Terms of Service

By creating an account on the Fujinova platform, you agree to be bound by these Terms of Service. If you are creating an account on behalf of a company or organisation — as an employer, RSO, immigration attorney, or placement agency — you represent that you have the authority to bind that organisation to these Terms.

If you do not agree to these Terms, do not create an account or use the platform.

We may update these Terms from time to time. When we do, we will notify you by email or in-platform notice at least 14 days before changes take effect. Continued use after that date constitutes acceptance.

Fujinova is a compliance management platform for Japan's Specified Skilled Worker (SSW) program. The platform enables:

- Employers to manage worker intake (Stage 1) and visa renewal (Stage 4), track compliance status, and generate audit-ready reports - Registered Support Organisations (RSOs) to log the 29 mandatory annual support activities per worker (Stages 2–3), issue compliance reports, and co-ordinate with employers in real time - Workers to access their own compliance status, document vault, and support activity history - Immigration attorneys to manage renewal paperwork for employer-assigned workers - Placement agencies to track pre-departure obligations and worker readiness

Fujinova is a software tool. We do not act as an employer, RSO, attorney, or recruitment agency. We do not provide legal advice. Compliance with Japanese immigration law and Philippine recruitment regulations remains the responsibility of each user in their respective role.

The SSW program is governed by Japan's Immigration Control and Refugee Recognition Act (出入国管理及び難民認定法) and the associated Ministerial Ordinances on Standards for Specified Skilled Worker support plans. Fujinova helps users track and document obligations under these laws but does not fulfil those obligations on their behalf. Employers and RSOs remain fully responsible for meeting every statutory requirement.

Each account is assigned one of five roles: Employer, RSO, Worker, Immigration Attorney, or Placement Agency. Your role determines what data you can view and edit, as described in our Privacy Policy.

You may only use the platform for its intended purpose within your assigned role. You may not:

- Access data belonging to workers, employers, or organisations not assigned to you - Create multiple accounts to circumvent role-based access restrictions - Use another user's credentials or share your login with others - Attempt to extract, scrape, or copy data from the platform in bulk - Use the platform to store or transmit data unrelated to SSW compliance

Accounts found in violation of these restrictions may be suspended without notice.

Fujinova's platform is built around the following non-negotiable protections for workers:

**Zero placement fees.** Workers are never charged a placement fee. All recruitment costs are borne by the employer. Workers are responsible only for their own personal document costs (passport, medical examinations, police clearance), estimated at approximately ₱15,000.

**No fee deductions from salary.** Employers and RSOs may not use the platform to document, authorise, or facilitate any deduction from a worker's salary as repayment for recruitment or placement costs. Any such use is a violation of these Terms and will result in immediate account suspension.

**No retaliation for complaints.** Workers have the right to log complaints through the platform without fear of retaliation. Employers and RSOs may not use access to the platform to penalise a worker for raising a complaint, requesting support, or exercising their rights under Japanese labour law or Philippine recruitment regulations.

**Right to transparency.** Workers have the right to view the compliance status of their own profile, the support activities logged on their behalf, and the transparency score of their assigned employer.

These protections reflect Fujinova's commitment to ethical recruitment standards consistent with DMW and Japanese Immigration Bureau requirements. Fujinova is actively pursuing formal DMW licensing and RSO certification as part of its compliance roadmap.

**Employers** are responsible for: - Accurately logging Stage 1 intake information (COE application, employment contract, pre-departure orientation) - Ensuring all workers added to the platform have valid SSW visa eligibility - Completing Stage 4 renewal steps within required deadlines - Not misrepresenting compliance status to workers, RSOs, or immigration authorities

**RSOs** are responsible for: - Accurately logging all 29 mandatory annual support activities for each assigned worker - Completing Stage 2 arrival and settlement steps within the required timeframes - Maintaining truthful and timestamped records — Fujinova records the identity of the user who logs each activity - Reporting any worker complaints or welfare concerns through the platform

Both employers and RSOs acknowledge that activity logs on the platform may be submitted as evidence in immigration audits, labour inspections, or DMW compliance reviews. Falsifying or backdating records is a violation of these Terms and may constitute a criminal offence under applicable law.

All data entered into the platform — worker profiles, compliance logs, document uploads, and activity records — remains the property of the party who entered it, subject to applicable law.

Fujinova does not claim ownership of your compliance data. We store it on your behalf to operate the platform.

You are responsible for ensuring that any personal data you enter about workers has been collected lawfully and with appropriate consent, consistent with Japan's APPI and the Philippines Data Privacy Act.

Compliance records may be exported at any time. On account termination, you have 90 days to export your data before it is deleted, except where legal retention obligations require longer storage. See our Privacy Policy for full details.

