Terms of Service
These Terms of Service set the conditions for using ChordOne. Please review these terms before using ChordOne.
Established: May 4, 2026 / Last updated: September 21, 2026
The ChordOne service is developed and operated by ChordOne. ChordOne provides an all-in-one backend AI workspace to support HR, IT, back office, performance, and organizational improvement.
These terms apply to the use of all services provided by ChordOne, including web and mobile applications, related features, integrations with external services, notifications, support, and more. By using the service, you agree to these terms.
ChordOne is a business management service that consolidates information needed for HR, recruiting, IT, performance, and organizational operations. Features include employee and organization management, recruiting management, performance and surveys, OKR (goal and metric creation, publishing, progress tracking, linking goals, creating and sharing reflection notes), 1on1s (importing 1on1 events from Google Calendar, writing 1on1 links to calendar notes if enabled, weekly status sharing, adding topics for next 1on1, suggested questions and approaches based on manager notes, saving shared and private notes, and transcribing recordings started via Chrome extension for the recorder only), IT/SaaS management, contract and document management, internal notes, and more. Integrations with external services and AI-powered support features are included.
We may offer free diagnostic tools (such as organizational type assessments) on our website without requiring account registration. Results are simple estimates based on your input and are for reference only; we do not guarantee accuracy, completeness, or suitability for any specific purpose. Company names and other information can be entered optionally and are used for anonymous aggregation, distribution display, and normalization via external corporate information services (gBizINFO). Details are governed by our privacy policy.
We send the ChordOne Mag. newsletter only to those who explicitly subscribe on the website and complete registration via confirmation email. Existing service users, inquiry or document requesters, and diagnostic tool users are not automatically subscribed. Subscribers can unsubscribe at any time using the link in each email.
This service provides features to support aggregation for human capital disclosure (such as the ratio of women in management, gender pay gap, and male parental leave rates required by the Act on Promotion of Women's Participation and Advancement in the Workplace). Aggregated values are reference figures calculated based on employee and wage information registered or linked by the contracting company and conditions set by the company (such as fiscal year start month and management scope). The contracting company is responsible for confirming and deciding whether disclosure is required, which figures and calculation methods are appropriate, and the timing and method of disclosure. We are not responsible for the content of any disclosures.
This service provides features to visualize costs by department, per-person amounts, and return on investment (ROI). These figures are reference values based on employee and wage information, tool usage fees, and departmental sales and cost of goods sold (including imports from freee accounting, CSV uploads, and manual entry) registered or linked by the contracting company. They do not match accounting or financial statement figures. The contracting company is responsible for management decisions, budget allocation, staffing, and other actions, and we are not liable for the results.
This service allows users within the same company to post and view announcements, recognition, and polls (including short-form questions) on the employee home page. Visibility is limited to recipients (entire company or department) set by the company in the service.
This service provides a points feature awarded for activities such as sending recognition or answering diagnostics. Points are for visualizing engagement within the service and have no monetary value. We do not guarantee conversion to cash or vouchers. If the company uses points for internal rewards, the company is responsible for the content and management. We may change point conditions or amounts without notice, or revoke points obtained fraudulently.
This service allows logged-in users to create, edit, and search internal notes (page content, hierarchy, sharing settings, database rows and columns, saved views, comments). Database columns may automatically display employee directory fields, with visibility matching directory permissions. Search includes title/body matches and may show similar content even if phrasing differs. Features include duplicating pages, adjusting display (font size, width, style), cover images or colors at the top of pages, page icons (emoji or uploaded images), database row covers and icons, space/folder descriptions, locking pages to prevent accidental edits, bookmarking frequently used pages, organizing the left sidebar by private/shared/space sections, adding personal sections, choosing templates for meeting notes/procedures/plans, and inserting tables in page bodies. Databases can be viewed as tables, boards, calendars, or galleries; each row opens as a page in a side panel for editing title, fields, and content, with navigation between rows. By default, new pages are private to the creator; admins cannot view private page content. Sharing settings for pages, spaces, and folders apply to their subpages and databases. If a subpage has broader sharing, that setting takes priority. Multiple users may edit the same page at once. Tagging another user in a comment may send them a notification (in-app, or via chat/email if integrated) including the page title but not the content. Comments can also be added to specific paragraphs. Users with full permissions can send an invite link to a specified email address for access to a specific page. Invited external guests can view, comment, and edit the page within their granted permissions without creating a ChordOne account (they cannot access other workspace information). Invite links are hard to guess, expire in about 30 days, and can be revoked at any time by the creator. Since links may be forwarded to third parties, the company is responsible for managing invitees. Public links accessible to anyone are not provided. The company is responsible for managing the appropriateness of note content and sharing settings. Users may import documents they own from other note tools and save them as internal notes; no automatic sync with the source occurs after import, and source permissions/comments/history are not reproduced. Users can add and edit images as custom emojis for company-wide use in notes and more.
