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Privacy Policy

Last Updated: September 16, 2021

Thank you for using Tokyo Academics as your education service provider! We’re happy that you’re here. Please read this Privacy Policy agreement carefully before accessing our website and/or using our services. Because it is such an important contract between us and our users, we have tried to make it as clear as possible. For your convenience, we have presented these terms in a short non-binding summary followed by the full legal terms.

Thank you for visiting our website. We at Tokyo Academics Inc. d/b/a “Tokyo Academics” (referred to as “we”, “us” or “company” in this policy) respect your concerns about privacy. This privacy policy (“Privacy Policy”) has been developed to better serve those who are concerned with how their Personal Information is being used online by us and explains our practices for information collected via the website, how such information is used, the circumstances under which we disclose such information to third parties, and the choices you can make about the way we use and share such information. We also describe the measures we take to protect the security of the information and how you can contact us about our privacy practices.

As per the Act on the Protection of Personal Information (“APPI”), “Personal information” is defined as information relating to a living individual including name, date of birth, or other descriptions etc. stated, recorded or otherwise expressed using voice, movement or other methods in a document, drawing or electromagnetic record.

We will process your personal information at all times in accordance with applicable privacy and data protection laws. The purpose of this Privacy Policy is to provide transparency around how we collect information on this Website. Please take the time to read and understand this Privacy Policy so you can understand how we use your personal information. 

PLEASE READ THIS POLICY CAREFULLY BEFORE SUBMITTING YOUR PERSONAL INFORMATION THROUGH OUR WEBSITE OR ACCESSING, BROWSING OR OTHERWISE TRANSACTING OR USING OUR WEBSITE. IF YOU SUBMIT YOUR PERSONAL INFORMATION ON OUR WEBSITE, YOUR INFORMATION WILL BE PROCESSED AS PER TERMS OF THIS POLICY.

1. SCOPE

Short Version: Tokyo Academics and all parties it employs or contracts with, are committed to following the letter and spirit of the law when handling personal information, legal rights, privacy, and trust of individuals with whom it deals. The scope of this Privacy Policy covers all user information stored on systems and media. Your privacy matters to us!

This policy sets out the procedures that are to be followed when dealing with personal information. The procedures and principles set out herein must be followed at all times by the Tokyo Academics, its employees, agents, contractors, or other parties working on behalf of the company. We are committed not only to the letter of the law, but also to the spirit of the law and place high importance on the correct, lawful, and fair handling of all personal information, respecting the legal rights, privacy, and trust of all individuals with whom it deals.

The scope of this policy also covers all user information stored on our-owned, leased, and otherwise provided systems and media. Note that the need to retain certain information can be mandated by local, industry regulations and will comply with Data Privacy Laws. Where this policy differs from applicable Data Privacy Laws, the provisions specified in the Data Privacy Laws will apply.

2. OUR COMMITMENT 

Short version: All information handled by Tokyo Academics will be in accordance with the “Act on the Protection of Personal Information”(“APPI”). Rest assured, we are committed to keeping your information safe and away from prying eyes.

We are committed to protecting your personal information, and ensuring its privacy, accuracy and security. We handle your information in a responsible manner in accordance with the “Act on the Protection of Personal Information” (“APPI”). By using our website, transacting on our website or giving us your personal information, you agree that your information is being collected, stored, used and disclosed as set out in this Policy.

3. ACCURACY OF DATA 

Short version: All collected personal information is accurate and up-to-date and will be checked for accuracy at regular intervals. We need to make sure that we can reach you in case there are any issues that we may need to resolve.

We ensure that all personal information collected and processed is kept accurate and up-to-date. The accuracy of information shall be checked when it is collected and at regular intervals thereafter. Where any inaccurate or out-of-date data is found, all reasonable steps will be taken without delay to amend or erase that data, as appropriate.

4. TESTIMONIALS AND COMMENTS 

Short version: By writing comments and testimonials, you hereby give Tokyo Academics consent for use on our website. We love showing off how happy and satisfied our cherished customers are!

We may post your testimonials and comments on our website, which may contain Personal Information. You hereby give your consent for posting your testimonial.

5. COLLECTION OF PERSONAL INFORMATION 

Short Version: In visiting our website, you may be asked to enter personal details when using our interactive features. Keep in mind that you don’t have to provide any of this information to us if you don’t want to. However, without your input, we may not be able to provide you with the best services that fit your specific needs.

