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Your Rights under the EU and UK GDPR

Your Rights under the EU and UK GDPR

If you are located in the EEA or the UK, you have a number of rights regarding your personal data under the EU and UK GDPR. We respect these rights and explain them below.
You can exercise any of these rights by contacting us at privacy@zenken.co.jp

We may need to verify your identity before responding. We normally reply within one month (extendable by up to two months for complex requests), as required by law.

  1. Right of Access

    You can ask us whether we process any personal data about you. If we do, you can request access to that data and receive clear information about how and why we use it. When you exercise this right, we will provide:

    1. A copy of the personal data we hold about you (free for the first copy; a reasonable fee may apply for additional copies), and
    2. An explanation of:
      • Why we process your data
      • The types of data involved
      • Who we share it with
      • How long we keep it, or how we decide that period
      • Your other applicable rights
      • Your right to complain to a supervisory authority
      • Where we obtained your data, if not collected directly from you.

  2. Right to Rectification

    You can ask us to correct personal data that is inaccurate, or to complete information that is incomplete. We will update your data without undue delay.

    Depending on the circumstances, we may ask you to provide additional information to help us verify the update.

  3. Right to Erasure (“Right to be Forgotten”)

    You can ask us to delete your personal data in certain situations. We will erase your data without undue delay when, for example:

    • It is no longer needed for the original purpose
    • You withdraw consent (where consent was the lawful basis)
    • You object to processing and no overriding legitimate grounds exist
    • Your data has been processed unlawfully
    • We are required to delete it to comply with a legal obligation

    We will assess your request in line with the EU and UK GDPR. We may refuse deletion where processing is necessary, for example:

    • For freedom of expression and information
    • To comply with a legal obligation
    • To establish, exercise, or defend legal claims

  4. Right to Restrict Processing

    You can ask us to limit how we use your personal data in certain circumstances. When processing is restricted, we will not actively use your data but may continue to store it.
    Restriction may apply when:

    • You challenge the accuracy of your data and we need time to check it
    • You object to processing based on our legitimate interests, while we assess your request
    • The processing is unlawful and you prefer restriction instead of deletion
    • We no longer need your data, but you require it for legal claims

    During the restriction period, we will process your data only:

    • With your permission
    • For legal claims
    • To protect someone else’s rights
    • For important public interest reasons

    We will let you know before we lift any restriction.

  5. Right to Data Portability

    You have the right to receive the personal data you have provided to us and to use it for your own purposes across different services.
    You can also ask us to transfer your data directly to another organisation, where technically possible.

    This right applies only when:

    • The processing is automated, and
    • Based on your consent or on a contract with you

    When you exercise this right, we will provide the data in a structured, commonly used, machine-readable format.

    This right applies only to personal data that you have actively provided to us (such as information you enter or upload), and does not include data we generate internally, such as assessment notes, analytical results, or derived insights.

    Please note that this right does not apply to processing carried out in the public interest or under official authority.

  6. Right to Object

    You can object at any time to the processing of your personal data where we rely on legitimate interests as our lawful basis. When you do so, we will carefully review your request and assess whether our legitimate interests are overridden by your rights and freedoms. In some cases, we may still be permitted to continue the processing if we can demonstrate compelling legitimate grounds.

    This right does not apply to processing that is based on your consent, and you can withdraw your consent at any time.

    If you would like more information about how we assess our legitimate interests, please contact us.

  7. Right to Object to Direct Marketing

    If we process your personal data for direct marketing, you can object at any time. If you do so, we will immediately stop processing your personal data for marketing purposes. We will draw your attention to this right clearly and separately at the time of our first communication with you.

    Please note that this right relates to direct marketing communications. For advertising and marketing cookies, you can withdraw your consent through our cookie settings.

  8. Right to Withdraw Consent

    Where we rely on your consent to process your personal data, you can withdraw your consent at any time. You will be informed of this right before you provide consent, and we ensure that it is as easy to withdraw consent as it is to give it.

    You can exercise this right by contacting us at privacy@zenken.co.jp, or by using the unsubscribe or opt-out options included in our emails and online forms, where available. We may ask you to verify your identity where necessary to protect your personal data. We normally respond within one month (extendable by up to two months for complex requests).

    Where applicable, you can also withdraw your consent for advertising and marketing cookies at any time through our cookie settings.
    Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

  9. Your Right to Lodge a Complaint

    If you have concerns about how we handle your personal data, you have the right to lodge a complaint with your local data protection authority.

    A list of EU supervisory authorities is available here:
    https://edpb.europa.eu/about-edpb/board/members_en

    UK residents may contact the Information Commissioner’s Office (ICO):
    https://ico.org.uk

    As a company based in Japan without an establishment in the EEA or the UK, we take privacy concerns seriously. You can also contact us directly at privacy@zenken.co.jp

    Please note that in our talent-matching platform services, different organisations may act as data controllers at different stages of the recruitment process.

    Requests relating to personal data we process should be directed to us. Requests relating to data processed by client companies after introduction should be directed to the relevant client company in line with its privacy policy.