We may change, suspend, or terminate the service, with prior notice or, in urgent cases, without notice, for improvements, feature additions, specification changes, or maintenance.
If we offer campaign features for the career market, only company administrators can use them, and distribution targets are set by market or job category, not individual names. Monthly aggregated data is used to measure campaign and agent feature effectiveness. Employee/candidate names, personal profiles, or company HR data are not shared with ad recipients.
Users must keep their registration information accurate and up to date. Users or the contracting company are responsible for managing accounts, authentication, passwords, and external service integration permissions. For company workspaces, login is available via company email, Google account, or Microsoft work account (Microsoft Entra ID). Personal email addresses like Outlook.com cannot be used to create company workspaces. If you discover unauthorized use, data leaks, or permission errors, contact us immediately.
If a user first uses a feature (such as answering a survey) via an integrated service like Slack, a user account may be automatically created for the corresponding email address. In this case, no password is set, and the user will set their own password when logging in for the first time via the web.
If the company issues a login-only page for candidates via the ATS feature, candidates can create a free personal account (email and password) by setting a password from the link in the company's email and use the page separately from the company workspace. On this page, candidates can check application status, schedule or reschedule interviews, view feedback, submit documents, ask questions, and, if published by the company, view offer details and respond (accept/decline). Candidates can change their password at any time, and the company can revoke access at any time. Candidate responses to offers are notified to the company and saved as part of the selection record. These responses are for communication in the hiring process; the timing, content, and legal handling of employment contracts depend on the agreement between the company and candidate and applicable laws. The company is responsible for explaining how candidate input is used and stored.
Immediately after creating a new workspace, sample data (such as example employees and departments) prepared by us may be displayed so you can try out the features. This sample data does not contain real personal information and can be deleted at any time from the on-screen instructions.
We may provide a demo environment for you to experience our service. The demo environment is read-only, and all displayed data is sample data prepared by us. You cannot create, edit, or delete data in the demo, and your actions are not saved. To continue using the demo after certain actions, we may ask you to verify your email address (by sending a verification code). The email address you enter may be used to provide information or contact you regarding this service.
Administrators authorized by the contracting company may temporarily switch to other user accounts within the same company to check operations for verification, investigation, or support purposes. Granting or revoking this permission can only be done from our management console. While in use, a notice is displayed on the screen, and all actions are recorded in the audit log.
For surveys and similar features, creators may choose to share aggregated results with other logged-in users within the same company (including via shared links). The sharing scope is limited to logged-in users of the same company, and the company is responsible for managing these settings. For anonymous surveys, only aggregated, non-identifiable results are shown. In named surveys where respondents can choose to answer anonymously, such responses are only used in overall aggregation and are not linked to individuals; administrators will only see that a response was submitted (the system records that a response was made to prevent duplicates). Depending on the creator's settings, respondents may be able to answer multiple times; in this case, each response is saved. For anonymous surveys, each response is aggregated in a way that does not identify individuals.
For the Mini App (Message Board) feature, after the creator delivers the board, anyone with the dedicated shared link (QR code) can view the board (recipient and contributors' names and messages) without logging in. If the creator enables a participation link, anyone with that link (including external users) can add their name and message without logging in. For message boards used within a company on ChordOne, we recommend logging in; if you log in, your name and photo from the employee directory will be shown. The company and creator are responsible for managing the handling and sharing scope of links. The content of messages is managed according to company rules or by the creator. Creators can delete messages submitted via the participation link.
