In enabling many customers to enjoy English conversation (hereinafter referred to as “eikaiwa”) lessons, RareJob, Inc. acquires and handles large amounts of personal information, including that of customers, eikaiwa teachers and RareJob staff. Management of this personal information is fundamental to ensuring that customers can use our services with security and peace of mind. In order to ensure appropriate handling of personal information with a high degree of importance and confidentiality, RareJob has specified the appropriate protection of all personal information made available for its business activities as a social responsibility; established rules and constructed a system referred to as the Personal Information Protection Management System; and pledges to engage in activities to ensure the protection of personal information.
1. Acquisition, Use and Provision of Personal Information
In the course of its online eikaiwa business operations conducted via the Internet, RareJob pledges to acquire personal information appropriately, to handle personal information only within the scope of predefined purposes of use, to not use personal information for purposes beyond those predefined purposes of use, and to take steps to ensure this. We also pledge not to provide personal information to any third party without the consent of the individual in question. To achieve these promises, we will prepare procedural rules for the handling of personal information and work to ensure the thorough education of employees.
2. Legal Compliance
In handling personal information, RareJob will check and comply with relevant legal guidelines, including the Act on the Protection of Personal Information, as well as nationally-established guidelines, byelaws and other established norms.
3. Implementation of Safety Measures for the Protection of Personal Information
RareJob will establish the Personal Information Protection Management System as a management system to ensure safe and appropriate handling of personal information, and will endeavor—through the education of each and every single employee—to prevent loss, destruction, falsification, damage, leakage, etc., of personal information. Where deficiencies exist, we will seek to detect them at an early stage by conducting day-to-day checks, internal audits, etc., and endeavor to prevent reoccurrences by carefully analyzing the reasons for such deficiencies, and taking steps to rectify them.
4. Complaints and Consultations Regarding the Handling of Personal Information
RareJob will establish a dedicated “Personal Information Inquiries Desk” for receiving complaints and consultations regarding the handling of personal information, and will respond promptly to such complaints and consultations without delay.
5. Continuous Improvement of Personal Information Protection Management System
RareJob will work to continuously improve its Personal Information Protection Management System by conducting regular reviews and revisions, in order to ensure protection of personal information in response not only to changes in the business/management environment, but also changes in social situations and the progress of information technologies, etc.
RareJob, Inc.
Gaku Nakamura, CEO
Established: November 1, 2007
Last revised: January 1, 2016
Inquiries regarding this pledge or RareJob’s handling of personal information are accepted by the following inquiry desk.
Personal Information Inquiries Desk:
E-mail: privacy@rarejob.co.jp
Publicly Announced Details Regarding Personal Information
Regarding the purpose of use of personal information retained by RareJob, Inc.
Purposes of use of personal information acquired by RareJob either directly from the individual in question or via transaction partners, etc., are as shown in the following table. Persons wishing to receive notification of the purposes of use of personal information are requested to first consult the following table. Personal information that is labelled as subject to disclosure is personal information that can be disclosed, etc., to the individual in question (disclosure, etc., includes disclosure of personal information as well as revisions, additions or deletions of content with regard to the results of such disclosures, as well as suspension of use, erasure, and/or suspension of provision of personal information to third parties). If you wish to request disclosure, etc., of your own personal information, please check the request procedures listed below the table before making an inquiry.
Use of Personal Information in Business Activities
| Type of personal information retained | Scope of purpose of use |
|---|---|
| Information regarding representative personnel of transaction partners [subject to disclosure] |
· Contact relating to work/services, creation and sending of materials · Distribution of information pertaining to services (including newsletters, campaign information and questionnaires) · Distribution of information regarding other services provided by RareJob · Accurately understanding and responding to opinions and inquiries regarding services · Analysis of customer behavior and research/analysis for product development purposes, etc. · Checking the identity of individuals in response to requests for disclosure of personal information (by the individual in question) · Settlement of service usage fees and collection of late fees, etc. |
| Information regarding inquiries [subject to disclosure] |
· Accurately understanding and responding to opinions and inquiries regarding services · Education of customer support operators · Analysis of customer behavior and research/analysis for product development purposes, etc. · Checking the identity of individuals in response to requests for disclosure of personal information (by the individual in question) |
| Information regarding applicants to job openings [subject to disclosure] |
· Contact relating to recruitment activities · Checking the identity of individuals and making recruitment decisions |
| Information regarding persons in employment [subject to disclosure] |
· Contact relating to work/duties · Payments of salaries, etc., provision of welfare benefits and other procedures accompanying employee management activities · Determination of assignment positions and work duties, ability development, promotions and demotions, health management and other employee management activities · Contact and response in the event of the occurrence of natural disasters or other states of emergency · Other use as provided for under the work regulations |
| Information regarding retirees (persons formerly in employment) [subject to disclosure] |
· Preparation of resignation and retirement-related documents and personnel management work/duties · Contact after resignation or retirement |
| Personal information outsourced from external organizations, etc. | · Performance of contractual obligations to outsourcers |
Procedures for Responding to Requests for Disclosure, etc., of Personal Information
Requests for notifications of purpose of use and disclosure, etc., of personal information may only be made by the individual in question (or via an agent/representative.
In order for us to verify that the person making the request is the individual in question, or his or her agent/representative, firstly, please inform RareJob’s Personal Information Inquiries Desk of your wish to request a disclosure of personal information. (In cases where you wish to request revision, addition or deletion of personal information, or changes to the handling of personal information by suspension of use, erasure and/or suspension of provision of personal information to third parties, too, please also begin firstly by completing procedures for requesting disclosure, in order to enable us to identify the personal information that is subject to the request.) We will then send you our prescribed Personal Information Disclosure Request Form.
Upon receiving the Personal Information Disclosure Request Form, please fill in the required items of information and post it back to the Personal Information Inquiries Desk together with the identity confirmation documents (as listed on the request form) and 300 yen’s worth of stamps as payment for the actual cost of work (only where requesting notification of purpose of use and disclosure of personal information). When using official certificates as identity confirmation documents, please redact all parts of those documents other than those needed to enable us to confirm the identity of the individual (e.g. name and address) using black ink. When there is some deficiency in the information listed in the Personal Information Disclosure Request Form, or when we are unable to confirm that the request was made by the individual in question, we will contact you to inform you of that fact. Please be aware that although we will respond promptly upon arrival of the request form, it may take several days for postal mail to arrive.
Please also be aware that in accordance with Article 25 Paragraph 1 of the Act on the Protection of Personal Information we cannot respond to requests for disclosure, etc., of personal information in any of the following cases, regardless of the method by which a request is made. When a decision is made not to disclose personal information, we will respond giving a reason for that decision.
- When some portion of the requested personal information is included in information that is not subject to disclosure, and there is some difficulty in extracting and disclosing just the personal information alone
- When disclosing the requested personal information carries the risk of significantly interfering with the appropriate execution of work duties/services
- When disclosing the requested personal information violates other laws or regulations
Point of Contact for Requests Regarding Personal Information Subject to Disclosure
RareJob, Inc. Personal Information Inquiries Desk
Address: 2F Kyocera Harajuku Building, 6-27-8 Jingumae, Shibuya-ku, Tokyo, 150-0001, Japan
E-mail: privacy@rarejob.co.jp
Personal information protection manager