When you visit our website, you may be asked to enter your personal details. We collect information about you if you make use of any of the interactive features within our website that rely on a personalized response, or where you ask us to respond to a query you have. The information we collect is limited to the details we need to provide the specific service you have asked for. The types of information we collect includes:

  1. Student Name, School Name and other personal information including parents’ email, Contact Number, Zip Code (〒) and address for billing purposes;
  2. Other personal information in content you provide to us, such as through emails you send us or interaction with our customer support team.

A. Information that you voluntarily provide to us: You can visit our website without sharing your name and contact information. In certain areas of our website, you may be asked to provide your name, contact information and/or email address to use our website features. It is your option to provide the information requested. However, if you do not provide details that are essential, it will be impossible to use all of the features and functions of the website and/or to fully benefit from our services. 

B. Information collected automatically: When you visit our website, our information technology systems automatically collect information about the equipment you are using and about your use of our website and services. Examples of the information we collect and analyze include the Internet Protocol (IP) address used to connect your mobile/computer to the Internet, the email address which you use to communicate with us and your mobile/computer connection information (for example, browser type, version, and time zone setting, browser plug-in types and versions, operating system, and platform). We may also use browser data such as cookies for fraud prevention and other purposes. We may use software tools to measure and collect session information, including page response times, download errors, length of visits to certain pages, page interaction information (for example scrolling, clicks, and mouse-over) and methods used to browse away from the page. We may also collect technical information to help us identify your device for fraud prevention and for dealing with diagnostic purposes relating to our website.

6. ADVERTISING

Short version: We may work with online advertising companies that will provide you with advertising tailored to your interest. Again, your personal information is safe with us.

We may work with online advertising companies to provide you with advertising which is tailored to your interests. These ads may be seen on our website. These ads may be based on information gathered as you browsed our website or based on your transactions with us. Our advertising partners collect information using cookies, web beacons, and other technologies which do not identify you personally.

7. HOW WE USE THIS INFORMATION

Short version: The information we gather may be used to provide you with relevant services, offers, responses to inquiries, and for us to generally improve our business. We want to serve you better! Rest assured that everything will be done in accordance with the law, industry standards, and our Terms of Service (“TOS”).

We may use the information described above to:

  1. send you promotional materials, newsletters, and other communications;
  2. communicate with you about your participation in the promotions;
  3. send you relevant offers and ads;
  4. respond to your inquiries;
  5. perform data analyses;
  6. operate, evaluate and improve our business;
  7. protect against, identify and prevent fraud, copyright infringement, unauthorized use and distribution of protected content and other criminal activity; and
  8. comply with and enforce applicable legal requirements, relevant industry standards and our policies, including our TOS.

We also may use the information in other ways for which we provide specific notice at the time of collection.

8. WHAT ARE COOKIES AND WHY DO WE USE THEM?

Short version: “Cookies” are preference profiles that enhance your web experience by remembering websites that you have visited. When you visit the TA website, your computer and/or browser will create a cookie to save your preferences. If you’d rather not have that, then cookies can be turned off. 

We, as well as most sites on the Internet, use “cookies” to enhance your experience on the web. We cannot use these cookies to personally identify you in any way. A cookie is a small piece of information that is sent to your browser from a World Wide Web server. This block of data can be anything, a unique user ID generated by the server, the current date and time, the IP Address of where the browser is logged onto the net or any other chunk of data that you want. After a browser receives a cookie it will then send that cookie to the server that sets it whenever it is appropriate and required/requested. The browser will only send the cookie to the server that originally set it. This means that the server can’t tell if your browser has cookies that other sites have sent. We use cookies to store your settings and preferences, and to deliver information most relevant to you. These cookies cannot be turned off in our system, as they are needed to deliver the correct information. You can set your browser to block cookies, but then some parts of the site may not work.  

9. COMMUNICATIONS 

Short Version: We may use your personal information to contact you regarding newsletters or promotions. If you think this may be annoying, please feel free to “opt out” of this type of communication.

We may use your Personal Information to send you newsletters, marketing or promotional materials, and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe instructions provided in any email we send.

10. PROTECTION AND SECURITY

Short version: From time to time, we may ask third party providers to manage our information technology systems, and they may be located inside or outside of Japan. We will only do so after we have or will have personally checked the reliability and security of these third party providers when it comes to handling your personal information.

We are committed to ensuring that your personal information is kept secure and confidential and not kept for longer than is necessary. From time to time, we may ask other members of our group, or third party service providers, to help us manage our information technology systems. Some of these systems may be located outside of Japan. We will only transfer your information to a third party service provider when we are satisfied that adequate levels of protection are in place to protect the integrity and security of any information being processed and compliance with applicable privacy and data protection laws.

