Privacy Policy for Kikai Gakuin

Kikai Gakuin (established at 8-10-15 Ginza, Chuo-ku, Tokyo, Tokyo, zip: 104-0061, Japan) is committed to protecting the privacy of our students and users. This Privacy Policy describes how we collect, use, process, and disclose your information when you access or use our online language education and AI tutoring services.

1. Information We Collect

We collect various types of information to provide and improve our services, including but not limited to:

• Personal Identification Information: Name, email address, postal address, phone number, date of birth, and payment information when you register for an account, subscribe to our services, or make purchases.
• Learning Data: Information related to your language learning progress, attendance in live classes, AI tutoring interactions, completed exercises, quiz results, pronunciation recordings, and personalized learning path data.
• Communication Data: Content of your communications with us, including customer support inquiries, feedback, and participation in surveys.
• Technical Data: IP address, browser type and version, operating system, device information, access times, pages viewed, and referring website addresses. This is collected automatically as you navigate our online platform.
• Usage Data: Information about how you use our site and services, such as features accessed, time spent on pages, and interaction patterns.

2. How We Use Your Information

We use the collected information for various purposes, primarily to provide and improve our services, including:

• To provide and deliver our online language classes (group and private), AI-powered conversational practice, personalized learning paths, business language training, cultural immersion workshops, pronunciation coaching, and exam preparation courses (JLPT, TOEIC).
• To process your registrations, subscriptions, and payments.
• To personalize your learning experience and recommend relevant content and services.
• To communicate with you about your account, services, updates, and promotional offers.
• To analyze and improve the effectiveness of our teaching methods and content creation for language learning.
• To monitor and analyze trends, usage, and activities in connection with our services.
• To detect, prevent, and address technical issues and ensure the security of our platform.
• To comply with legal obligations and enforce our terms and conditions.

3. Legal Basis for Processing (GDPR)

For individuals residing in the European Economic Area (EEA), our legal basis for collecting and using the personal information described in this Privacy Policy depends on the personal information we collect and the specific context in which we collect it.

• Consent: Where you have given us clear consent to process your personal data for a specific purpose.
• Contract: Where processing is necessary for the performance of a contract with you or in order to take steps at your request before entering into a contract.
• Legal Obligation: Where processing is necessary for compliance with a legal obligation that we are subject to.
• Legitimate Interests: Where processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms.

4. Sharing and Disclosure of Information

We do not sell your personal data. We may share your information with:

• Service Providers: Third-party vendors and service providers who perform services on our behalf, such as payment processing, data analysis, hosting, customer service, and marketing assistance. These service providers are obligated to protect your information and are prohibited from using your personal data for any purpose other than providing services to us.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.
• Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
• With Your Consent: We may share your information for any other purpose disclosed to you with your consent.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

6. Your Data Protection Rights

Depending on your location and applicable law, you may have the following rights regarding your personal data:

• The right to access: You have the right to request copies of your personal data.
• The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• The right to erasure: You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. To exercise any of these rights, please contact us using the contact information provided below.

7. Security of Your Information

We implement appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, please remember that we cannot guarantee that the internet itself is 100% secure. Although we will do our best to protect your personal information, transmission of personal information to and from our site is at your own risk. You should only access the services within a secure environment.

8. International Data Transfers

Your information, including personal data, may be transferred to and maintained on computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those from your jurisdiction. If you are located outside Japan and choose to provide information to us, please note that we transfer the data, including Personal Data, to Japan and process it there. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "last updated" date. We advise you to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions about this Privacy Policy, your personal data, or wish to exercise any of your rights, please contact us:

Kikai Gakuin

8-10-15 Ginza,

Chuo-ku,

Tokyo, Tokyo, 104-0061

Japan