Privacy Policy
The protection and security of personal data is of paramount importance to the V-Academia (“We”, “Us” or “Our”). We collect and process personal data in compliance with the applicable data protection and privacy laws and regulations, including the GDPR (EU Data Protection Regulation).
1. DefinitionTerms used in this Privacy Policy are defined as follows:“applicable privacy laws” means General Data Protection Regulations (EU General Data Protection Regulation: GDPR), UK Data Protection Act (Data Protection Act), Japanese Act on the Protection of Personal Information.
“GDPR” means General Data Protection Regulations.
“EU” means the European Union, including the Member States of the European Union and Iceland, Liechtenstein and Norway under the European Economic Area (EEA) Agreement.
“controller” means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data. For the purposes of this Privacy Policy, this means us.
“personal data” means any information relating to an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“data subject” means an identified or identifiable natural person whose personal data is processed by the controller who processes it.“processor” means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
“recipient” means a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.
“third party” means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorized to process personal data.“restriction of processing” means the marking of stored personal data with the aim of limiting their processing in the future.
“processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
“profiling” means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyze or predict aspects concerning that natural person's performance at work, economic situation, health, personal preferences, interests, reliability, behavior, location or movements.“consent” of the data subject means any freely given, specific, informed and unambiguous indication of the data subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.
2. Information and exercise of privacy rights
If you have any questions about our collection and procession of your personal data, we will gladly provide it.In addition, you have the rights set forth in Section 6 and, in each case, please contact us at the following address:By email: contact@vacademia.co
3. CookiesOur Internet pages use Cookies. Cookies are text files that are stored on your computer system via your Internet browser. Many Internet sites and servers use Cookies. A Cookie consists of a string of characters that can assign Internet pages and servers to the particular Internet browser in which it is stored. This allows the viewed Internet site or server to identify the individual browser of the data subject from other Internet browsers that contain other Cookies. The one and only Cookie ID can be used to recognize and identify a specific Internet browser. Through the use of Cookies, we are able to provide the users of this website with user-friendly services that would not be possible without the Cookie setting.By using Cookies, the information and advertisements on our website can be optimised with the user in mind. The purpose is to make it easier for our users to use our websites. For example, website users who use Cookies do not have to enter their access data each time they visit a website, since Cookies are stored on the user's computer system through the website. At any time, the data subject can prevent the setting of Cookies through our website by means of the corresponding settings of the Internet browser used and can permanently negate the setting of Cookies. Furthermore, Cookies that have already been set can be deleted at any time via your Internet browser or other software program. This is possible with all common Internet browsers. If the data subject deactivates the Cookie setting of the Internet browser used, not all functions of our website may be fully available.*Type of CookiesClassification by durationSession Cookie: A Cookie that is deleted when the user closes the browser.Persistent Cookies: Cookies that remain on the user's computer/device for a predefined period of time.Classification by attributionFirst Type Cookie: Cookie set by the web server and sharing the same domain.Third Party Cookie: A cookie stored by a domain different from the domain of the visited page; this cookie occurs when a web page references a file, such as JavaScript, located outside of that domain.