The message board feature can be used without account registration. If created without registration, a management link is issued to the creator, allowing anyone with the link to manage the board (change design, set/delete recipient photo, delete messages, deliver, or delete the board). Creators can optionally enter an email address to send participation requests; an invitation with a participation link will be sent to the entered address. This email address is used only for sending the invitation and is not stored. The creator is responsible for managing the management link. We are not responsible if the link is lost and the board cannot be managed. Creators can link a board created without registration to their account by logging in or registering for a free account. After linking, all links remain valid, and the board can also be managed from within the app. Boards created without registration or for free may be automatically deleted if there are no messages within 30 days, or if we determine the content is a test. Boards created under a paid ChordOne plan are not subject to automatic deletion. If the creator uploads background images or recipient photos, they are responsible for obtaining consent and confirming rights. The same applies to contributors uploading icon images or photos with messages. When using AI-generated drafts, contributors are responsible for the content and for deciding whether to use it. We may remove boards without notice if they contain content that violates laws or our terms.
The anonymous pulse survey can be used without account registration. If created without registration, a management link is issued to the creator, allowing anyone with the link to manage the survey (view results, close/reopen responses, delete the survey). Anyone with the response link can answer anonymously without logging in. The creator is responsible for managing the management and response links and their sharing scope. We are not responsible if the link is lost and the survey cannot be managed. Responses are collected anonymously, and we do not retain information to identify respondents, so we may not be able to accommodate requests to correct or delete responses after submission. We may remove surveys or responses without notice if they violate laws or our terms.
The organization chart maker can be tried without account registration. If used without registration, your chart is saved only in your browser and is not sent to our servers. We are not responsible if your chart is lost due to browser data deletion. Account registration is required to save, share, or import employee data into organization charts.
For the Mini App (Meeting Scheduler) feature, external guests with the reservation link can select and confirm available time slots without logging in. The company and creator are responsible for managing the sharing scope of reservation links, participant settings, booking conditions (including booking period and holiday exclusions), additional calendars for availability, calendar event details (location, visibility, additional invitees), confirmation and reminder email settings, guest rescheduling/cancellation permissions and deadlines, and stopping bookings. Depending on settings, guests may be able to reschedule or cancel confirmed bookings via dedicated links in confirmation/reminder emails or calendar events. When a booking is confirmed, events may be added to participant calendars (including guests or invitees specified by the creator), web meeting URLs issued, and notifications sent to the creator, participants, and guests as configured. Additional calendars included for availability are not added as workspace users or invitees by default. If you start using this as a free scheduling tool, connecting Google Calendar may create a dedicated scheduling workspace, separate from your company's ChordOne workspace. In this case, even if the same Google account is already a company workspace member, it will not access company screens or data. Only calendar availability and event creation are permitted; Gmail access is not included. When a reservation link is created, a management link is issued to the creator, allowing anyone with the link to manage booking conditions, stop bookings, or check reservations without registering with ChordOne. The creator is responsible for managing the management link. We are not responsible if the link is lost and management becomes impossible. Only share the public reservation link with booking recipients; do not share the management link.
For the Mini App (Date Poll) feature, logged-in employees (organizers) set event date options and participants. Selected participants can respond to each date option with Yes/Maybe/No. Each participant's name, responses, and comments are visible to the organizer and other participants in the same poll. The organizer is responsible for setting date options and participants, deciding the event date, and deleting the poll.
For the Mini App (Document Sharing) feature, anyone with the shared link can view uploaded PDF documents without logging in. The company and creator are responsible for managing the sharing scope of shared and recipient-specific links, document content, information input requirements for viewing, company logo and custom domain display settings, and stopping publication. Viewing status (such as number of views, pages viewed, viewing time) and information entered by viewers can be checked by the creator and company administrators.
The document sharing feature can be used without account registration. If you upload a PDF without registering, a management link is issued, allowing anyone with the link to manage the document (view analytics, set information input requirements, pause/resume publication, delete the document). The uploader is responsible for managing the management link. We are not responsible if the link is lost and the document cannot be managed. The uploader is responsible for the content of the document and ensuring sharing is lawful (including not infringing third-party rights). We may remove documents that violate laws or our terms, or documents uploaded without registration that have not been used for a long period, without notice. Uploads without registration are subject to limits on file size, number of uploads, etc.
For the Mini App (Virtual Office) feature, logged-in employees can enter the office screen within the same company and communicate with present members via voice and screen sharing. Presence status (location, mic on/off, screen sharing) is visible to other present members in the company. Audio and shared screens are exchanged directly between users' browsers; we do not record or store them. The company is responsible for managing appropriate use and internal rules (including notifying employees if used for attendance monitoring).
