Japanese Language School / Japanese Teachers Training Institute Privacy Policy

INTERCULTURAL INSTITUTE OF JAPAN may have occasion to collect and process Personal Data (as defined below). This Privacy Policy (this “Policy”) applies to the processing of Personal Data concerning data subjects in the European Economic Area (“EEA”) in accordance with the Regulation (EU) 2016/679 (General Data Protection Regulation, the “GDPR”) and data subjects in the United Kingdom (the “UK”) in accordance with the UK GDPR as defined in the Data Protection, Privacy and Electronic Communications (Amendments etc.) (EU Exit) Regulations 2019 (the “UK GDPR”).

1. Personal Data

In this Policy, Personal Data means any data relating to an identified or identifiable natural person (“Personal Data”). INTERCULTURAL INSTITUTE OF JAPAN may acquire and process Personal Data, including the information written in the counsel sheet or program application form such as your name, address, telephone number, gender, date of birth, nationality, occupation, e-mail address, existing disease etc.

2. Use of Personal Data

INTERCULTURAL INSTITUTE OF JAPAN acquires and processes Personal Data for the following purposes:

• Providing services to relevant students;
• Legitimate business interests, such as undertaking business research and analysis or managing the operation of the business;
• Public relations, such as responding to inquiries;
• Engaging in marketing and business development activities in relation to the services. This may include sending client newsletters, marketing communications and other information that may be of interest to them;
• Defense of certain rights or interests;
• Compliance with legal and regulatory obligations that INTERCULTURAL INSTITUTE OF JAPAN has to discharge; and
• Managing customer relationships

INTERCULTURAL INSTITUTE OF JAPAN relies on the following legal grounds to process Personal Data:

• The data subject's consent expressly given to process his/her Personal Data in such manner. The data subject may withdraw his/her consent to this processing at any time; however, this will not affect the lawfulness of any processing carried out before withdrawal of the consent;
• Entering into a contract with a data subject or performing obligations under a contract with a data subject;
• Legitimate interests, some examples of which are given above; and
• Compliance with applicable laws or regulations

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations.

3. Disclosure to Third Parties

INTERCULTURAL INSTITUTE OF JAPAN may supply or disclose Personal Data, without the data subjects’ prior consent, to INTERCULTURAL INSTITUTE OF JAPAN’s group companies, insurance companies and other third parties that are INTERCULTURAL INSTITUTE OF JAPAN’s service assignees such as Japanese Language Institute Co-operation, Japan Student Services Organization, and Immigration Bureau of Japan. INTERCULTURAL INSTITUTE OF JAPAN may also supply or disclose Personal Data to third parties when it is necessary for some other justifiable reason permitted by the laws and regulations.

4. Cross-Border Transfer

Personal Data may be transferred to entities in countries or jurisdictions outside the EEA and UK, such as Japan, if required for the purposes as described above. Please note that such countries or jurisdictions may not have the same data protection laws as the EEA and UK and will not afford many of the rights conferred upon data subjects in the EEA and UK. INTERCULTURAL INSTITUTE OF JAPAN will ensure that any such international transfers are made subject to appropriate and suitable safeguards as required by the GDPR, the UK GDPR or other relevant laws. When doing so, INTERCULTURAL INSTITUTE OF JAPAN will comply with applicable data protection requirements and take appropriate safeguards to ensure the security and integrity of Personal Data.

5. Retention of Personal Data

INTERCULTURAL INSTITUTE OF JAPAN will retain Personal Data for the period necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law.

6. Rights of Data Subjects

Data subjects have the right to access, request correction of, request deletion of, request the limitation of processing of, object to the processing of, and request the data portability of their Personal Data retained by INTERCULTURAL INSTITUTE OF JAPAN. When INTERCULTURAL INSTITUTE OF JAPAN receives a request based on the right specified above, INTERCULTURAL INSTITUTE OF JAPAN shall conduct any necessary investigation without delay and provide data subjects or nominated third parties with Personal Data or respond to such rights without delay.

7. Right to Lodge Complaint with Data Protection Authority

Data subjects have the right to lodge a complaint with the local data protection authority if they have a complaint with regard to INTERCULTURAL INSTITUTE OF JAPAN’s processing of their Personal Data.

