Professional Recruitment

Privacy Policy

Regarding the Handling of Personal Information

RGF Talent Solutions Japan K.K. (RGF Professional Recruitment Japan) (“RGF") shall uphold this privacy policy, shall respect the privacy of companies, affiliated companies, associations, etc., that use the services provided in accordance with this privacy policy ("Services") (“Service Using Companies, etc.”) and each person ("Candidate") who uses the services and shall handle the personal information (as defined below) of all Candidates with the utmost care in its management thereof.

Personal information

Personal information is the information of a Candidate as an individual, which can identify the Candidate based on the name, address, telephone number, e-mail address, educational institution, or other descriptions, etc. which constitutes such information. In addition, any information which may not identify the Candidate solely by itself but can easily be cross-referenced with other information to identify the Candidate as a result, is also included in the scope of personal information.

Acquisition of personal information

RGF acquires personal information by the following methods:

  • Receiving personal information directly from Candidates;
  • Automatically recording personal information when Candidates use the Services;
  • Receiving Candidates’ personal information indirectly from third parties; or
  • Acquiring personal information publicized in publications or on the Internet.

RGF also acquires information that does not by itself fall under personal information, such as attribute information (e.g., age, sex, occupation, or resident area), Cookies, IP addresses, advertising identifiers (AAID, IDFA), and log information related to Internet usage, such as location information and activity history (collectively, “Informative Information”). If a Candidate provides personal information to RGF for use of the Services, RGF may link such information with such Candidate’s Informative Information, in which case such Informative Information shall be treated as personal information.

Purposes of use of personal information

RGF shall use personal information only for the following purposes, and shall not use any personal information beyond these purposes of use:

  • Provision of information and services concerning job referrals, employment and career change.
  • Provision of personal information to Service Using Companies, etc., based on Candidates’ consent/application.
  • Listening in on opinions or requests aimed at confirming Candidates’ situation after employment and improving/developing services.
  • Confirmation of the candidate’s application and commence as well as receiving notices from Service Using Companies during and after the period of service provision.
  • Statistically processing and analyzing information for publication on websites and other media.
  • Advising and proposing recruitment plans for Service Using Companies seeking workers.
  • Managing inquiries, consultations and complaints, and/or resolving disputes.
  • Countermeasures against fraudulent acts necessary for safe operation of the Services: Investigation of applications prohibited by RGF, transfer of rights or obligations, registration of false information, fraud, fraudulent access, and other fraudulent acts.
  • Hiring operations for RGF.
  • Making contact through generally shared information, such as publications and websites.
  • Provision of information such as mail magazines, direct mails, messages, or advertisements regarding RGF’s services.
    *RGF may suggest Services, provide information, or distribute advertisements of various services to Candidates on such Services by linking the users list held by Google, Facebook, LINE, or any other advertisement-related operators to information such as e-mail addresses, telephone numbers, or other contact details held by RGF to identify Candidates using the services provided by such advertisement-related operators among Candidates of the Services.
  • Publication in various media such as websites that RGF edits, publishes, or operates. Examples of use include the following:
    ・Publishing data in graphical form of career change trends, annual income, or any other results of Candidates who have changed jobs through RGF’s Services on the Service website or in the RGF’s press releases.
    *When RGF publishes information, it will process such information to ensure that the information alone cannot be used to identify particular individuals, by excluding information of names and addresses and replacing them with attribute information on sex or age, etc.
  • Various surveys, analyses, and marketing necessary for each of the purposes of use above Examples of use include the following:
    ・Conducting questionnaire surveys and monitoring surveys (including directly contacting respondents to ensure effectiveness); or
    ・ Analysis of attribute information or activity history, etc. that RGF acquired to understand the preferences of Candidates or the degree of matching of conditions required from Candidates and conditions required from Service Using Companies that participate in the Services, etc.
    *When RGF delegates analysis work to advertisement-related operators, it may receive analysis results aggregated into information by which RGF cannot identify particular individuals, by adding personal information held by RGF to Candidates’ attribute information or log information related to Internet usage, such as location information and activity history owned by such advertisement-related operators.

Voluntary nature of providing personal information

Although it is not necessary to provide all of the items asked for, if a Candidate fails to answer necessary question(s), such Candidate may not be able to obtain the services RGF provides.

Disclosure of personal information to the third party

(1) RGF, as a recruiting agency, will provide personal information (limited to Company name, position title, job description etc.) obtained from the Candidate or from public source, after examining the Candidate’s requests and adequacy, by sending or carrying the document to contracted companies who have agreed to the articles of properly handling personal information
(2) RGF, as a recruiting agency, will provide personal information obtained from the Candidate or from public source to RGF’s foreign group companies (please click here to see these companies’ locations).

However, personal information may be disclosed without Candidates’ consent within the confines of applicable laws and regulations when:
A) The Candidate is considered detrimental to the third party.
B) The provision of personal information is especially necessary for improving public hygiene or promoting the sound growth of children and it is difficult to obtain the consent of the Candidate.
C) The provision of personal information is necessary for cooperating with a state institution, a local public body, or an individual or entity entrusted by such an institution or body to execute operations prescribed by law and obtaining the consent of the Candidate might impede the execution of such operations.
D) A court, prosecutor’s office, police department, or any other institution with corresponding authority requests disclosure of the Candidate’s personal information.
E) The Candidate him/herself explicitly requests the provision or disclosure to the third party.
F) The disclosure and provision of personal information is allowed by laws and regulations.
G) The provision of personal information occurs as a result of business succession in a merger or otherwise and is utilized within the purpose range set before the succession.