For the Mini App (Quiz) feature, anyone with the participation link (QR code) can join and answer the quiz by entering a nickname, depending on the quiz creator's settings. The company and quiz creator are responsible for managing the sharing scope, appropriateness of quiz content (questions, choices, images attached for answers), and whether to allow anonymous participation. Attached images are visible to anyone with the participation link, so only use images suitable for public sharing. Participants' nicknames, correct answers, points, and rankings are shown to all participants and the quiz creator. If group competition is enabled, group names and group rankings entered by participants are also shown; the company and quiz creator are responsible for ensuring appropriate group names. If participants select a non-Japanese display language, quiz titles, questions, and choices may be auto-translated by AI; translation accuracy is not guaranteed.
For the Mini App (Icebreaker) feature, anyone with the participation link (QR code) can join by entering a nickname, depending on the organizer's settings. Answers to prompts are initially shown to participants and the organizer without revealing the author; after voting on "who answered," the author's name (nickname) is revealed. The company and organizer are responsible for managing the sharing scope, appropriateness of prompts, and whether to allow anonymous participation. Since all answers are visible to all session participants, please instruct participants to only submit content suitable for sharing. Participants' nicknames, votes, correct answers, and rankings are shown to all participants and the organizer.
This service may integrate with external services such as Slack, Google Workspace, Microsoft 365, Zoom, SmartHR, freee (HR and accounting), various job boards, and others. Users must have administrator rights or appropriate permissions for each external service before connecting. For services without APIs, we may assist with input or data retrieval by operating the service's admin screen with user approval; users can review and stop these actions as needed.
For the offboarding feature, company administrators can explicitly perform actions on connected external services, such as disabling or deactivating accounts, setting up email forwarding, transferring file ownership, and removing users from groups or shared mailboxes for departing employees. The company is responsible for deciding whether, when, and for whom to perform these actions. We execute actions based on administrator instructions and keep records of these actions.
With the Single Sign-On (SSO) feature, company administrators can set up connections to external applications, allowing users to log in with their service account. The company is responsible for selecting applications, configuring login data, and setting member access. We store login records (including successes and denials) for company administrators to review. SSO may become unavailable if the external application's specifications change.
With the account provisioning feature, company administrators can set up connections to external applications and automatically create, reactivate, suspend, or delete accounts based on employee directory data. The company is responsible for selecting applications, defining the scope of members, and setting actions for offboarding (suspend or delete). We store execution records (including creation, suspension, and failures) for company administrators to review. Automatic provisioning may become unavailable if the external application's specifications change.
With the account automation feature, company administrators can set operational rules for each application. Accounts unused beyond the set period are suspended after advance notice and a grace period set by the administrator; if account provisioning is enabled, the external account is also suspended. Advance notice is sent to the user, or to a designated contact if specified. Accounts without last-used data from external services are excluded from this process. When users request access via the app portal, accounts are issued automatically if they meet administrator-defined conditions (such as department or role); otherwise, approval is required from a designated approver (manager, IT, or specified user). The company is responsible for selecting applications, defining inactivity periods, notice settings, approval conditions, and approvers. We store execution records (including notices, suspensions, requests, approvals, issuances, and failures) for company administrators to review.
The usage review feature displays seats obtained from external services that are still linked to former employees or cannot be identified by the company. This feature only displays information for review and does not suspend or cancel accounts. The estimated cost savings shown are based on unit prices registered by the company and are not a guarantee of actual billing. Shared accounts or contractor seats may be included, so the company is responsible for deciding whether to cancel them.
For GitHub, we will only remove members from the organization as a suspension measure if the company installs our GitHub app and grants member management permission. This is intended to reduce paid seats and does not delete repositories or commit content. Organization owners are excluded from automatic removal. If a user reapplies, an invitation to rejoin the organization will be sent (the user must accept to rejoin). The company is responsible for installing the GitHub app, granting permissions, and setting the scope.
For AI assistant integration (connections from external AI clients), users can connect external AI assistants (such as Claude and other MCP-compatible clients) to this service with their own consent (OAuth authorization). The connected AI assistant operates only within the user's permissions on this service, and any actions performed via the assistant (such as sending recognition or posting improvement requests) are treated as actions by the user. Users and companies are responsible for selecting AI assistants and complying with the terms of those AI services. Connections can be revoked at any time from the service settings.
