Privacy Policy

1. Our approach

vonBeruf Inc. (“we”, “us”) handles personal data of clients and candidates in the course of our HR consulting, RPO (recruitment process outsourcing) and recruitment agency services. We comply with Japan’s Act on the Protection of Personal Information (APPI), the Employment Security Act and related guidelines.

Where we handle the personal data of individuals located in the European Economic Area (EEA) or the United Kingdom, we also comply with the EU General Data Protection Regulation (GDPR) and the UK GDPR.

2. Controller

The controller of your personal data is:

vonBeruf Inc.

2-7-17-529 Hamamatsucho, Minato-ku, Tokyo 105-0013, Japan

Yu Narisada, Representative Director

Contact: agent@vonberuf.com

3. What we collect and how

We collect your name, company name, contact details (email address, telephone number), work history and other information necessary to provide our services. We obtain it through our contact form, in the course of providing services, and through interviews with candidates. We collect it by lawful and fair means.

On our contact form, only your name, email address and the type of enquiry are required. All other fields are optional and the form can be submitted without them.

4. Why we use it

We use personal data for the following purposes:

・Responding to enquiries and communicating about our services

・Providing HR consulting and RPO services

・Recommending candidates to client companies, coordinating selection processes and placement, as part of our recruitment agency service

・Improving the quality of our services

If we intend to use your data beyond these purposes, we will obtain your consent in advance.

5. Legal bases (EEA and UK)

Where the GDPR applies, we rely on the following legal bases:

・Performance of a contract, or steps taken at your request before entering into a contract (Art. 6(1)(b)) — responding to enquiries, providing services, recommending candidates

・Legitimate interests (Art. 6(1)(f)) — communication necessary to run our business and improve our services, balanced against your rights and freedoms

・Consent (Art. 6(1)(a)) — where we use data for purposes not covered above. You may withdraw consent at any time; withdrawal does not affect the lawfulness of processing carried out beforehand

・Compliance with a legal obligation (Art. 6(1)(c))

6. Disclosure to third parties

We do not disclose personal data to third parties without your prior consent, except:

・When recommending a candidate to a client company as part of our recruitment agency service, with that candidate’s consent

・Where required by law

We never sell or share personal data for advertising purposes.

7. Processors and international transfers

We engage the following processors to the extent necessary to achieve the purposes above. Both are located in the United States, which means your personal data is transferred outside Japan and outside the EEA and the UK.

・Vercel Inc. (United States) — hosting of this website; access logs, including IP addresses, are recorded temporarily. A data processing agreement applies through Vercel’s terms of service, and transfers are made under the Standard Contractual Clauses approved by the European Commission

・Google LLC (United States) — business email (Google Workspace) and website analytics (Google Analytics). Google’s Cloud Data Processing Addendum applies, incorporating the Standard Contractual Clauses. Google Analytics runs only where you have consented

Contact form submissions are also handled on our own server; we do not use any third-party form service. What you send through the form reaches our business email by way of the two providers above.

We supervise our processors under contract.

8. Cookies and analytics

We use Google Analytics (provided by Google LLC) to help us improve this website. Google Analytics uses cookies to collect information such as the pages you view, how long you stay, where you arrived from, your approximate location and your device. It does not collect information that directly identifies you, such as your name or contact details.

Google Analytics loads only if you consent. If you choose “Decline” on the banner shown on your first visit, no analytics script is loaded and no cookies are set. Every feature of this website remains available whether or not you consent.

You can change your choice at any time via “Cookie設定” in the footer. Withdrawing consent is as easy as giving it.

Information collected is sent to Google LLC in the United States and handled under its privacy policy — see https://policies.google.com/privacy. You can also opt out using Google’s browser add-on at https://tools.google.com/dlpage/gaoptout.

Apart from the above, we use no advertising tags and no social media tracking pixels. Our hosting provider does record server access logs for operational and security purposes.

9. Retention

We retain personal data only for as long as necessary to achieve the purposes above and for any period required by law.

・Enquiries: three years from completion of our response

・Records relating to recruitment placement: two years from the end of the relationship, as required by the Employment Security Act

・Contractual documents: for the period required by law

Once the retention period has passed, we promptly delete the data or dispose of it in a way that prevents restoration.

10. Your rights

You have the following rights in relation to the personal data we hold about you:

・The right of access

・The right to rectification, including completion of incomplete data

・The right to erasure

・The right to restriction of processing

・The right to data portability — to receive your data in a machine-readable format and have it transmitted to another controller

・The right to object to processing

・The right to withdraw consent

To exercise any of these rights, please contact us using the details below. We will verify your identity and respond within one month as a rule. We do not make decisions producing significant effects concerning you based solely on automated processing, including profiling.

11. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can address them.

You also have the right to lodge a complaint with a supervisory authority: the Personal Information Protection Commission in Japan, or the data protection authority in your country of residence if you are in the EEA or the UK.

12. Security

We take appropriate measures to prevent the leakage, loss or damage of personal data and to otherwise manage it securely. Access to personal data is limited to the minimum necessary for business purposes, and we require an equivalent standard from our processors.

13. Contact

For questions about this policy or requests concerning your personal data, please contact:

vonBeruf Inc. — Personal Data Enquiries

Email: agent@vonberuf.com

14. Changes to this policy

We may revise this policy to reflect changes in law or in our business. We will announce material changes on this page. Revisions take effect when published here.