Privacy Policy

1. Business operator

• ·Operator: vKirirom Japan Co., Ltd. (operating the Japan Language Immersion Camp / PLH Sanuki)
• ·Address: 1615 Sangawa-cho Kanzaki, Sanuki City, Kagawa (Sanuki Peer Learning Hub), Japan
• ·Data protection manager: Takeshi Izuka, Representative Director
• ·Contact: secretary@plh.life / Tel. 0879-43-0311

2. Personal data we collect

To process applications for and operate this camp (a Japanese-language immersion camp for minors aged 14–18), we collect:

• ·About the participant (a minor): name, date of birth, gender, Japanese level, motivation.
• ·Special-care-required personal information (health data): food and other allergies, dietary restrictions, health/medical notes. These are “special-care-required personal information” under Japan's Act on the Protection of Personal Information (APPI).
• ·Guardian / emergency contact: name, relationship, email, phone.
• ·Data collected automatically with the application: submission timestamp, IP address (only to prevent fraudulent/duplicate submissions).

We do not collect identity documents such as passports, nor any payment card information, on this website. (Payment is handled off this site; card data never passes through this site.)

3. Purposes of use

We use the personal data only for:

• ·1. Accepting applications, communicating acceptance decisions, and contacting participants/guardians.
• ·2. Participant safety and health management (including allergy, dietary and medical considerations) and arranging meals and activities.
• ·3. Emergency contact with guardians and relevant parties.
• ·4. Insurance, accommodation, transfers, and other operational arrangements.
• ·5. Post-camp records and inquiry handling.

4. Handling of health data and guardian consent

• ·Health data (special-care-required information) is collected and used only to the extent necessary for participant safety and health management.
• ·Because participants are minors, we obtain the consent of the guardian (legal representative) as part of the application, including explicit consent (consent checkbox) for collecting health data.
• ·Access to health data is restricted to staff who need it for safety management.

5. Provision to third parties

We do not provide personal data to third parties without the prior consent of the individual (or guardian, for minors), except:

• ·as required by law;
• ·where necessary to protect life, body or property and obtaining consent is difficult (e.g., providing information to medical/emergency services in an emergency);
• ·to partners necessary for camp operation (accommodation, transfers, insurance, medical), to the extent necessary, requiring them to handle the data appropriately.

6. Retention, deletion and anonymization

• ·We retain personal data only for the period necessary to achieve the purposes.
• ·Health-related special-care-required data is deleted or anonymized within 3 months after the camp ends (unless still required for safety/incident handling).
• ·Guardian/participant contact data is deleted approximately 1 year after the camp ends; if you have asked to receive future information, we retain it for that purpose based on separate consent.
• ·Records required to be kept by law (incident, insurance, accounting) are kept for the periods required by law.

7. External services and storage outside Japan (cross-border transfer)

• ·We use external cloud services (web hosting, database, email) to store, process and email application data.
• ·The servers of these services are located outside Japan (in the United States). In that case your personal data (including health data) may be stored and processed on servers in that country.
• ·We assess that country's data protection framework and require our service providers to implement necessary and appropriate security measures.
• ·By applying, you are treated as consenting to such storage outside Japan.

8. Security measures

We implement necessary and appropriate security measures — restricted access rights, encryption in transit, supervision of service providers — to prevent unauthorized access, leakage, loss or damage.

9. Photos and videos (optional, opt-in)

• ·We may use photos/videos in which participants appear for camp records and publicity, only where the guardian has given explicit consent (opt-in) at application. The default is no consent (not used).
• ·Consent may be withdrawn at any time (we stop new publication after withdrawal; already-distributed materials have technical limits).

10. Requests for disclosure, correction, suspension of use, etc.

The individual (or guardian, for minors) may request disclosure, correction, addition, deletion, suspension of use, or suspension of third-party provision of their personal data. Contact us at the address in section 1. We respond in accordance with law after verifying identity.

11. Governing law and contact

• ·This policy is governed by the laws of Japan.
• ·Contact: vKirirom Japan Co., Ltd., secretary@plh.life

12. Amendments

We may amend this policy in response to legal changes or operational needs; material changes will be announced on this page.