**Workers** access the platform at no cost.

**Immigration attorneys** and **placement agencies** access the platform as free partner roles, always.

**Employers** and **RSOs** use the platform free until their first worker is placed or first employer is managed, respectively. After that point, pricing is agreed individually based on headcount and RSO scope — no automatic billing is initiated.

All pricing agreements are confirmed in writing before any charges are applied. We do not store payment card details on our servers; payment processing is handled by a PCI-compliant third-party provider.

If you believe you have been charged in error, contact dennisclemente@gmail.com within 30 days of the charge.

You may not use Fujinova to:

- Upload fraudulent, forged, or altered documents - Impersonate a worker, employer, RSO, government official, or Fujinova staff member - Transmit malware, conduct denial-of-service attacks, or attempt to breach platform security - Circumvent role-based access controls or attempt to access restricted data - Use automated tools to extract data from the platform without written authorisation - Facilitate illegal recruitment, human trafficking, or labour exploitation of any kind

Violation of these prohibitions may result in immediate account termination, reporting to relevant authorities, and civil or criminal liability.

The Fujinova platform — including its design, code, compliance workflows, report templates, and branding — is owned by Fujinova and protected by applicable intellectual property laws.

You may not copy, reproduce, resell, or create derivative works from any part of the platform without written permission.

User-submitted data (worker profiles, activity logs, documents) remains owned by the submitting party. By uploading data to the platform, you grant Fujinova a limited licence to store and process it solely to provide the service.

Fujinova is a compliance management tool. We do not guarantee that use of the platform will result in visa approval, successful immigration outcomes, or freedom from audit findings. Immigration decisions are made by government authorities, not by Fujinova.

The platform is provided "as is." We make reasonable efforts to maintain uptime and data integrity but do not warrant uninterrupted or error-free service.

To the fullest extent permitted by applicable law, Fujinova's total liability for any claim arising from use of the platform is limited to the fees you paid to Fujinova in the three months preceding the claim. We are not liable for indirect, consequential, or punitive damages.

Nothing in these Terms limits liability for fraud, gross negligence, or any liability that cannot be excluded by law.

You may close your account at any time by contacting dennisclemente@gmail.com. On closure, your data will be retained for 90 days to allow export, then deleted subject to legal retention obligations.

Fujinova may suspend or terminate accounts that violate these Terms, with or without notice depending on the severity of the violation. We will provide notice and an opportunity to respond except where immediate action is necessary to protect workers, other users, or platform integrity.

On termination by either party, your right to access the platform ends immediately. These Terms — including sections on data, liability, and governing law — survive termination.

Fujinova will not be held liable for any failure or delay in performing its obligations under these Terms where that failure or delay results from causes beyond our reasonable control. This includes, but is not limited to: natural disasters, acts of government or regulatory authority, war, civil unrest, pandemic, widespread internet or infrastructure outages, or failures of third-party service providers (including Clerk, Convex, or Vercel).

In such circumstances, we will notify you as promptly as reasonably possible and will resume normal service as soon as practicable. Obligations suspended under this clause will resume once the force majeure event has ended.

This clause does not limit your right to export your data or seek an alternative provider during an extended outage.

Before initiating any legal proceedings, both parties agree to attempt good-faith resolution. The process is as follows:

**Step 1 — Notice.** The party raising the dispute must send a written notice to dennisclemente@gmail.com describing the nature of the dispute and the outcome sought.

**Step 2 — Negotiation.** Both parties will engage in good-faith negotiation for a period of 30 calendar days from receipt of the notice.

**Step 3 — Mediation.** If negotiation does not resolve the dispute within 30 days, either party may request mediation through the Japan Commercial Arbitration Association (JCAA) or a mutually agreed mediator. Mediation costs will be shared equally.

**Step 4 — Litigation.** If mediation fails or is declined, disputes will be resolved in the courts of Tokyo, Japan, under Japanese law.

For disputes involving workers or Philippine-based parties concerning recruitment fees or worker welfare, the DMW Adjudication Office retains jurisdiction regardless of this clause.

For employers and RSOs operating in Japan, these Terms are governed by the laws of Japan.

For placement agencies and workers based in the Philippines, matters relating to recruitment fees and worker protections are additionally governed by the Philippines Migrant Workers and Overseas Filipinos Act (RA 8042, as amended by RA 10022) and enforced by the Department of Migrant Workers (DMW).

Where both jurisdictions are relevant, Fujinova will apply the standard most protective of the worker.

For questions about these Terms:

**Email:** dennisclemente@gmail.com **Response time:** within 3 business days

For urgent worker welfare concerns, use the in-platform complaint system or contact the 24/7 multilingual helpline listed in your worker dashboard.