Privacy Policy — Outside Japan

1. This Policy explains how personal information is collected, used, disclosed and protected when a candidate residing outside Japan, or a sending agency located outside Japan, uses the AJPLINK platform at ajplink.com.

2. Japanese host companies, Japan Support Partners and jobseekers already residing in Japan are governed instead by the Japan Privacy Policy issued by Raicuru Co., Ltd.

3. This Policy forms part of the Outside-Japan Terms of Use.

Privacy contact: privacy@ajplink.com

General contact: support@ajplink.com

Only persons aged 18 or over may register. The Operator does not knowingly collect personal information from anyone under 18, and will delete it if it learns it has done so.

The Operator collects the following about a candidate:

1. Basic information: name, email address, telephone number, nationality, country of residence, date of birth;

2. Identity information: passport details; and, for a candidate who is or becomes resident in Japan, residence card number and expiry date and status of residence;

3. Background: education, work experience, CV;

4. Qualifications: Japanese language test results (JLPT, JFT-Basic), skills test certificates, driving licence;

5. Other documents: medical certificate, police clearance certificate, birth certificate;

6. Application activity: introduction video, interview records.

From a sending agency, the Operator collects the organisation's name, address, registration and licence details, and the name, email address and telephone number of its contact person.

A medical certificate and a police clearance certificate contain sensitive information. The Operator collects them only because they are required for employment and for the residence-status application, and only with the candidate's consent.

7. Information collected only with the individual's separate consent (optional): blood type, religion, colour vision deficiency, untreated tooth decay, past serious illness or surgery, and allergies.

The information in item 7 is, or may be, special care-required personal information (要配慮個人情報) as defined in Article 2(3) of Japan's Act on the Protection of Personal Information. In accordance with Article 20(2) of that Act, the Operator acquires it only with the individual's prior consent, given separately from any other consent.

That consent is optional. Declining it has no effect whatsoever on the individual's use of the Service, their profile, being found by company members, interviews or hiring.

The information is used to prepare for the individual's life and work in Japan — for example, arranging a pre-departure health check and taking dietary, religious and allergy needs into account when support is planned — and is handled only by the individual, their sending organisation and the Operator's staff. It is never disclosed to company members or to Japan Support Partners (登録支援機関・組合), whatever visibility level applies.

The individual may withdraw that consent at any time from the résumé section of the Service. On withdrawal, the Operator deletes the information in item 7 immediately.

The Operator uses this information to:

1. Operate the platform and provide job and candidate information;

2. Verify identity and review registrations;

3. Present a candidate's profile to host companies within the visibility the candidate has chosen;

4. Support recruitment selection, interview scheduling and hiring;

5. Provide the information needed for a residence-status application in Japan;

6. Communicate about the Service and answer enquiries; and

7. Comply with legal obligations.

The Operator does not sell personal information and does not use it for advertising.

Within the visibility the candidate has chosen, and as required by law, personal information is shared with:

1. Japanese host companies considering or making a hire;

2. Japan Support Partners (登録支援機関・組合);

3. The sending agency the candidate belongs to or has selected;

4. Raicuru Co., Ltd., which operates the platform in Japan; and

5. Japanese immigration authorities, as required for a residence-status application or by law.

It is shared with no other third party without the candidate's consent.

1. What is disclosed to a host company is governed by the visibility level the jobseeker has chosen. A jobseeker may change that level at any time.

Level A — searchable and viewable by company members.

Level B — the profile is shown, but the jobseeker's name, telephone number and e-mail address are withheld from company members.

Level C — full details are shown only to company members the jobseeker has approved.

Level D — not listed in the database, and outside the scope of search and scouting.

2. A jobseeker's residence card number, passport number, My Number and bank account details are never shown to a company member or any other member, whatever visibility level applies.

3. Identity documents, certificates and other files a candidate submits are NOT disclosed to a host company until a hire has been confirmed. That is a separate rule from the two above and is not changed by the choice of visibility level; the stricter of the two always applies.

1. The purpose of the Service is to introduce candidates to employers in Japan. Using it necessarily involves personal information leaving the candidate's country of residence and reaching recipients in Japan.

2. A candidate is told this at registration and acknowledges it as a separate item, apart from consenting to this Policy.

1. The Operator uses cloud service providers, and personal information is stored on servers located in the UNITED STATES OF AMERICA.

2. Appropriate security measures are in place for that storage, including encryption in transit, access control by role, and retention of access records.

1. Personal information is kept until the account is deleted.

2. Once an account is deleted, the information is deleted within 30 days.

3. Records that law requires to be retained are kept for the period that law specifies, and only for that purpose.

The Operator takes reasonable technical and organisational measures against unauthorised access, loss, alteration and disclosure. No system is perfectly secure; if a breach affects a candidate's information, the Operator will notify them and the relevant authorities where law requires it.

A candidate or agency contact may ask the Operator to:

1. Confirm what personal information is held and provide a copy;

2. Correct information that is inaccurate or out of date;

3. Delete the account and the information held with it;

4. Restrict or stop a particular use or disclosure; or

5. Withdraw a consent previously given.

Requests go to privacy@ajplink.com. The Operator will verify identity before acting, and will respond within a reasonable period. Withdrawing a consent does not undo anything already done in reliance on it, and withdrawing a consent that the Service depends on may make the account unusable.

The Service uses strictly necessary cookies for authentication and session management. It does not use advertising or cross-site tracking cookies.

1. A sending agency that obtains candidate information through the Service may use it only for recruitment, placement and post-arrival support.

2. It must not disclose that information to anyone other than the parties listed in Article 6, and must not retain it after the candidate ends their relationship with it, except where law requires otherwise.

3. The Operator may suspend an agency's access for a breach of this Article.

1. The Operator may amend this Policy. An amended version takes effect when it is posted on the Service.

2. Advance notice of a material change will be given on the Service or to the registered email address.

3. The Operator records the version of this Policy that each member accepted at registration.

1. This Policy is provided in English and in Japanese. WHERE THE TWO VERSIONS DIFFER, THE ENGLISH VERSION PREVAILS.

2. THIS POLICY EXISTS IN ENGLISH AND JAPANESE ONLY. A candidate whose AJPLINK interface is in Vietnamese, Indonesian, Nepali or Sinhala is consenting to the ENGLISH text. Ask before registering if anything here is unclear.

1. This Policy is governed by the laws of Sri Lanka, including the Personal Data Protection Act.

2. Any dispute arising from it is subject to the exclusive jurisdiction of the competent courts of Colombo, Sri Lanka.

3. This Article does not deprive a candidate of the protection of any mandatory data-protection law of their own country of residence.

1. Personal information enquiries: privacy@ajplink.com

2. General enquiries: support@ajplink.com