Effective Date: January 1, 2015

Revised: May 28, 2024

Shinjuku Japanese Language Institute | Ezoe Educational Foundation

Introduction

The Shinjuku Japanese Language Institute of the Ezoe Educational Foundation (hereinafter referred to as "Our School") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and share personal data about you when you use our website and any other services we provide (collectively, "Services"). We believe that the protection of personal information is a social duty that is part of the fundamental principles of the school. Our school manages and protects the processing of personal data under the direction of the school administration, while complying with applicable governing laws and regulations.

What data do we collect?

Our School collects the following data:

Name, Gender, Date of Birth, Email address, Phone number, Home Address, Education History, Information listed on Official Passports, Financial Information incl. Bank statements, Personal Identification Documents, Visa information, Insurance information, Criminal record status, Employment history, Emergency Information, and Medical Information.

In addition to the above, we also collect Cookies and usage data from users who give their consent on our website.

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.

How do we use cookies?

Our School uses cookies in a range of ways to understanding how you use our website, improve your experience on our website, including:

To collect data on how users interact with the website, helping Our School to understand which areas are most visited and identify any usability issues, leading to improvements in website design and content.

Advertising and Marketing: To track the effectiveness of online advertisements and marketing campaigns, enabling Our School to better target prospective students and measure the success of their outreach efforts.

Session Management: To manage user sessions and provide a seamless browsing experience, ensuring that users can navigate the site efficiently without repeatedly re-entering information.

What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:

Functionality – Our School uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.

Advertising – Our School uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Our School sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

How do we collect your data?

You directly provide Our School with most of the data we collect. We collect data and process data when you:

• Access our website and opt-in to allow us to use your browser’s cookies and collect data.
• Register online or place an order online for any of our products or services such as courses, and textbooks.
• Complete and send any of our website’s contact or registration forms.
• Voluntarily complete a customer survey or provide feedback on any of our survey forms or via email.
• Submit personal information or other required documents for student visa applications required by the Government of Japan and our school.

Our School may also receive your data from the following sources:

Google Analytics (Google Inc.) - Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes the Data collected to track and examine the use of this Application, to prepare reports on its activities and share them with other Google services. Google may use the Data collected to contextualize and personalize the ads of its own advertising network Personal Data collected: Cookies and Usage Data.

Gmail (Google Inc.) - Managing email contacts and sending messages. This type of service makes it possible to manage a database of email contacts, phone contacts or any other contact information to communicate with the prospective students, current students, alumni, staff, third parties and any other user who communicates with our school. These services may also collect data concerning the date and time when the message was viewed by the User, as well as when the User interacted with it, such as by clicking on links included in the message.

Google Services (Google Inc.) - In addition, we use other Google services such as Google Classroom, Google Appsheet, Google Spreadsheets, Google documents and Google Drive. These services may collect, list, store and otherwise utilize the data you share with us. We use these services to properly organize your student accounts, communicate with your regarding our services and educational materials, and store relevant data like payment history, attendance, registration and visa related documents, health records, and student history records.

MailChimp (The Rocket Science Group, LLC.) - MailChimp is an email address management and message sending service provided by The Rocket Science Group, LLC. Personal Data collected: email address.

Shopify - Shopify is a payment processing service. Personal Data collected: email address, Credit card information, bank details, transaction history, name, billing address, IP address and payments activity. (Please note that as payments are processed on the Shopify website, we recommend reading the Shopify privacy policy as all data is processed and held by Shopify)

Stripe - Stripe is a payment processing service. Personal Data collected: email address, Credit card information, bank details, transaction history, name, billing address, IP address and payments activity. (Please note that as payments are processed on the Stripe website, we recommend reading the Stripe privacy policy as all data is processed and held by Stripe)

Jotform - Jotform is a service for building online forms. These include contact, application, survey, consent, and other similar types of forms that collect personal information listed above. Jotorm may also collect data on your geographic location, IP address, and time of submission, in addition to collecting and storing your form entries.

Facebook Pixel (Meta) - We use data collected from Facebook to analyze interest and usage of our websites and Facebook services to improve our services and provide more relevant targeted information to our audience.

How will we use your data?

Our School collects your data so that we can:

Process your order, collect payments, and manage your account.

Communicate with you quickly and effectively about your account, history and other processes from before, during, and after your duration as a student at our school.

Email you with special offers on other products and services we think you might like.

Share relevant information to you on our third party social media networks that you might personally find interesting or relevant to you that are in line with our school mission and directives.

How do we store your data?

Our School securely stores your data through Google Drive and Google Cloud, with secure servers hosted in the US, in addition to our local servers housed on campus. Access to your data is strictly limited to authorized personnel only, who have undergone rigorous security training and are subject to confidentiality agreements. We employ advanced security measures, including encryption and multi-factor authentication, to ensure the safety and privacy of your data. Our School will keep your personal data for an indefinite period of time, unless a request for deletion is made in accordance with applicable laws and regulations.

Marketing

Our School would like to send you information about products and services of ours that we think you might like, as well as those of our partner companies. If you have agreed to receive marketing, you may always opt out at a later date. You have the right at any time to stop Our School from contacting you for marketing purposes or giving your data to other members of Our School.

If you no longer wish to be contacted for marketing purposes, please contact us at communication@sng.ac.jp.

What are your data protection rights?

Our School would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request Our School for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that Our School correct any information you believe is inaccurate. You also have the right to request Our School to complete the information you believe is incomplete.

The right to erasure – You have the right to request that Our School erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that Our School restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to Our School’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that Our School transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: communication@sng.ac.jp

Privacy policies of other websites

The Our School website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy. Our school does not hold any responsibility concerning the protection of personal data for visitors on other websites present in links on our web pages.

Changes to our privacy policy

Our School keeps its privacy policy under regular review and places any updates on this web page.

Roles and Duties of the School and Teachers Towards Students and Sponsors

The Shinjuku Japanese Language Institute and its teachers must be aware of their different responsibilities in order to respect the principles set by the school and allow the achievement of the objectives of its students. The school performs the necessary internal audits; if there is a violation of school regulations or even a risk of violation, the school will take preventive measures. Information and personal data obtained in the professional context must not be leaked, destroyed, or even used to cause damage or be used for fraud. These commitments must be respected even after retirement.

Regarding Copyright

Our school strives to comply with Japanese copyright laws (CHOSAKUKENHOU) of Articles 35 (copies in schools and other schools), 36 (copies for exams), 32 (citations), 38 (performances, nonprofit performance), 48 (source citation), verified by multiple people, when using print and digital media copying during lessons.

Reference sites:

Agency for Cultural Affairs: "Educational activities and copyright in school"

Japan Copyright Educational Association

Copyright Law Article 35 Guideline Council: "Reproduction of copyrighted works in schools and other educational institutions" Copyright Law Article 35 Guidelines

CRIC Copyright Research and Information Center

Handling of Our School's Intellectual Property (Literary Works)

When purchasing or using classes at Shinjuku Japanese Language School, or the developed teaching methods, textbooks, teaching materials (including digital teaching), please refer to and abide by the Shinjuku Japanese Language School Regulations on Handling Intellectual Property Rights.

Contact Us

If you have any questions about Our School’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.