VJLS-JH
VJLS-JH

Legal Information

Copyright © — 2025
The Vancouver Japanese Language School & Japanese Hall
Children’s World Child Care
475 & 487 Alexander St, Vancouver, BC V6A 1C6 Canada

Registered Charity: 119281996RR0001
BC Society: S0000334
バンクーバー日本語学校並びに日系人会館 | こどものくに

Privacy Policy

VJLS-JH (the “Society”, “we”, “us” ) is committed to protecting the privacy and security of personal information held about its members. Our purpose is to assure anyone who does business with us that the Society complies with BC’s Personal Information and Privacy Act (PIPA)  and Canada’s Anti-Spam Legislation. This policy explains how we collect, use, disclose and safeguard personal information.

We strive to keep our privacy practices up to date and will revise this Privacy Notice from time to time. Refer to the last updated date at the bottom of this page.

Definition of Personal Information

Personal information is any information that is identifiable to you as an individual. This may include, but is not limited to, your name, gender, age, date of birth, language of correspondence, mailing address, telephone number, fax number, email address, and membership in an organization. Personal information does not include publicly available information about you in your capacity as an employee of an organization such as your name, job title, work mailing address, work email address, work fax number, or work telephone number.

Collection of Information

The Society only collects personal information from:

  • Employees
  • Students and where they are under 18, their parents and/or guardians
  • Donors
  • Society members
  • Volunteers
  • Facility renters
  • Employment candidates
  • Others who have shown an interest in the Society

This information is collected by a variety of methods: phone, mail, email, social media, online, or in-person.

Use of Information

The Society uses personal information to better serve our members and to expand our community of support. This includes using the information:

  • To deliver services to provide information about classes, events, membership, and donations
  • To thank supporters, fulfill subscriber and donor benefits and issue tax receipts
  • To invite supporters to special events
  • To invite class and event registration and to solicit donations (please see additional information in the “Website Privacy Notice” below)
  • For service phone calls and emails
  • For audit purposes

The Society is committed to using personal information in a respectful and useful way. The Society is also committed to making sure people do not receive more than a reasonable number of emails, letters, or phone calls.

Disclosure of Information

The Society treats its obligations with respect to the use and disclosure of personal information very seriously. Generally, we will only use or disclose personal information for the primary purpose that it was collected or for a purpose related to the primary purpose that you would reasonably expect it to be used. The Society will not sell, rent, or share your personal information.

Storage of Information

Personal information is stored in our database(s) on a secure server and in hard copy files. Only authorized Society personnel have access to this information. The Society uses personal information to better serve our members and to expand our community of support.

Website Privacy Notice

VJLS-JH respects the privacy of every individual that we collect, use, disclose or store personal data from, including visitors to this website.

Personal Data Collection and Purpose of Processing

VJLS-JH collects and uses personal data throughout the length of the relationship we hold with prospective and current students, families, employees, members, volunteers and vendors. We use personal data collected digitally for the following purposes:

1. Application to the Children’s World Childcare Program

We collect personal data provided directly by you if you initiate an admission application to the Children’s World Childcare. An application is made online where you will provide personal data for yourself and on behalf of your child.

To complete an application, we require the following information:

  1. Candidate name, including first, last, Japanese name, and preferred name
  2. Candidate date of birth
  3. Candidate grade
  4. Immunization record
  5. Candidate photo
  6. Language(s) spoken by Candidate
  7. Parent or guardian first and last name
  8. Parent or guardian email
  9. Parent or guardian phone number
  10. Parent or guardian Mailing address
  11. Name of Person(s) authorized to pick up candidate (other than parent)
  12. Phone number of Person(s) authorized to pick up candidate
  13. Authorized Person’s relationship to candidate

We also require further specific health information about the child applying for admission, in order to ensure that we are managing the child’s health needs properly.

2. Application to the Japanese Language School

We collect personal data provided directly by you if you initiate an admission application for yourself or on behalf of your child to Japanese Language School including the kindergarten class, elementary, Junior, senior high, private tutoring and adult programs. An application is made online where you will provide personal data for yourself or on behalf of your child.

To complete an application, we require the following information:

  1. Candidate name, including first, last, Japanese name, and preferred name
  2. Candidate phone number
  3. Candidate email address
  4. Candidate mailing address
  5. Where an application is made for a candidate under the age of 19, we also require further information, including:
    1. Candidate date of birth
    2. Language(s) spoken by Candidate
    3. Parent or guardian first and last name
    4. Parent or guardian email
    5. Parent or guardian phone number
    6. Relevant health and/or allergy information

3. Application to be a Member of VJLS-JH

If you wish to become a member of VJLS-JH, we collect personal data provided directly by you when you make an application. We collect your name, mailing address, email address, phone number and birth date.

We use your personal data to process your application and assess whether you are eligible to become a member of VJLS-JH.

4. Renting Our Facilities

If you wish to rent any of the facilities available at VJLS-JH, we require that you fill the rental inquiry form. We collect personal data directly from you when you make an inquiry which includes your name, email address, mailing address, and phone number. We may collect additional information to include you in our facility insurance policy.

We use your personal data to respond to your rental inquiry, determine if we can accommodate your event, and ensure you are covered by our insurance policies.

5. Applying for a Job

If you apply for a job at VJLS-JH, we require the following information:

  1. Name
  2. Email address
  3. Phone number
  4. Mailing address
  5. Cover letter and resume
  6. Academic qualifications 

We may also need to collect information about your age, demographics, student status, and Canadian citizenship or residency status for grant-funded employment opportunities that have specific conditions.

We use this information to determine if your profile matches the job you are applying for or if there may be another position that may be a better fit.

Any additional details you wish to provide, such as your desired pay, your work portfolio, and references, are up to you. 

