Global Privacy Policy (For Candidates)

Last Updated: 1 June 2022
Effective Date: 1 January 2020

【Introduction / Applicability】

This privacy policy governs the data processing of Recruit Co., Ltd. and its subsidiaries, as well as its parent company, Recruit Holdings Co., Ltd., (collectively, “Recruit,” “we,” or “us”) in relation to candidates for employment (“candidates” or “you”). Please read this privacy policy carefully in its entirety, including the jurisdiction-specific annexes which apply to data subjects in certain jurisdictions.
The annexes for the jurisdictions where you are residing or located and the Recruit group company that processes your personal data are located shall be applicable. The Recruit group company that processes your data includes, not only the Recruit group company where you provided the data, but also the Recruit group companies with whom your personal data are shared, as explained in the 【How We Share Your Personal Data】 section. Thus, more than one annex may be applicable if you and the Recruit group company that processes your personal data are residing or located in different jurisdictions. In this case, if there is any inconsistency between provisions of the applicable jurisdiction-specific annexes, the provisions that impose stricter obligations on Recruit shall prevail.

- For other jurisdictions:
China
Hong Kong
India
Indonesia
Japan
Singapore
Thailand
Vietnam

In the event of any conflict between this English language privacy policy and its corresponding local language privacy policy, the terms in English shall prevail. And in the event of any conflict between the provisions of the applicable jurisdiction-annexes, service-specific annexes, and this privacy policy, the provision that imposes stricter obligations shall prevail.

Please note that separate specific privacy policies, notices, or terms and conditions may apply to you in certain jurisdictions, and this privacy policy does not replace or revise any such specific privacy policies, notices, or terms and conditions.

Recruit is committed to protecting your privacy and the confidentiality of any personal data provided by you, in accordance with our obligations under applicable data protection laws and best practices.

【Personal Data We Collect】

The personal data we collect are as below:

Name;
Telephone number;
E-mail address;
Postal address;
Citizenship and/or residency status;
Marital status;
Dependents;
Age;
Date of Birth;
Health Condition;
Social Security Number;
Hobby or personal interests;
Personal data necessary to evaluate your educational or work background, such as educational records, work history, and relevant qualifications;
Personal data relevant to the position you are applying for, such as your current and desired annual salary;
Personal data contained in any CV, resume, entry sheet, and any other documents you submit to us in order to support your application;
Personal data relevant to the screening process, which we may collect through background checks, reference checks, and/or other confirmation procedures;
Personal data contained in any form of communication between you and us, including face-to-face conversations, telecommunications, phone inquiries, and other forms of interviews; and
Other personal data necessary for the purposes specified in the【How We Use Your Personal Data】section. (If required by applicable law, we will notify you of the categories of such personal data.) As described in the【How We Share Your Personal Data】section, each company in Recruit may collect personal data from other companies in Recruit.

【How We Use Your Personal Data】

We may use your personal data for the purposes described below.
Legal grounds to process your personal data may change, subject to specific laws and regulations, so please refer to the jurisdiction-specific annex.
You hereby expressly consent to the processing of your Health Condition and other sensitive personal data you provide to us.

for the purpose of conducting recruitment activities;
for the purpose of assessing and evaluating your skills, qualifications, and interests against the position applied for and/or other positions;
for the purpose of communicating with you regarding recruitment activities;
for the purpose of sending you information about employment opportunities, events, etc.
for the purpose of supporting you in obtaining necessary visas and/or work permits;
for the purpose of verifying your information, including through reference checks and background checks;
for the purpose of operating, evaluating, and improving the recruitment system, our application tracking, and recruitment activities;
for the purpose of detecting, preventing and responding to fraud, potentially illegal activities, or misuse of the recruitment system;
for the purpose of responding to any inquiries from candidates; and
Recruit may also process personal data managed by its subsidiaries and affiliates for internal group company audit purposes.

