Check us before you trust us.
Everything on this page is verifiable from primary sources — registry entries, registration numbers, published aggregates. Where a claim can't be verified yet, we say so.
Verify us yourself
Article 30 of the Employment Security Act puts a confirmation duty on the buyer: an employer using a recruitment information service must verify that the provider is appropriately filed. Here is how to do that for us, in two steps.
1. Our registration: Headhunt.AI is filed with Japan's Ministry of Health, Labour and Welfare as a 第4号特定募集情報等提供事業者 (Class 4 Specified Recruitment Information Provider) under the amended 職業安定法. 届出受理番号: 51-募-001920, accepted 12 May 2026.
2. Check it against the registry: the MHLW 人材サービス総合サイト lists all filed providers. A vendor that can't hand you a 受理番号 to check is telling you something.
第4号 is the smallest of the four classes by an order of magnitude — forty businesses hold the 第4号 declaration, and MHLW's most recent aggregate (status as of 1 June 2025, published March 2026) counts six services actually operating under it — against 1,642 declared services across all four classes. Headhunt.AI's own registration was accepted on 12 May 2026 — after that baseline — and is verifiable today on the 人材サービス総合サイト; it appears in the next published aggregate, expected around March 2027. We treat the registration as table stakes for operating responsibly in Japan, not as a marketing trophy.
Which company does what
ExecutiveSearch.AI K.K. operates Headhunt.AI, the software platform — search, scoring, scout mail, workspace. Registration 第4号特定募集情報等提供事業者 届出受理番号 51-募-001920. A Monstarlab Inc. (TSE: 5255) group company.
ESAI Agency K.K. is a separate company: a licensed fee-charging employment placement business (有料職業紹介事業許可番号 13-ユ-319155) that operates the AgentRPO services and Scout IQ, an independent sending service that Headhunt.AI can hand off to.
The corporate structure, drawn as one diagram, is on executivesearch.ai.
Corporate facts
Registered qualified-invoice issuer (適格請求書発行事業者): T5011001118882 — the number appears on every invoice. Infrastructure runs on AWS in the Tokyo region.
Where the data comes from, and where yours goes
The profile database is 4M+ Japan-focused profiles. The data is licensed and audited — the scoring is ours; the underlying data is not scraped ad hoc, and its licensing posture is part of what our audits cover.
Your ATS data is not pooled. ATS records you bring in are stored per organization and attached only to your organization's view of a profile. They are never merged into the shared database. This is verifiable in how the system is built, and we invite technical due diligence on it.
APPI: candidate data handling is designed around Japan's Act on the Protection of Personal Information, including candidate deletion handling. Details are in the privacy policy.
Subprocessors
Model providers used in scoring and drafting: OpenAI, Cohere, and Google Gemini. Downstream sending services additionally use email-discovery and verification partners under contract. Candidate-facing scheduling in Scout IQ connects to Google, Microsoft and Zoom — its own subprocessor list is published on the Scout IQ site.
Security, without the theater
Traffic is encrypted in transit. Hosting is AWS, Tokyo region. Access is role-based — viewer, recruiter, admin — and signup requires SMS verification against a Japanese mobile number. We publish only the security claims we can stand behind today; deeper security documentation is available on request through contact.
The rest of the paper trail
Privacy policy · Terms of service · 特定商取引法に基づく表記 · Scout scheduling disclosure · Editorial standards · Methodology