Legal Info

Copyright © —2022
The Vancouver Japanese Language School & Japanese Hall
Children’s World Child Care
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

Website Privacy Notice
This Privacy Notice explains the practices that Vancouver Japanese Language School and Japanese Hall (“VJLS-JH”, “we”, “us”) follows in connection with the personal data that we collect, how we use that personal data, where we store it, and who we share it with under what circumstances.
VJLS-JH respects the privacy of every individual that we collect, use, disclose or store personal data from, including visitors to this website.
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 the Privacy Notice.

What is Personal Information?

For the purposes of the work that VJLS-JH performs, and the regulations adhered to personal data refers to information related to or about an identifiable individual other than business contact information. Any piece of information that on its own or combined with other information may identify a specific individual is considered personal data. Examples include name, address, email address, phone number, date of birth, government documentation, health or financial information, or online behaviour.

Privacy Regulations Compliance

VJLS-JH complies with the British Columbia Personal Information Protection Act (BC PIPA) and with the Federal Personal Information Protection and Electronic Documents Act (PIPEDA). BC PIPA and PIPEDA are considered substantially similar, therefore, for the purpose of this Privacy Notice, when we refer to ‘Privacy Legislation’, we mean both BC PIPA and PIPEDA.

For the purpose of interacting with individuals through electronic messages, VJLS-JH complies with the requirements of the Canadian Anti-Spam Legislation (CASL) meaning that we will not communicate with you through electronic means if we do not have your explicit consent to do so.

We respect your privacy rights at all times, and we commit to protecting your personal data to the highest standard regardless of where you are located.

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 for the following purposes:

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:
Candidate name, including first, last, and nickname, if applicable
Candidate date of birth
Candidate grade
Immunisation record
Candidate photo
Language(s) spoken by Candidate
Parent or guardian first and last name
Parent or guardian email
Parent or guardian phone number
Parent or guardian Mailing address
Name of Person(s) authorized to pick up candidate (other than parent)
Phone number of Person(s) authorized to pick up candidate
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.

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:
Candidate name, including first, last, and Japanese name
Candidate phone number
Candidate email address
Candidate mailing address
Where an application is made for a candidate under the age of 19, we also require further information, including:
Candidate date of birth
Language(s) spoken by Candidate
Parent or guardian first and last name
Parent or guardian email
Parent or guardian phone number
Health and/or allergies
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.

Facilities Rental

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 use your personal data to respond to your rental inquiry and determine if we can accommodate your event.

Job Application

If you apply for a job at VJLS-JH, we require the following information:
Name
Email address
Phone number
Mailing address
Cover letter and resume
Academic qualifications
Any further details you wish to provide such as your desired pay, your work portfolio, and any references
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 fit you better.

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:

Name
Age
Email address
Phone number
Address
Emergency contact’s name, mailing address, phone number and email address
Volunteer experience
Accessibility needs
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.
Donations

If you wish to donate to VJLS-JH online, 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.

We use donation information to provide charitable tax receipts to donors.
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 the message at any time.

Social Media Interactions

When you interact with VJLS-JH through social media, for example on Twitter or Instagram, these social platforms collect aggregate demographic information such as age, gender, and interests. We do not have access to this information, nor do we monitor it for any purpose.

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, do not provide unnecessary personal data about yourself or anybody else, such as name, email address, or phone number. Information shared through DMs (direct messages) remains private.

General Inquiries Contact Request
If you wish for a VJLS-JH representative to contact you to address your questions, we require that you share your name, email address and a message that outlines your enquiry.
We use this information to return your call and discuss any questions you may have.

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 VJLS-JH’s 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, refer to our Cookie Notice.

Personal Data Disclosure

VJLS-JH is required to share your personal data with various third parties for specific purposes:
As a requirement of the Ministry of Education
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
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
When there are legal or regulatory reasons to share your personal data with authorities or law enforcement
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
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.nYou 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

If you have questions, comments, concerns or complaints about the personal data management practices at VJLS-JH or a specific request regarding your personal data, you may contact us at privacy@vjls-jh.com.