Detailed Data Inventory

In some cases, we require certain personal data in order to perform our contractual obligations or to comply with applicable laws. If you choose not to provide it, we may be unable to provide all or part of the Services.

Category	Types of Personal Data	Purpose	Lawful Basis	Retention Period / Criteria
Contact and Identity Information	Name Gender and preferred title (e.g., Mr, Ms, Dr) Company details (e.g., name, URL) Date of birth Nationality Country of residence Residential or mailing address Telephone numbers Email address Photographs (such as profile photos submitted with applications)	Creating and managing user accounts Contacting individuals and responding to enquiries relating to our Services Providing and administering our Services Verifying identity when necessary Maintaining accurate administrative and business records Providing service notifications and operational updates Meeting compliance requirements	Performance of a contract (Art. 6(1)(b)) Legitimate interests (Art. 6(1)(f)) - managing client and user relationships, handling enquiries, and maintaining administrative records Legal obligations (Art. 6(1)(c)) -compliance with applicable laws, including statutory record-keeping	For the duration of the relevant service or business relationship. Data may be retained for a longer period where required by service-specific retention rules, to comply with legal obligations or to protect our legal rights.
Account and Login Information	User ID and account identifiers Passwords (stored in hashed and salted form)	Creating, configuring, and maintaining user accounts Authenticating users when they log in Ensuring the security and integrity of our platforms Detecting and preventing unauthorised access or fraudulent activity Monitoring system performance and maintaining service stability	Performance of a contract (b) Legitimate interests (f) – ensuring the security, stability, and proper functioning of our systems, detecting unauthorised access, preventing fraud, and maintaining appropriate authentication and access control measures	For as long as the account remains active. After account closure, retained only for a period necessary for security, audit, and compliance purposes.
Information Related to Japanese Language Education Services	Educational experience and attainment Family, relative, or cohabiting-person information (e.g., individuals with whom the applicant intends to live in Japan, where required for administrative or immigration-related purposes) Course registration and enrolment information Learning objectives Japanese language proficiency Attendance records Learning progress, assignments, submitted coursework Instructor feedback and lesson logs Performance evaluations, transcripts, certificates Technical and usage data from learning platforms	Managing admission applications Delivering classes and educational services Monitoring learner progress and attendance Supporting academic, administrative, and certification processes	Performance of a contract (b) Legal obligations (c) Legitimate interests (f) – running our educational services and supporting students throughout their studies	For the duration of the relevant Japanese-learning programme, and thereafter for up to 2 years after the completion of the programme, unless a longer retention period is required by applicable law.
Information Related to Talent-matching Platform Services	CV and résumé information Academic background Past employment history Japanese language proficiency Job preferences Professional skills and certifications Visa / work eligibility information Records of companies to which a candidate was introduced Records of companies to which a candidate applied Records of recruitment outcomes (e.g., whether a candidate was hired and by which company) Communication records with candidates	Facilitating introductions between candidates and client companies Supporting communication between candidates and client companies Maintaining records of introductions, applications and matching outcomes for internal administrative and service improvement purposes	Performance of a contract (b) Legitimate interests (f) - operating our talent-matching platform and maintaining accurate recruitment and placement records for internal administrative and service improvement purposes	Until completion of the relevant recruitment or matching process, and thereafter for up to 7 years to maintain placement records and for legal, compliance, or dispute-resolution purposes.
Immigration and Residency Application Information	Passport, residence card, and visa information Immigration status and travel/entry history Salary and compensation details (if required for immigration purposes) Educational and professional qualifications Family information (e.g., spouse or dependants), only where necessary for immigration requirements Supporting documents required for immigration or residency applications (e.g., employment contracts, certificates, explanation letters, or other documents specified by authorities)	Processing immigration and residency applications Complying with our legal obligations in connection with immigration, residency, or related regulatory requirements	Performance of a contract (b) Legal obligations (c)	For the duration necessary to prepare, submit, and complete the relevant immigration or residency application, and thereafter only for a period necessary to comply with applicable legal, administrative, or professional obligations, and to establish, exercise, or defend legal claims.
