Cypher Dia 日本語

Privacy Policy

DIA Inc. ("we", "our", "us") is a recruitment company based in Tokyo, Japan. We are committed to protecting the privacy and personal information of every individual who interacts with us — including job candidates, clients, and website visitors.

This Privacy Policy explains what personal information we collect from you, why we collect it, how we use and protect it, and what rights you have. It is written for people outside our organisation — individuals who visit our website, enquire about our services, or register with us as candidates.

We handle all personal information in accordance with Japan's Act on the Protection of Personal Information (APPI, Act No. 57 of 2003, as amended) and all other applicable laws.

1. Who We Are
We are the personal information handling business operator responsible for the information described in this policy.

DIA Inc.
Hatchobori Suzuran St. Bldg 6F, 2-21-11 Hatchobori
Chuo-ku, Tokyo #104-0032 JAPAN
Email: [email protected]
Website: https://www.diainc.co.jp
TEL: 03-6264-1445 | FAX: 03-6264-1042

For privacy enquiries, please see Section 12 — How to Contact Us.

2. Information We Collect About You
The information we collect depends on how you interact with us.

If you are a job candidate, we may collect:
* Your name, date of birth, gender, nationality, and contact details (address, telephone number, email address)
* Your employment history, educational background, professional qualifications, and skills
* Your CV, cover letter, and any portfolio or work samples you provide
* Your salary expectations and availability to start work
* Details of referees you provide, including their contact information
* Your immigration status and right-to-work documentation, where relevant
* Sensitive personal information — such as disability status, health information, or criminal conviction history — but only where required by law or with your explicit consent

If you contact us or use our website, we may collect:
* Your name and contact details provided through enquiry or contact forms
* Your IP address, browser type, device type, and pages you visit on our website
* Cookie and session data (see Section 8 — Cookies)

We do not collect more information than we need, and we will always tell you why we need it.

3. Why We Use Your Information
We only use your personal information for specific, clearly stated purposes. We will never use it for anything else without telling you first.

If you are a job candidate, we use your information to:
* Assess your suitability for roles and match you with relevant job opportunities
* Share your profile with prospective employers — but only with your consent before we do so
* Contact you about opportunities, interview arrangements, and the progress of your application
* Verify your qualifications and carry out reference checks
* Keep your details on file for future opportunities — only if you agree to this
* Fulfil our legal obligations, including verifying your right to work

If you contact us or visit our website, we use your information to:
* Respond to your enquiry
* Operate and improve our website
* Understand how visitors use our site, so we can make it better

4. Who We Share Your Information With
We do not sell your personal information. We only share it in the following situations:
* Prospective employers — we will share your CV and profile with a client company only when a specific vacancy is relevant to you, and only after we have told you and you have agreed
* Service providers — companies that help us run our business, such as our applicant tracking system, email platform, or cloud storage provider. They are only allowed to use your information to provide services to us, under strict contractual obligations
* Legal requirements — if we are required to do so by Japanese law, a court order, or a lawful request from a public authority

We will always tell you before sharing your details with a prospective employer. You can say no.

5. Sending Your Information Outside Japan
In some cases, your information may be stored or processed outside Japan — for example, if we use cloud services hosted overseas.

When this happens, we take steps to make sure your information stays protected to the same standard required in Japan, including entering into contracts with overseas providers or confirming they meet equivalent data protection standards.

You can ask us for more details about any overseas transfers by contacting us using the details in Section 12.

6. How Long We Keep Your Information
We only keep your information for as long as we need it. Here is a plain-language guide:
* If you are actively working with us — we keep your information while our relationship continues, and for 3 years afterwards in case you return to us or a dispute arises
* If your application was unsuccessful — we keep your information for 12 months in case a suitable role comes up, then we delete it unless you ask us to keep it
* If we placed you in a role — we keep your records for 5 years after your placement ends, as required by law
* If you sent us an enquiry via our website — we keep that for 12 months
* Right-to-work documents — kept for 2 years after your placement ends, as required by law

When your information is no longer needed, we securely delete or anonymise it. You can ask us to delete your information at any time — see Section 7.

7. Your Rights
You have rights over your personal information. Here is what you can ask us to do:
* Show you what we hold — you can ask to see a copy of the personal information we hold about you
* Correct it — if something is wrong or out of date, ask us to fix it
* Delete it — you can ask us to delete your information. We will do this unless we have a legal reason to keep it
* Stop using it — if you think we are using your information in a way that is not allowed, you can ask us to stop
* Stop sharing it — if you think we have shared your information in a way that is not allowed, you can ask us to stop
* Withdraw your consent — if you agreed to us keeping your details for future opportunities, you can change your mind at any time

To exercise any of these rights, contact us using the details in Section 12. We will respond within 30 days. We may need to confirm your identity before we can act on your request.

If you are unhappy with our response, you have the right to complain to Japan's supervisory authority — the Personal Information Protection Commission (PPC). Details are in Section 12.

8. Cookies
Our website uses cookies — small files placed on your device — to help the site work properly and to understand how it is being used.

We use three types of cookies:
* Essential cookies — these are needed for the website to work. You cannot turn these off
* Analytics cookies — these help us see how many people visit our site and which pages are popular. The information is anonymous
* Functional cookies — these remember your preferences to make your visit easier

When you first visit our website, we will ask for your consent before placing any non-essential cookies. You can change your cookie preferences at any time through your browser settings or our cookie preference tool. Saying no to cookies will not stop you from using our website.

9. How We Protect Your Information
We take the security of your personal information seriously. We use appropriate technical and organisational measures to protect it from unauthorised access, loss, alteration, or disclosure. These include:
* Access controls so only authorised staff can see your information
* Encryption of data when it is sent over the internet and when it is stored
* Regular security reviews and staff training
* Contractual requirements on any company we share data with to protect it to the same standard

If we ever experience a data breach that is likely to put your rights or interests at risk, we will notify you promptly and report it to Japan's Personal Information Protection Commission, as required by law.

10. Children
Our services are not directed at children under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected information about a child, please contact us immediately using the details in Section 12 and we will delete it.

11. Changes to This Policy
We may update this Privacy Policy from time to time — for example, if our services change or if the law requires us to. When we do, we will publish the updated version on our website with a new effective date.

If we make a significant change that affects your rights, we will let you know directly — by email if we have your address, or by a clear notice on our website.

12. How to Contact Us
If you have any questions about this Privacy Policy, want to exercise your rights, or have a concern about how we have handled your information, please get in touch:

Privacy Contact / Personal Information Manager
DIA Inc.
Hatchobori Suzuran St. Bldg 6F, 2-21-11 Hatchobori
Chuo-ku, Tokyo #104-0032 JAPAN
Email: [email protected]
TEL: 03-6264-1445

We will respond to you within 30 days of receiving your request.

If you are not satisfied with our response, or if you believe we have not handled your information correctly, you have the right to complain to Japan's supervisory authority:

Personal Information Protection Commission (PPC)
Website: https://www.ppc.go.jp
TEL: 03-6457-9849

Dia Inc

Address:

Hatchobori Suzuran St. Bldg 6F, 2-21-11
Hatchobori Chuo-ku, Tokyo #104-0032 Japan

Contact:

TEL:03-6264-1445 FAX:03-6264-1042 [email protected]

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