6. Volunteering with VJLS-JH

We collect personal data provided directly by you when you apply to be a volunteer at VJLS-JH. We require the following information:

  1. Name
  2. Age
  3. Email address
  4. Phone number
  5. Address
  6. Emergency contact’s name, mailing address, phone number and email address
  7. Volunteer experience
  8. Accessibility needs
  9. Availability

If a volunteer is under the age of 18, we also require their Parent/Guardian’s name, email address, and phone number, as well as their consent for their child to volunteer at VJLS-JH.

We use this information to determine if you are a suitable candidate to volunteer at VJLS-JH and to add you to our volunteer database for future opportunities.

7. Making an Online Donation to VJLS-JH

If you wish to make an online donation to VJLS-JH, you need to provide your billing information including your name, email, billing address, and your credit card number.

You will enter your payment information on the VJLS-JH website. However, payment is supported through a third-party system that follows strict security safeguards in order to protect your personal data including credit card details. This system does not share any credit card details with us and this information is not stored in our system.

We use donation information to provide charitable tax receipts to donors.

8. Signing up for email communication

We send information about VJLS-JH through email. We require that you provide your explicit consent to communicate with you through this medium. If you wish to stop receiving these emails, you may click on the unsubscribe link at the bottom of our email messages at any time.

9. Interacting through Social Media

When you interact with VJLS-JH through social media, for example through Facebook or Instagram, these social platforms collect information about you. We do not have access to this information, nor do we monitor it for any purpose, and we recommend reading their privacy policies if you have concerns.

In our responses to you through social media, we will not disclose your or anyone else’s personal data. If you comment on any of our posts, please do not provide personal information about yourself or about anybody else, such as name, email address, or phone number. Information shared through direct messages remains private but still subject to the privacy policies and practices of the social media platforms in use.

10. Emailing VJLS-JH Directly

If you wish for a VJLS-JH representative to contact you to address your questions, we require that you share your name, email address or phone number, and a message that outlines your inquiry.

We use this information to reply to your message or call you.

11. Navigating our Website

Cookies are small text files that are stored on your browser or device by websites (including ours).

Cookies collect information such as your device IP address, browser type, and if applicable, the website address that you linked from to get to the VJLS-JH website.

We use cookies and Google Analytics to gain insights into how our visitors navigate the website in order to provide you with a better web experience.

If you want to learn more about cookies, please refer to our Cookie Notice.

Personal Data Disclosure

VJLS-JH is required to share your personal data with various third parties for specific purposes:

  1. As a requirement of the Ministry of Education
  2. When using systems hosted by software companies that process your information on our behalf. We only allow sharing of information with companies that have agreed to satisfy strict data protection requirements.
  3. If we believe that disclosing personal data is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, or potential threats to VJLS-JH or any individuals with a relationship to VJLS-JH.
  4. When there are legal or regulatory reasons to share your personal data with authorities or law enforcement.
  5. When you provide your explicit consent to share your personal data with third parties for reasons related to the VJLS-JH community or for the student’s academic requirements.
  6. As part of our privacy and personal data protection practices, we do not sell, rent, share, or market your personal data to any third parties.

Personal Data Security

VJLS-JH takes the protection of your personal data very seriously. We have implemented strong security practices to protect electronic information as well as physical security practices for any paper-based information we store.
We ensure that all the parties that we disclose your personal data to, internal and external to VJLS-JH, have contractual obligations to protect the security and the confidentiality of your personal data.

Internet data transmissions, whether wired or wireless, cannot be guaranteed to be 100% secure. As a result, VJLS-JH cannot ensure the security of data you transmit to us electronically and cannot take responsibility for any theft, misuse, unauthorized disclosure, loss, alteration, or destruction of information by a party that may intercept such information. We encourage you not to share personal data through email or any other medium where it is not properly protected.

Privacy Breach Notification

If VJLS-JH ever learns of a security breach that may impact your personal data, we will notify you as soon as possible through the email address or phone number that you provided. The notification will include the specifics of the breach as well as how to protect yourself, if necessary.

Personal Data Transfers

VJLS-JH stores your personal data on systems managed by third party data management providers that reside in different geographical locations, including in the US and Canada.

Our data management providers follow and commit to strong privacy and personal data protection practices through signed agreements. Data management providers in different jurisdictions must comply with their local laws and therefore, your personal data may be made available to the authorities in these locations.

Personal Data Retention

We are expected to retain your personal data for an established period of time for regulatory, legal, tax or business requirements.

We follow a record retention schedule that defines how long we retain your personal data and how we securely dispose of it when it is no longer needed to ensure that we abide by legal requirements, have access to information relevant to our operations, and can robustly support the families who join the school or use our facilities.

For more detail the duration of retention of personal data for various purposes, you may contact our Privacy Officer.

Rights You Can Exercise About Your Personal Data

Even though VJLS-JH requires that you share your personal data with us for different purposes, you still are the owner of your and your family’s personal data.

You have the right to update, request access to, or delete your personal data. In each particular case we will inform you of the consequences of your request or if there are any legal constraints that prevent us from fulfilling your request. You also have the right to lodge a complaint with a Privacy Authority about VJLS-JH’s collection, use, and disclosure of your personal data. However, we welcome the opportunity to work with you prior to you contacting a Privacy Authority.

Contact Us

The Society does its best to ensure that all information is recorded accurately—if you notice any errors in our correspondence with you or if your personal information changes, please contact us at (604) 254-2551 or privacy@vjls-jh.com to update your file.

If you do not wish to be contacted by phone, mail, or email, please contact us and we will ensure that your request is honoured.

If you have any questions about the Society’s privacy policy or concerns about the way that your information is being used, please contact us.

Updated: 15 May, 2025