Payment Information	Tokenised credit card details (processed by third-party payment providers such as Flywire) Billing information Payment status, refunds, and transaction-related records We do not store full credit card numbers. These are processed exclusively by our payment providers.	Processing payments and managing transactions Issuing invoices and receipts Meeting accounting, tax, and other financial compliance requirements Preventing fraudulent or unauthorised transactions	Performance of a contract (b) Legal obligations (c) Legitimate interests (f) - ensuring secure payment processing and preventing fraud	For the duration of the relevant contractual relationship and thereafter for the period required under applicable laws and regulations, including tax and accounting obligations. Specific retention periods may vary depending on the type of service.
Website Usage, Analytics, and Marketing Data	IP address, browser type, device type, operating system, and language settings Referrer URLs (the page visited before ours) Server logs, diagnostic logs, and error logs Cookie consent records, including timestamps and selected preferences Email engagement data (e.g. opens, clicks) Pages viewed, interactions, time spent, clickstream data, user flows Online advertising and conversion data (e.g. ad interactions, conversion events, campaign performance metrics) Remarketing and audience data derived from website interactions (e.g. identifiers associated with advertising cookies or similar technologies)	Operating, maintaining, and improving our websites and Services Understanding how users engage with our communications Measuring and improving the effectiveness of our websites, content, and marketing activities Delivering, measuring, and optimising advertising and remarketing campaigns, including showing relevant advertisements to users who have previously visited our websites Maintaining security, preventing misuse, and ensuring compliance	Consent (a) - for non-essential cookies (including functional, analytics, advertising, and marketing cookies) and similar technologies Performance of a contract (b) - where technical data is required to provide the Service you requested Legitimate interests (f) – limited to maintaining essential administrative and compliance records	Technical logs and security-related data are retained for short periods necessary for security, troubleshooting, and system maintenance. Analytics data are retained typically for up to 2 years, in accordance with the configuration of the relevant analytics tools. Cookie consent and preference records are retained for 1 year, or for such other period as necessary to demonstrate compliance with applicable data protection laws. Marketing data are retained until consent is withdrawn or the relevant marketing purpose has been fulfilled, whichever occurs first, in accordance with applicable law.
Communication and Support Information	Inquiry and contact form submissions Customer support communications and correspondence history Notes from advisory or consultation sessions (career or academic counseling)	Responding to enquiries and providing support Managing service-related communications Handling troubleshooting issues and complaints Maintaining records necessary for accountability	Performance of a contract (b) Legitimate interests (f) – providing customer service and managing support communications	For as long as necessary to respond to the enquiry or provide support, unless retention is required by applicable law.
Social Media Interaction Data	Public profile information (e.g., username, display name, profile photo) Public comments, mentions, tags, or reactions on our official social media pages Engagement data (e.g., likes, shares, saves) Analytics data provided by the platform (e.g., reach, impressions, audience demographics)	Managing our official social media accounts Responding to publicly visible interactions Analysing engagement on social media platforms	Legitimate interests (f) – managing our social media presence, responding to public interactions, and analysing engagement in a proportionate manner	For as long as necessary to respond to messages or analyse social media insights, unless deleted earlier by the user or the platform.
Legal and Compliance Data	Identity verification documents Contractual documents and records of consent Information disclosed to regulatory or law enforcement authorities Records relating to disputes, investigations, or compliance requirements	Complying with legal and regulatory requirements Reporting to and cooperating with supervisory authorities Pursuing available legal remedies or defending against legal claims Ensuring regulatory compliance and handling audits	Legal obligations (c) Legitimate interests (f) – establishing, exercising, or defending legal claims	For as long as necessary to comply with applicable legal and regulatory obligations, and to establish, exercise, or defend legal claims.
Voluntarily Provided Information	Personal statements or self-introductions Personal preferences, goals, or supplementary background information provided at the user’s discretion	Responding to requests or enquiries Improving the quality of our Services	Legitimate interests (f) – improving our Services and responding to voluntary enquiries. Consent (a - where applicable)	For as long as necessary to fulfil the relevant purpose, and thereafter only as required by applicable law or professional obligations.