8. Contact

For any questions about this Policy, INTERCULTURAL INSTITUTE OF JAPAN’s privacy practices or your rights described in “Section 6. Rights of Data Subjects”, please contact us at the following:

EU Representative for Data subjects in the EEA：

PLANIT // LEGAL
Bischof Freund Schmidt Partnerschaft von Rechtsanwälten mbB
Neuer Wall 54, 20354 Hamburg, Germany
E-mail address：mail@planit.legal

UK Representative for Data subjects in the UK：

TMI Associates London LLP
Citypoint One Ropemaker Street London EC2Y 9SS, UK
E-mail address：london@tmi.gr.jp

For all data subjects：

INTERCULTURAL INSTITUTE OF JAPAN
E-mail address：incul@incul.com

Enacted as of 2018/Nov/30
Revised as of 2021/Jan/01

Intercultural Institute of Japan as a part of educational service organization, following the Personal Information Protection Law and the AEON HOLDINGS privacy policy, assures that all teachers and staff understand and abide by the law, which is to protect individuals and any personal information. However if the AEON HOLDINGS privacy policy and this privacy policy is different, this privacy policy regulation will be prioritized.

Basic Policy

• All teachers and staff will abide by the law and protect all information, relating to students as well as clients.
• To protect against any disclosure of information, alternation of information, loosing of information, as well as any other illegal actions, we will consider counterplans for the protection of data systems as well as computer viruses.
• All teachers and staff will not disclose any individual's personal information they received to third parties, or abuse them for unfair purposes.

How we collect and use the information of individuals

We obtain personal information through questionnaires, or seminars /orientations you have attended as well as school enrolment. This information is managed and kept securely, for the purposes mentioned below.

• to support your every day life as well as providing you with educational services (advice for every day life, consultation for study or future plans, School attendance or score maintenance, individual contacts and other administrational purposes)
• to allow your enrollment, or extend your stay
• to provide you with information about classes or lectures
• for us to improve our services or products
• to track the records after graduation, as well as making the reunion naming list and maintaining it
• to support our current students and graduates for their future career such as employment
• • to conduct a survey regarding IIJ (*The data can't be identified the information of individuals as we tally the results and use them as statistics information. The results shall not be disclosed to the third parties.)

If we wish to use the personal information for any other purposes than the above listed, we will always ask for the permission from the certain individual.

About cookies

“Cookie” is the information preserved on your computer hard disk to operate the service of this website efficiently. Cookie itself identifies the computer which accessed the website, not the person.Also, we use cookies to obtain statistical information from you in order to provide more beneficial information. There will not be collection of information that can be attributed to an individual at this time. Furthermore, if we need to obtain “cookie information” by which we can identify the person collating with other information, we will use them with the prior consent of the person.
Please look at our cookie policy for more information.

It’s possible to alter the browser settings and to block the cookie by yourself. This does not cause any major problems. Please ask the helping page or the manufacturer about how to set the browser.

About Access data

This website embeds collecting tags and tally your accessing data to measure how the viewers use our site. We use the access data to improve the quality of this homepage. We manage and supervise enough about handling the data. You can cancel our using of identifier on this web page and the information of your belongings by invalidating (opt-out) through the company’s opt-out page below.

• Google Analytics opt-out add-on
  https://tools.google.com/dlpage/gaoptout?hl=ja
• Google
  https://adssettings.google.com/authenticated
• Facebook
  https://www.facebook.com/help/769828729705201

To present the personal information to the third party

Excluding the reasons below, we will not disclose or give any personal information to third parties without getting permission from the certain individual.

• If we are asked to disclose personal information by Immigration office, courthouse, prosecutors office, police office, lawyers, any other consumer centers, and organizations related with there and if we believe that it is necessary to give information.
• If situation arises that is crucial, we may disclose information at our discretion, such as to protect life or properties (eg. In the case of sudden illness).

We will disclose, revise and omit the information to the certain individual if the person requests us. In this case we shall confirm your identification.

INTERCULTURAL INSTITUTE OF JAPAN
Phone number : 03-5816-4861
e-mail address : incul@incul.com