Privacy Policy for Intern in Japan
1. Introduction
At Intern in Japan, accessible via interninjapan.com, we are firmly committed to protecting and respecting your privacy. We recognize the importance of safeguarding personal data and adhering to the highest standards of data protection, consistent with the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA), as well as other applicable data protection laws. This Privacy Policy outlines the nature of the personal data we collect, how we use it, your data protection rights, and the safeguards we have implemented to protect your personal information.
2. Scope and Data Controller
This Privacy Policy applies to all users of interninjapan.com and associated online services. Intern in Japan acts as the data controller for the purposes of the GDPR and, where applicable, the CCPA.
“Data controller” refers to the entity which determines the purposes and means of the processing of your personal data. In this case, Intern in Japan is responsible for the processing of personal data collected via our website, communication channels, and services.
3. Categories of Data We Process
We collect and process the following categories of personal data, as applicable:
a) Usage Data: Includes information about how you use interninjapan.com—such as browser type and version, device identifiers, geographical location, IP address, time zone settings, access timestamps, page interaction patterns, clickstream data, traffic logs, and session durations.
b) Account Data: Includes information you provide during registration or account setup—such as full name, email address, postal address, and telephone number.
c) Profile Data: Comprises preferences, interests, internship applications, browsing history, submitted forms, uploaded resumes, educational background, and behavioral data related to your use of our services.
d) Communication Data: Includes communications you send to us via our support systems, contact forms, email exchanges, customer service interactions, and feedback or survey responses.
e) Technical Data: Information about the devices you use to access our services—this may include hardware model, operating system details, browser specifications, network type, and language preferences.
f) Transaction Data: Relates to purchases or service transactions made through interninjapan.com, including payment details, billing and shipping information, confirmation numbers, and transaction history.
g) Preference Data: Includes your consent to marketing communications, frequency and type of content requested, subscription information, and expressed areas of interest relating to internship opportunities.
4. Legal Bases for Processing
We rely on the following legal bases under GDPR and analogous lawful bases under CCPA for processing your personal data:
– Contractual Necessity: Processing is essential to perform contractual obligations—for example, to manage your internship application or customer account.
– Consent: We seek your explicit consent before processing data related to marketing communications or non-essential cookies. You may withdraw consent at any time.
– Legitimate Interests: Where we have a reasonable and lawful basis to process your data—such as for ensuring website security, improving service quality, and fraud prevention.
– Legal Obligation: In circumstances where we are required by law to process your data, such as for tax, regulatory, or compliance obligations.
5. Your Rights
Subject to applicable laws, you have the following rights over your personal information:
– Right of Access: You may request access to your personal data and receive a copy of the information we hold about you.
– Right to Rectification: You may request that we correct or update your personal data if it is inaccurate or incomplete.
– Right to Erasure: You may request deletion of your personal data, subject to legal or contractual obligations.
– Right to Restriction: You can request that we temporarily or permanently stop processing all or some of your data.
– Right to Data Portability: You may request to receive your data in a structured, commonly used format so you can reuse it elsewhere.
CCPA-Specific Rights Include:
– The right to know what categories of personal information are collected and the purpose for which it is used.
– The right to opt out of the sale of personal information (note: Intern in Japan does not sell your personal information).
– The right not to be discriminated against for exercising your privacy rights.
To exercise your rights, please contact us at [email protected].
6. Data Security Measures
We implement and maintain robust technical and organizational security measures designed to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These include but are not limited to:
– Encryption of data at rest and in transit
– Multi-factor authentication for system access
– Role-based access controls
– Regular data backups and disaster recovery planning
– Ongoing privacy and security training for authorized personnel
7. International Data Transfers
As a global platform, some of your personal data may be transferred to, and stored in, jurisdictions outside your country of residence. Where international data transfers occur, we ensure appropriate safeguards are in place—such as European Commission Standard Contractual Clauses or reliance on adequacy decisions. Any data transferred outside the EU or California is afforded equivalent protection in compliance with GDPR and CCPA requirements.
8. Data Retention Policy
Your personal data is retained only for as long as necessary, based on the nature of our relationship and the purposes for collection. Retention periods vary:
– Usage Data: Retained for up to 12 months for analytical purposes.
– Account and Profile Data: Retained for the lifetime of your account and up to 3 years after termination or inactivity.
– Communication Data: Retained for up to 2 years for audit and service improvement.
– Transaction Data: Retained for up to 7 years for compliance with tax and financial regulations.
– Preference Data: Retained until withdrawn or updated.
Upon expiration of the applicable retention period, your data is securely erased or anonymized.
9. Cookie Policy
We use cookies and similar technologies on interninjapan.com for the following purposes:
– Essential Cookies: Required for site functionality and security.
– Functional Cookies: Enable enhanced features such as remembering language preferences and user settings.
– Analytics Cookies: Help us understand traffic patterns and user engagement via tools such as Google Analytics.
– Performance Cookies: Monitor the effectiveness and usability of our pages and services.
10. Cookie Management & Regulatory Compliance
In accordance with GDPR and CCPA, you may manage your cookie preferences via our cookie consent banner upon your first visit. You can update or withdraw your preferences at any time through your browser settings or by revisiting the cookie settings on interninjapan.com.
Opt-out mechanisms for non-essential cookies, especially those used for advertising or analytics, are fully supported. For California residents, we respect “Do Not Track” signals and provide mechanisms to prevent the use of personal information for behavioral targeting.
11. Children’s Privacy
interninjapan.com is not intended for minors under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that a child has provided us with personal data without verifiable parental consent, we will take prompt steps to delete such data from our records.
12. Policy Updates
This Privacy Policy may be updated from time to time to reflect changes in law, technology, our data practices, or services offered. Where material changes occur, we will notify users via prominent notices on interninjapan.com or direct communications when appropriate.
13. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, or if you wish to exercise your data protection rights, please contact:
Data Protection Officer
Intern in Japan
Email: [email protected]
We are committed to ensuring compliance with all applicable data protection laws and maintaining the trust of our users through transparency and accountability. Please do not hesitate to reach out with any privacy-related concerns.