate or support the App.

By using the App, and to the extent permitted by applicable law, users acknowledge that personal information may be transferred to, stored in, or processed in countries other than their own, which may have different data protection rules. Where required by law, we will seek to implement appropriate safeguards for such transfers.

Privacy Requests and User Rights

Depending on applicable law, users may have the right to know what personal information we hold about them, request access to that information, request correction of inaccurate information, request deletion of personal information, request restriction of certain processing, withdraw consent where applicable, and request a copy of certain information in a portable format where technically feasible.

To exercise privacy rights or make a privacy related request, users may contact us at support@habimate.co.jp. To protect user privacy and security, we may require reasonable identity verification before responding to a request. We may decline or limit a request where permitted by law, including where the request cannot be adequately verified, would infringe the rights of another person, would compromise security, would be manifestly unreasonable, or where retention is required by law or legitimate necessity.

We aim to respond to privacy requests within 30 days where reasonably possible. More time may be required if the request is complex, requires additional verification, or if there is a high volume of pending requests. In such cases, we may respond within a longer period and, where appropriate, inform the user accordingly.

Users also may have the right to lodge a complaint with an applicable regulator or supervisory authority where permitted by law.

Children

HABI MATE is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13 without appropriate authorization. If we learn that we have collected personal information from a child under the permitted age in circumstances where such collection was not authorized or lawful, we will take steps to delete the information as soon as reasonably practicable.

Important Service Communications

We may send users service related communications that are necessary to operate the App or maintain the security and administration of the service. These communications may include account notices, security alerts, permission related notices, subscription status information, operational updates, and privacy related notices. Because such communications may be necessary for the functioning of the App or to comply with legal obligations, users may not be able to opt out of certain operational notices while maintaining an account.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, product features, business operations, vendor relationships, or privacy practices. When changes are material, we may provide notice through the App, by email, or by other appropriate means. The “Last Updated” date at the top of this Policy indicates when the current version became effective.

Corporate Transaction 

If HABI MATE LLC undergoes a merger, acquisition, corporate restructuring, or asset sale, personal information may be transferred as part of that transaction subject to applicable law.

Contact Us

If you have questions about this Privacy Policy, our privacy practices, or your privacy rights, you may contact us at:

HABI MATE LLC
〒150-0021
東京都渋谷区恵比寿西二丁目8番4号
EX恵比寿西ビル5階
Japan

Telephone: 03-6689-9458
Email: support@habimate.co.jp

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