APPI-Compliant Communication Solutions for Japanese Businesses
Protecting Personal Data with a Keen Eye to Compliance
In Japan, the APPI regulatory system (Act on the Protection of Personal Information) requires businesses to lock down personal data with super-tight controls on who gets to see it, how it is handled, and when it is sent to Cloud infrastructure that is in whole or part, outside the purview and sovereign control of the Japanese entity. MailSPEC enables Enterprises and Public Service agencies both in Japan, and those that handle Japanese data to meet APPI's tough requirements. Whether you are based in Japan or working with Japanese citizens personal information, our tools help you keep Japanese data under APPI compliance with access controls, document retention, encryption, and the consent of the data owner.
Common Situations Where MailSPEC Makes APPI Compliance Simple & Secure
1. Sharing Sensitive Info with a Business Partner
Instead of firing off an email with customer names and addresses to a manufacturing parts supplier:
Use PassLink to send a encrypted file, with a time-limited link with integration to Office365, Yahoo & Gmail
They have to prove who they are before they can access it with secure methods The file is retained in Japan under sovereign control, not sent into the Cloud of Yahoo, Gmail, or Office365
You get a full log of who looked at it, when, and for how long - You can require an agreement for reception too
You stay in control, and everything stays inside the Japanese Sovereign control
2. Your Team Talking About Client Data in a Slack-style Chat
With Pulse Complaint Chat:
Messages get encrypted and logged so you can keep trackOn-Deck AI policy engine prevents mistakes
You can place metadata tags for APPI compliance and audit
No risk of employees using WhatsApp or SMS in off-deck communications
Compliance becomes the norm, not something that breaks the workflows.
3. Emails are sent into non-complaint Office365 Cloud inbox
EasyCrypt can automate the workflow:
EasyCrypt ensures the email content is detected by the AI policy engineEmails and the attachments from a customer can be removed from the Office365 Cloud and the user is notified.
EasyCrypt mails get stored with JACE (Journaling, Archival, Compliance, and ESCROW), which keeps a record of when they came in, who they were from, and which bits they checked off
That record stays safe, untouched and retrievable for when APPI regulators come for audits
Email that must remain in the Japanese Sovereign control was stored properly, and that you can track it for any audit control
Why APPI Compliance Officers Pick MailSPEC
APPI Support Details
MailSPEC's compliance technology matches APPI's articles, including:
Article 16: Do not store more data than you need
Article 20: Make sure data's safe and secure
Article 22: Keep an eye on your employees
Article 23: Don't give…
Why IT and Compliance Leaders in Japan trust MailSPEC
All the tools work with Microsoft 365, Outlook, and Oracle NetSuite
Client-side encryption for end to end security On deck AI policy enforcement so mistakes are prevented before they happen
No need to rely on foreign SaaS providers - your data stays in Japan
Native Japanese localization and user experience
The Core Tools for APPI Compliance
EasyCrypt | Secure Email That Carefully Handles Sensitive Info
Encrypt all your email and attachments, fully integrated into Outlook & Office 365.
End-to-end encryption that's quantum-safe, just in case
AI Policy engine flags messages that contain personal data before it goes out
Journaling for access logs and consent tracking
Pulse | A Compliant Chat Platform for Teams
Get your team chatting in a way that is complaint and audit-ready, not personal chat apps.
Secure chat with role-based access controls
No risk of employees using consumer platforms for sensitive stuff
You can tag up metadata for data classification and compliance
PassLink | Secure File Sharing That Keeps Your Data Safe
Send sensitive files without the risks of public cloud or consumer platforms.
Authenticated file access - no passwords getting shared around
Expiring links with detailed access logs
JACE integration to keep a record of everything for compliance
JACE | Secure Journaling, Archival, Compliance and Escrow Engine
Keep a perfect audit record for regulators and legal inquirers.
WORM-compliant and non-rewriteable record keeping
Encryption at rest and during the retention period
Escrow-backed recovery aligned with APPI retention periods
MailSPEC in Action: APPI Compliance Scenarios Solved
User Rights Requests (Article 25/26)
Someone asks for a copy of their stored personal data
You just use JACE to pull up all the relevant communications from ESCROW
You get a complete, accurate record of everything - no fuss, no stress
Avoiding Unauthorized Third-Party Disclosure (Article 23)
Data is never…
Frequently Asked Questions: APPI
Can we host everything within Japan?
Yeah, MailSPEC does support running everything out of Japanese data centres either on a national cloud setup or a private cloud if thats what you need.
Do your tools work with the Japanese language and character sets?
Yeah, localisation is a big deal for us, and all of our tools are designed to support the Japanese language - so if you're using Japanese characters no problem, they can be inputted and displayed properly.
How does MailSPEC help with data minimisation?
Well, we use metadata tagging and retention rules to limit how much data gets stored, so not as much ends up floating around than might otherwise be the case. And then of course there are the deletion timelines in place to keep everything tidy.
If we get a sudden audit request or a regulator knocks on the door, how quickly can we get records out of the system?
Quickly! JACE indexes all communications and lets you do a rapid filtered export in under 24 hours if that's what you need.
Do we have to train users to use the security tools?
No, not a chance. Ease of use is important to us, and that's why tools like EasyCrypt, Pulse and PassLink just integrate with the software users are already comfortable with - Outlook, Office 365, Oracle NetSuite and so on - so nothing changes in terms of using your existing software.