11. DATA PRIVACY

Short version: We have in place safeguards and procedures to ensure your data privacy and protection. We cannot stress this enough: your privacy matters to us!

To help prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect.

12. HOW SECURE IS INFORMATION YOU GIVE US?

Short version: We regularly scan our website for vulnerabilities and all sensitive information is encrypted.  All transactions are processed through a gateway, which means that we do not know the information content and we do not store it.

Our Website is scanned on a regular basis for security holes and known vulnerabilities in order to make your visit to our website as safe as possible. We use regular Malware Scanning. Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. In addition, all sensitive information you supply is encrypted via Secure Socket Layer (SSL)/ Transport Layer Security (TLS) technology. We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of their personal information. All transactions are processed through a gateway provider and are not stored or processed on our servers.

13. INFORMATION WE SHARE

Short Version: We will not share personal information except under the circumstances as written below.  We reserve the right to change our Privacy Policy from time to time. Things change as time passes, after all. However, we will not use your personal information in any way that is inconsistent with the current policy. We will always ask for your consent first.  

We will not share the personal information you provide except (a) as otherwise permitted under this Privacy Policy (b) if it is for the purpose(s) you provided it; (c) with your consent; (d) as may be required by law or as we think necessary to protect our company or others from injury (e.g., in response to a court order or subpoena, in response to a law enforcement agency request, or when we believe that someone is causing, or about to cause, injury to or interference with the rights or property of another); (e) with other persons or companies or affiliated or related organizations with whom we contract to carry out internal site operations or our business activities (for example, third-party contractors (f) and/or to notify you when we make changes to any of our terms or this policy. Our business needs may change from time to time and we reserve the right to make changes to our Privacy Policy. We will not use your personal information in a manner inconsistent with this Privacy Policy, however, without first obtaining your consent to do so. If intended uses differ from this policy, we will seek to obtain your consent at the place where the information is collected either by an “opt-in” or “opt-out” method or by other means (such as sending to you an email).

14. PAYMENT PROCESSING PARTNER

We may share your information with third party service providers for processing payments made by credit or debit card in connection with transactions with us.

15. DATA TRANSFERS

Short version: We employ out-of-country, third party contractors to assist us with the operations of our website. By giving us your personal information, you consent to the knowledge of that fact. As before, we will take care in proper handling and transfer of your information to ensure privacy and protection.

Sometimes, we transfer information to third party contractors including persons in other locations or countries assisting us in operating our website. By giving us your personal information, you consent to such disclosures. When we transfer information to persons in other locations or countries, we believe that the recipients of such information are subject to a law, binding scheme or contract which effectively upholds principles for fair handling of the information that are similar in all material respects to international laws. We will protect that information as described in this Privacy Policy and will comply with applicable legal requirements providing adequate protection for the transfer of personal information to recipients in locations or countries other than the one in which you provided the information.

16. LINKS TO OTHER WEBSITES AND APPS

Short version: Our site may provide links to other websites that operate independently from us. Please be sure to review their TOS and privacy policies!

Our Site may provide links to other websites and apps for your convenience and information. These websites and apps may operate independently from us. Linked sites and apps may have their own privacy notices or policies, which we strongly suggest you review. To the extent that any linked websites or apps are not owned or controlled by us, we are not responsible for their content, any use of the websites or apps, or the privacy practices of the websites or apps.

17. CHILDREN’S PRIVACY

Short version: Our website is not intended to be used by children under the age of 15 unless under the direct supervision of their guardians, nor do we actively attempt to collect information from minors under the age of 15. If you have reason to believe that our site has been accessed by a child under 15 without their guardians’ knowledge or permission, please don’t hesitate to contact us at support@tokyoacademics.com.

This Site is not intended for use by children under the age of 15. Minors under 15 should handle their personal information under the supervision of their guardians. The Site does not knowingly collect or store personal identifiable information from children under the age of 15. If you have concerns about this Site or its services, or if you believe that your child under 15 has gained access to our website without your permission, you may contact us at  support@tokyoacademics.com

18. CONTACT US

If there are any inquiries or general questions regarding this privacy policy, you may contact us using the contact information below:

By mail:
Tokyo Academics
Hirose Building 3F
Nishi-Azabu 3-24-17
Tokyo 106-0031
Japan

By phone: 050-6868-2121

By email: support@tokyoacademics.com