【How We Share Your Personal Data】

To the extent possible, we aim to minimize disclosure of your personal data to third parties.
However we need to make certain disclosures from time to time. We may share your personal data as described below:

disclosures to other members of Recruit globally (i.e. Recruit Holdings Co., Ltd., and its subsidiaries and affiliates), where such disclosure is necessary for one or more of the purposes set out in the “How We Use Your Personal Data” section above;
disclosures to third party service providers such as recruitment, pre-employment and background checking agencies and immigration advisors, where such disclosure is necessary for one or more of the purposes set out in the “How We Use Your Personal Data” section above;
disclosures to our professional advisors (such as lawyers, accountants and financial advisors), to the extent necessary and only if they are bound to keep your personal data confidential;
as part of a proposed sale, merger, acquisition, joint venture, or transfer of assets, subject to ensuring that the recipient is under suitable confidentiality obligations in respect of your personal data and uses it only for the purposes you have agreed to and as permitted by this privacy policy;
disclosures required by law, or requested by a government entity, or to prevent crime, or to ensure the rights, property and/or personal safety of Recruit (including its officers, employees, contractors and/or agents), other members of the Recruit group, affiliates, our clients, candidates, and other users/visitors of our websites, or any other person; and
as otherwise permitted by applicable law.

【Data Transfer Outside of Country】

Recruit will ensure that any transfers outside of the country are minimized as much as possible; however, we may need to transfer your personal data to third parties which may be located in countries outside of your own in the situations described in the “How We Share Your Personal Data” section. We will implement safeguards to protect your personal data, as required under applicable local data protection laws and regulations.

【Security】

We will use reasonable physical, electronic, and procedural measures to safeguard personal data　within our organization against loss, theft, and unauthorized use, disclosure, or modification.

Any personal data held by or on our behalf is stored on secure servers, with modern security measures in place to protect against the loss, unauthorized access or alteration, or misuse of such information. Where such personal data is held by unrelated third parties on our behalf, we have also imposed contractual obligations on such parties to ensure the confidentiality and security of such information.

However, while we will take all reasonable measures (as required by applicable law) to protect the integrity of such information, we cannot guarantee that loss, unauthorized access or alterations, or misuse will not occur.

It is in turn your duty to keep (and take reasonable steps to keep) any usernames and/or passwords issued by or relating to our websites confidential and secure, and to inform us promptly of any possible security breaches (including unauthorized access to your personal data through our websites).

【Retaining Personal Data】

We will periodically review the personal data held by us to ensure that is accurate and up to date. We will also retain your personal data only for so long as it is necessary to carry out the purposes described in “How We Use Your Personal Data “above. (subject only to our internal policies on data retention, or applicable laws and regulations).

【Data Subject’s Rights】

You have the right to withdraw your consent to the processing of your personal data in cases where consent is required by law to process your personal data. To withdraw your consent, please contact us using the contact details in the “Contact Us” section.
To the extent required by applicable law, you may have rights regarding your personal data, including, without limitation, rights of access, correction, and deletion, and the right to stop the use thereof. To assert your data subjects’ rights, please contact us using the contact details in the “Contact Us” section.
We will process your requests above in accordance with applicable law and, where permitted by law, may charge an appropriate fee to cover the costs of responding to the request. Any request must include sufficient details to identify you. Upon receipt of your request, we may request for additional information from you (including proof of identity) in order to process your request. Please note that it may also take some time to process the application, although we aim to process all requests as soon as possible. We may also charge a reasonable fee to cover our administration costs when dealing with any requests, of which we will inform you in advance.

【Contact Us】

If you have any questions about this privacy policy or how Recruit processes your personal data, please contact us using the following contact details:
By post: Gran Tokyo SOUTH TOWER
1-9-2 Marunouchi Chiyoda-ku,
Tokyo 100-6640 Japan
Administration Team, RGF International Recruitment
RECRUIT CO., LTD.
By e-mail: admin@rgf-irb.com
By phone: ＋81-3-6835-3000

【Policy Changes】

We may update this privacy policy from time to time, in accordance with our internal policies, technological developments, industry practices, or applicable laws and regulations. If we make any changes to our privacy policy, we will post the revised version here, so do review it frequently. If significant changes are made, we may also notify you by other means, such as, but not limited to, a notification by email or on our website.