Privacy Policy of StarLingo Studio

1. Introduction

StarLingo Studio ("we", "our", or "us") is an English language school based in Tokyo, Japan, committed to delivering high-quality English education in a safe and supportive environment.

We take the privacy of our students, parents, and website visitors seriously, adhering to robust data protection standards. This Privacy Policy outlines the personal information we collect, how we use it, and the choices available to you regarding your data. We comply with Japan's Act on the Protection of Personal Information (APPI) alongside applicable data protection regulations.

By enrolling in our courses or using our website, you consent to the practices described in this policy.

2. Information We Collect

To provide our educational services, we collect personal information, which includes:

- Full Name: The name of the student, and, if applicable, their parent or guardian.

- Email Address: Used for lesson confirmations, progress reports, and general communications.

- Phone Number: Utilized to reach you regarding scheduling, cancellations, or urgent matters.

- Age: Necessary for placing students in the appropriate course level and applying safeguarding measures for minors.

- Learning History: Records of lessons attended, assessments, progress notes, and teacher feedback to support your ongoing learning journey.

We gather this information through enrollment forms (both online and paper), during lessons and assessments, and via our website when you contact us or create an account.

3. How We Use Your Information

We utilize the personal information we collect for the following purposes:

- Scheduling and managing lessons and courses

- Tracking student progress and providing personalised feedback

- Communicating with students and parents about lessons, events, and updates

- Processing tuition fees and managing billing

- Sending administrative notices such as schedule changes or school closures

- Enhancing our teaching methods, curriculum, and overall service quality

- Complying with our legal obligations under Japanese law

We assure you that we will not use your information for purposes incompatible with those listed above without first obtaining your consent.

4. Legal Basis for Processing

StarLingo Studio processes personal information in compliance with Japan's Act on the Protection of Personal Information (APPI). Our legal bases for processing include:

- Consent: We obtain your explicit consent at the point of enrollment, which you may withdraw at any time (see Your Rights below).

- Contractual Necessity: Processing is essential to fulfil our obligations under the enrollment agreement, including delivering lessons and issuing invoices.

- Legitimate Interest: We may process data based on our legitimate interest, such as improving our services or ensuring the safety of our students, provided this does not override your rights and interests.

- Legal Obligation: We may process data if required to comply with applicable Japanese laws and regulations.

5. Data Sharing

We do not sell, rent, or trade your personal information to any third party. We may share your data only under limited circumstances:

- Payment Processors: We share billing information with trusted payment service providers solely to process tuition payments. These providers are contractually obligated to ensure data protection.

- Service Providers: We may utilize third-party tools (such as scheduling software or email platforms) that process data on our behalf. All such providers are required to adhere to data processing agreements.

- Legal Requirements: We may disclose information if mandated by law, court order, or governmental authority.

Any third parties we collaborate with are carefully vetted and obligated to handle your data in accordance with APPI and this Privacy Policy.

6. Data Retention

We retain your personal information as long as necessary to achieve the purposes outlined in this policy. Specifically:

- Student records are maintained for the duration of active enrollment and for two (2) years post-enrollment.

- Billing and financial records may be retained for up to seven (7) years, in line with Japanese accounting regulations.

- Website inquiry data is stored for up to one (1) year unless a student relationship is established.

After the applicable retention period, your data will be securely deleted or anonymised.

7. Your Rights

Under the APPI and applicable privacy law, you possess the following rights regarding your personal information:

- Right of Access: You may request a copy of the personal information we hold about you.

- Right to Correction: You may request that we amend any inaccurate or incomplete information.

- Right to Deletion: You may request that we erase your personal information, subject to our legal retention obligations.

- Right to Withdraw Consent: Where processing is based on consent, you may withdraw it anytime without affecting the legitimacy of prior processing.

- Right to Restrict Processing: You may request limitations on how we utilize your data in specific circumstances.

To exercise any of these rights, please contact us at info@starlingo.co.jp. We will respond to your request within 30 days.

8. Children's Privacy

StarLingo Studio welcomes students of all ages, including children. We place great importance on the privacy of minors.

For students under the age of 16, we require verifiable parental or guardian consent prior to collecting or processing any personal information. Parents and guardians can review, correct, or request deletion of their child's information at any time by contacting us.

We do not knowingly collect personal information from children under 16 without parental consent. If you believe we have mistakenly collected such information, please reach out to us immediately.

9. Cookies & Website Tracking

Our website employs cookies—small text files stored on your device—to enhance your browsing experience and understand how visitors utilize our site.

- Essential Cookies: Required for the website to function properly and cannot be disabled.

- Analytics Cookies: We use basic analytics tools to comprehend page visits and user behaviour collectively. No personally identifiable information is gathered through analytics.

You can manage cookies through your browser settings. Most browsers allow you to decline or delete cookies, but disabling them may impact some website functionality. You may also opt-out of analytics tracking by adjusting your preferences via the cookie consent banner on our website.

10. Security

We take the security of your personal information seriously, implementing appropriate technical and organisational measures to safeguard it from unauthorised access, disclosure, alteration, or destruction. These measures include:

- Encrypted data transmission using SSL/TLS technology

- Restricted access to personal data on a need-to-know basis

- Regular review of our data security practices

- Secure storage of physical records

- Staff training on data protection responsibilities

While we strive to protect your information, no method of transmission over the internet is 100% secure. If you have concerns regarding the security of your data, please contact us.

11. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy or our handling of your personal information, please reach out to our Privacy Officer:

StarLingo Studio

Privacy Officer

Email: info@starlingo.co.jp

Location: Tokyo, Japan

We aim to respond to all privacy-related inquiries within 30 days of receipt.

12. Changes to This Policy

We may periodically update this Privacy Policy to reflect changes in our practices, legal requirements, or services. When we make significant changes, we will:

- Update the "Last Updated" date at the top of this page

- Notify enrolled students and parents by email

- Post a notice on our website for a reasonable period

We encourage you to review this policy on a regular basis. Continuing to use our services after changes take effect signifies acceptance of the updated policy.