Provision of personal information to Group Companies

RGF will provide personal information to the following Group Companies in writing or by electromagnetic means, in accordance with each paragraph.
Provision of personal information by RGF to Recruit Co., Ltd. and Recruit Executive Agent Co., Ltd., by use of fee-charging employment placement services

[When to provide]
When Candidates wish to use fee-charging employment placement services operated by Recruit Co., Ltd. and Recruit Executive Agent Co., Ltd.

[Items of personal information to be provided]
Items of information necessary to achieve the following purposes of provision among information entered by Candidates, Candidates’ work experience information communicated to RGF, and other information acquired from Candidates at the time of member registration to RGF’s fee-charging employment placement services

[Purposes of provision of personal information by RGF]
To suggest fee-charging employment placement services operated by Recruit Co., Ltd. and Recruit Executive Agent Co., Ltd.

Personal information collected from our clients

RGF may confirm facts regarding the Candidate’s application, selection or recruitment with our clients in order to operate Services appropriately. Candidate shall agree that our clients will provide such information with RGF.

Outsourcing of personal information handling

[If RGF conducts outsourcing]
RGF may outsource personal information handling operations in part or in whole. In such case, RGF will provide necessary and proper direction to the party to whom such operations are outsourced.

[If RGF is entrusted with handling personal information]
If RGF is entrusted with personal information handling operations in part or in whole from companies, associations, etc. that participate in the Services, RGF will handle entrusted personal information to perform the entrusted operations.

Provision of Personal Information to Third Parties in Foreign Countries

RGF may provide personal information to third parties in foreign countries (meaning countries or areas outside Japan) in the following cases.

[If RGF provides personal information to third parties]

  • If the party to whom personal information will be provided is a third party in a foreign country, RGF will use personal information within the scope provided under Disclosure of personal information to the third party (1) (2);
  • Please see here for name of country to which personal information will be provided and personal information protection systems of foreign countries to which personal information will be provided; and
  • Regarding the handling of personal data, the third party to whom personal information will be provided compliances with personal information protection systems of the foreign country.

[If RGF outsources personal information handling operations]
RGF may outsource personal information handling operations in part or in whole. In such case, RGF will provide necessary and proper direction to the party to whom such operations are outsourced. Group Companies in foreign countries are included among the contractors (Please see here for the location.)

[If RGF provides personal information due to succession of business by merger or other events]
A successor to a business due to merger or other reasons may be an entity in a foreign country. In such case, such successor will handle personal information within the scope of purpose of use before succession of such business.

Outsourcing of personal information handling process

RGF may outsource partial or all of the personal information handling duties. RGF shall be responsible for the handling of personal information by the outsourcing contractor.
Some of RGF’s outsourcing contractors can be in overseas (including RGF’s foreign group companies (please click here to see these companies’ locations).

Use of statistically-processed data

RGF may, based on the provided personal information, create statistical data which shall be processed in a manner that cannot identify any individual. RGF may, without restriction, use statistical data that cannot identify individuals.

Disclosure etc. of personal information

In the event a Candidate requests for a notice, disclosure, correction, addition / deletion, suspension, or elimination for the use of Candidate’s personal information or suspension of provision to the third party, RGF shall take prompt actions according to its internal regulations. However, in cases where complying with such requests might impede necessary operations, RGF may not be able to accommodate the request for disclosure, correction, deletion, suspension or elimination of information.

Accuracy of personal information

RGF shall make efforts to accurately process the personal information provided. However, Candidates are to be responsible for ensuring that the personal information they provide is accurate and up-to-date.

Restrictions on acquisition of sensitive personal information

RGF, as a general rule, shall not obtain any Candidate’s personal information which containing any of the following information unless the personal information has been provided by the Candidate himself/herself:
A) Information relating to personal philosophy, belief or religion;
B) Information relating to race, ethnic background, family background, domicile (except for information on the prefecture where the Candidate is located), physical or mental disability, criminal record or other matters that may cause social discrimination;
C) Information relating to the right to organize, or any acts of collective bargaining or other collective actions as a worker;
D) Information relating to participation in acts of mass demonstration, exercising of petition rights or other political rights;
E) Information relating to health and medical conditions or sex life.

Persons responsible for the business and manager for the protection of personal information

CEO , RGF Talent Solutions Japan K.K.

Modifications to Privacy Policy

Unless otherwise stated in laws and regulations, etc., RGF shall be entitled to modify this Privacy Policy as needed.

Inquiries

Please contact “rgfjp.information@rgf-professional.com” for any inquiries regarding the handling of personal information, and for requests regarding personal information for notice of purpose of use, or disclosure, correction, addition or deletion or discontinuation of use, erasure or discontinuance of provision to a third party.
*RGF Talent Solutions Japan K.K. is accredited as "privacy-mark" licensed operator

(Supplementary Provisions)
Established and implemented on Oct 1, 2014
Revised on January 1, 2018
Revised on April 1, 2018
Revised on October 1, 2018
Revised on June 1, 2019
Revised on June 10, 2021
Revised on April 1, 2022