KankoHR Privacy Policy

1. Introduction

KankoHR ("we," "our," or "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our KankoHR platform and services (collectively, the "Services").

This policy applies to employers, job seekers, and all users of KankoHR's recruitment and HR management platform. By using our Services, you consent to the data practices described in this policy.

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2. Information We Collect

2.1 Employer Information

When you register as an employer, we collect:

• Company name, address, and contact information
• User account details including names, email addresses, and job titles
• Billing information
• Company branding materials uploaded to our platform
• Information about job postings, hiring workflows, and recruitment processes

2.2 Job Seeker Information

When you create a candidate profile or apply for jobs, we collect:

• Personal identification information (name, email, phone number)
• Professional history (resume, work experience, skills, and qualifications)
• Education information
• Profile photos and video introductions (when provided)
• Application materials for specific positions
• Communication preferences
• Information from professional references (when provided)
• Information from interviews and assessments

2.3 Automatically Collected Information

We automatically collect certain information when you use our Services, including:

• Log data (IP address, browser type, pages visited, time spent)
• Device information
• Location information
• Cookies and similar tracking technologies
• Usage patterns and preferences

2.4 Information From Third Parties

We may collect information about you from:

• Social media platforms (when you choose to connect them)
• Previous employers or references
• Background check providers (with your consent)
• Other third-party services integrated with our platform

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3. How We Use Your Information

We use the information we collect to:

3.1 Provide Our Services

• Create and manage user accounts
• Process job applications
• Facilitate hiring workflows and candidate evaluations
• Match candidates with relevant job opportunities
• Manage interview scheduling
• Enable communication between employers and candidates
• Process payments and maintain billing records

3.2 Improve Our Services

• Analyze usage patterns to enhance user experience
• Develop new features and functionalities
• Monitor and improve system performance and security
• Conduct research and analytics to improve our Services

3.3 Communicate With You

• Send service-related notifications and updates
• Provide customer support
• Deliver job alerts and relevant content
• Send marketing communications (where permitted)

3.4 Legal and Security Purposes

• Protect the security and integrity of our Services
• Enforce our Terms of Service
• Comply with legal obligations
• Establish, exercise, or defend legal claims

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4. How We Share Your Information

We may share your information in the following circumstances:

4.1 With Employers and Job Seekers

• When candidates apply for positions, their application materials and profile information are shared with the relevant employer
• When employers post jobs, certain company information is visible to job seekers

4.2 Service Providers

We share information with third-party service providers who help us deliver our Services, including:

• Hosting and cloud storage providers
• Payment processors
• Email and communication service providers
• Analytics providers
• Customer support services
• Background check providers (with candidate consent)

4.3 Business Transfers

If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

4.5 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

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5. Data Retention

We retain your 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. The retention period depends on:

• Your relationship with KankoHR (employer, job seeker, etc.)
• The types of Services you use
• Legal requirements and industry standards
• Account status (active or inactive)

Job seekers may delete their profiles at any time, but some information may be retained in anonymized form or as required for legal purposes.

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6. International Data Transfers

KankoHR primarily operates in Japan, but we may transfer, store, and process your information in countries other than your own. We ensure that any international transfers comply with applicable data protection laws and implement appropriate safeguards to protect your information.

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7. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of sensitive data
• Regular security assessments
• Access controls and authentication procedures
• Staff training on data protection
• Incident response procedures

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

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8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information, including:

8.1 Access and Portability

You can access and export your personal information from your account settings.

8.2 Correction

You can update and correct inaccurate information in your profile.

8.3 Deletion

You can delete your account and associated personal information through account settings.

8.4 Objection and Restriction

You can object to certain processing of your information and request restrictions on how we use it.

8.5 Marketing Communications

You can opt out of marketing communications at any time by following the unsubscribe instructions or adjusting your notification preferences.

8.6 Cookies and Tracking

You can manage cookie preferences through your browser settings. For more information, please see our Cookie Policy.

To exercise these rights, please contact us using the information provided in Section 12.

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9. Job Applicant Data

9.1 Information Provided by Job Seekers

When you apply for a job through our platform, we collect and process your application materials on behalf of the employer. This information is subject to both this Privacy Policy and the employer's own privacy practices.

9.2 Retention of Application Data

Your application materials will be retained according to:

• The employer's retention policies
• Applicable labor and employment laws
• Our standard data retention practices

9.3 Visibility Controls

Job seekers can control who can view their profile information through privacy settings in their account.

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10. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

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11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes through our platform or by other means. Your continued use of our Services after such modifications constitutes your acknowledgment of the modified Privacy Policy.

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12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

KankoHR Team
Email: info@kankohr.com
Address: Kyoto, Japan

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13. Additional Information for Japanese Users

13.1 Legal Basis for Processing

In accordance with Japanese law, including the Act on the Protection of Personal Information (APPI), we process your personal information on the following legal bases:

• Performance of contracts
• Legitimate interests
• Compliance with legal obligations
• Your consent (where applicable)

13.2 Data Controller

The data controller for your personal information is KankoHR, located in Kyoto, Japan.

13.3 Cross-Border Transfers

For cross-border transfers of personal data from Japan, we implement appropriate safeguards in accordance with APPI requirements.

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Last Updated: March 3, 2025