Some service features may become unavailable due to changes, outages, discontinuation, or permission changes in external services. The company is responsible for complying with each external service's terms, passing any required reviews, and obtaining necessary consent from relevant parties (such as candidates or participants).
When using our browser extension (including importing candidate information, recording, transcribing, and summarizing online meetings—whether interviews or internal meetings—taking screenshots during meetings, and saving to meeting notes), users must comply with the terms of each service and applicable laws, obtain any necessary consent, and use these features only for legitimate business purposes such as recruitment. The visibility settings for saved meeting notes (e.g., only me, all employees) are the responsibility of the contracting company and the user.
To improve efficiency, this service offers AI-assisted features such as extracting, summarizing, classifying, translating, estimating, and analyzing information uploaded or entered by users. When searching candidate or employee backgrounds, similar profiles may be shown even if the wording differs. Some inputs may be processed by third-party AI models selected by us, but we ensure contractually that your input will not be used for further training of those models.
AI-generated, estimated, or analyzed results are for reference only and may contain errors or outdated information. Users must review any content before sharing externally or using it for HR decisions, and the final decision is the responsibility of the user or contracting company. When entering sensitive or confidential information, users or contracting companies must determine the appropriate scope at their own discretion.
Users must not engage in any of the following when using this service.
Handling of personal, employee, organizational, and external service integration data in this service follows our privacy policy. When using features that affect individuals (such as recording, tracking links, or sharing evaluations), the contracting company is responsible for following internal rules and providing necessary explanations and obtaining consent from affected parties.
If you submit a request for improvement or report a bug, our system may automatically open the relevant screen as you see it and capture its display and a screenshot for confirmation purposes only. This uses a short, view-only session and does not save, modify, or delete your data. When you open the feedback form, a screenshot of the current screen is automatically attached as a candidate image, but it is not sent to us until you submit it and can be deleted before sending. See our privacy policy for details.
We may use information obtained or generated through this service for internal analysis to support organizational management (such as analyzing culture trends, turnover prediction, or engagement), and to improve our services and analysis models. Optional analytics are only performed with user consent and can be disabled at any time. We do not currently provide information to third-party advertisers or send data for general personalized ads or ad measurement. If we start in the future, we will present personalized ads and ad measurement as separate, optional items and obtain consent for each. Consent can be withdrawn individually. Before any transmission, we will disclose the provider, purpose, data items, and destination. No data will be sent before this disclosure. HR information, employee/candidate personal data, profiles, or evaluation/activity data from your company workspace will not be used or provided for ad targeting or measurement. See our privacy policy and external data transmission policy for details.
This service offers both personal spaces and company workspaces created with company email addresses. Personal spaces (such as free tools for group messages or scheduling, or those saved with a personal email) are free for now. Screens in personal spaces and free tools may display information about ChordOne's company features (our own ads). No third-party ads are shown.
Company workspaces become paid if you exceed the free limit (e.g., up to 20 employees) or the free trial period. The length of the free period, available features, pricing, and billing conditions may vary depending on sign-up timing, campaigns, individual contracts, or what is shown in the service.
When switching to paid use, users or contracting companies select a payment method provided by us, such as credit card or invoice. Credit card payments are processed via Stripe or similar services and are billed monthly or annually based on usage. For invoice payments, you can use the service until the period set or approved by us.
If required payment settings or confirmations are not completed, we may restrict editing, creating, syncing, or other operations in this service, allowing view-only access.
Users or contracting companies can request to stop using the service, disconnect integrations, or delete data by following the specified procedures. Information required by law, contract, billing, audit, or security may be retained for the necessary period.
We do not guarantee that this service will meet users’ specific purposes, be available without interruption at all times, or that external service integrations will always function properly. Except where we are at fault, we are not liable for any damages resulting from use or inability to use this service.
We may update these terms as needed. If there are significant changes, we will notify you on the service or by another appropriate method. If you continue to use the service after changes, you are considered to have agreed to the updated terms.
These terms are governed by Japanese law. In the event of a dispute related to this service, the court with jurisdiction over our company’s location will have exclusive jurisdiction for the first instance.
For inquiries about these terms, the service, Slack integration, external service integrations, or data deletion, please contact us below.