4. Purpose of Processing Personal Data
4-1．Purpose of processing
We process personal data only for the following purposes:
(1) Personal information concerning customers and business partnersProvision of services in our businessPlanning and examination of services in our businessPartner information management, payment, and revenue processingVarious communications, business negotiations, contract conclusion, etc. necessary for business operationsHandling of various inquiries
(2) Personal information of applicants for employmentProvision and communication of employment information, etc. to applicants for employmentManagement of our recruiting operations
(3) Personal information regarding affiliated personsPersonnel and labour managementPayment of compensation, salaries, bonuses, etc.Social insurance, taxation, and other proceduresFor other procedures and communications necessary in the course of operations
4-2．Source of personal dataWe obtain personal data from the following sources for the purposes of processing described in
(1) above:Received directly from the data subject (e.g., personal data on application forms, etc.)Obtained indirectly from the data subject (e.g., IP address obtained when visiting our website, etc.)Public information (information on the Internet)Social media (e.g., Twitter, LinkedIn, Facebook)Survey forms provided by third parties
4-3．Types of personal data to be receivedPersonal attribute informationProducts and services providedEmployee information
4-4．Provision and sharing of personal dataWe may need to share personal data with the following third parties for the purposes of the processing described in
(1) above. Where this is necessary, we will comply with applicable privacy laws:Professional experts such as lawyers, tax accountants, certified public accountants, etc.Financial institutionsCurrent, past, and future employeesService provider/supplier
5. Legal Basis for Processing Personal DataThe legal basis for processing is as follows:That the data subject gives his/her consent to the processing of his/her personal data for one or more specific purposes.*If the processing is based on the consent of the data subject in
(1) above, the data subject has the right to withdraw this consent.That the processing is necessary for the performance of a contract to which the data subject is a party or for the performance of a procedure at the request of the data subject prior to the conclusion of the contract.That the processing is necessary to comply with legal obligations to which the controller is subject.That the processing is necessary to protect the vital interests of the data subject or another natural person.That the processing is necessary in the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.That the processing is necessary for legitimate interests pursued by the controller or third party; provided that the fundamental rights and freedoms of the data subject, in particular where a child is the data subject, is prior to the interest above.
*Case (6) in which legitimate interest is the lawful basis for processing include, but not limited to, the following:Marketing to customers (direct marketing);Customer service to customers; andApplication for employment with us.
6. Rights of the Data SubjectUnder applicable privacy laws, including GDPR, data subjects have the right as follows:
(1) Right to request for providing informationThe controller must provide certain information to the data subject at the time of collecting the personal data from data subject.
(2) Right to accessThe controller must provide a copy of any request from a data subject for access to personal data that is being processed.
(3) Right to rectificationThe data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her.
(4) Right to erasure (Right to be forgotten)The data subject, in certain cases, shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay.
(5) Right to restriction of processingThe data subject, in certain cases, shall have the right to obtain from the controller restriction of processing.
(6) Right to request for notifying regarding rectification or erasure of personal data or restriction of processingIn the case of (3) to (5) above, The controller shall communicate any rectification or erasure of personal data or restriction of processing to each recipient and inform the data subject about those recipients if the data subject requests it.
(7) Right to data portabilityThe data subject shall have the right to receive the personal data concerning him or her, which he or she has provided to a controller, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided.
(8) Right to objectThe data subject shall have the right to object to processing of personal data concerning him or her on the basis of necessity of the processing for purposes of legitimate interests pursued by the controller or third party.
(9) Right not to be subject to automated processes, including profilingA data subject has the right not to be subjected to decisions based solely on automated processes, such as profiling, which produces legal effects concerning him or her or similarly significantly affects him or her. Please note that we do not perform automated processing, including profiling, regarding personal data of data subject.
7. Security Measures and MechanismsAs the controller, we have put in place adequate technical and organizational security measures and mechanisms with regard to the protection of personal data. If a data subject has concerns regarding a particular data transfer procedure, we will take adequate alternative measures.
8. Cross-Border Data TransferWe may transfer the personal data of data subjects from our offices (branches, representative offices, local subsidiaries, etc.) in countries or regions within the EU to our sales offices in Japan or to our group's overseas offices. The personal data of data subjects transferred may include personal data of customer and employees of our offices in the EU.The transfer of personal data to Japan will be based on an adequacy decision for Japan or on Standard Contractual Clauses (“SCC”) already concluded by us.The transfer of personal data to third countries outside of Japan and the EU (excluding countries/regions that have obtained an adequacy decision) will be made by way of concluding SCC.For more information on the content of an adequacy decision for Japan, please visit the European Commission's website at https://ec.europa.eu/info/law/law-topic/data-protection_en.Please contact the Data Protection Officer (DPO) for information on how to obtain SCC we have concluded.
9. Retention Period of Personal DataPersonal data is stored for the retention period required by law of each EU Member State and Japan, and personal data will be securely deleted as soon as possible after the end of the period, unless it is necessary in connection with the purpose of the contract or other processing.
10. General ProvisionThis Privacy Policy was last revised on 22/12/22. We may change this Privacy Policy as required by law or by our policy. However, we will not use the personal data of data subjects in new ways without their consent.