Privacy Policy

1. Our approach

MIA Co., Ltd. (‘we’, ‘us’) operates OlaJob (olajob.jp, the ‘Service’), a job information website for foreign residents in Japan. We handle the personal information of job seekers and employers in accordance with the Act on the Protection of Personal Information (APPI), the Employment Security Act and other applicable laws and guidelines of Japan.

The Service provides job information and job seeker information (a recruitment information service under the Employment Security Act). It is not a fee-charging employment placement agency. We collect and use personal information only to the extent needed for the purposes of the Service.

This policy is originally written in Japanese. This English version is a translation for reference; if there is any discrepancy between the versions, the Japanese version prevails.

2. Information we collect

We collect the following information. Job seekers provide their information to us directly when they register, fill in their profile, apply for jobs or upload documents. For cookies and similar technologies, please see our Cookie Policy.

• Name, date of birth, nationality and gender (optional)
• Contact details (email address and phone number) and where you live (prefecture and city)
• Residence status, its expiry date, and whether you have permission to engage in activities outside your status
• Japanese level, education, work experience, licenses and qualifications, and desired working conditions
• Documents you upload (resume, rirekisho, shokumu keirekisho, certificates, etc.) and the information in them
• For employers: the name, email address, phone number and other contact details of the person in charge, and information provided when registering the company
• If you sign in with Google: the information needed for authentication that we receive from Google LLC (such as your email address and name)
• Information recorded automatically when you use the Service (IP address, browser type, date and time of access, usage history such as applications and pages viewed, and identifiers such as cookies)

3. Residence cards and sensitive information

We do not ask for images of your residence card or passport when you register. If an identity document is ever needed, we will ask for it separately and explain the purpose first.

In line with the Employment Security Act and related guidelines, the Service does not ask for information that may lead to social discrimination, such as your registered domicile (honseki), place of birth, beliefs or trade union membership, nor for special care-required personal information such as medical or criminal history. Please do not include such information in the documents you upload.

We use information about your nationality and residence status only as needed to provide the Service, for example to show jobs that may be compatible with your residence status, and never for unfair discrimination.

4. How we use your information

We use personal information for the following purposes. If we need to use it for any other purpose, we will ask for your consent first.

• To provide the Service, including job search and matching your profile against job conditions
• To send your application to the employer you apply to
• To register and authenticate users and manage accounts
• To communicate with you, including service notices, application updates, job alerts and replies to your inquiries
• To provide features you choose to use, such as AI Resume (AI-assisted resume drafting)
• To improve the Service and develop new features using aggregated statistics that do not identify individuals
• To prevent and respond to fraud, impersonation, spam, fake job posts and unauthorized access
• To respond to violations of our terms and to handle disputes
• To comply with laws and respond to lawful requests from public authorities

5. Sharing with employers (provision to third parties)

We do not provide personal data to third parties without your consent.

When you apply for a job, we ask for your consent at the time of application and then send your application (profile information, work experience, the documents you attach, etc.) only to that employer. Employers you have not applied to never receive your personal information.

Job seekers' phone numbers and email addresses are never shown publicly on the Service, and private information such as profiles and uploaded documents is kept out of search engine indexes.

Once an employer receives your application, that employer handles your information under its own responsibility for recruitment purposes.

We may provide personal data without consent only where the APPI allows it, for example where required by law, or where it is necessary to protect a person's life, body or property and it is difficult to obtain consent. Entrusting data to service providers (Section 6) and transfers as part of a merger or other business succession are not treated as provision to third parties.

We do not sell personal information.

6. Service providers (entrustment)

We entrust all or part of the handling of personal data to outside service providers to the extent needed for the purposes above, and we supervise them appropriately so that the data is kept secure. Our main providers are:

• Cloudflare, Inc. (USA): website hosting, database (D1), file storage (R2) and content delivery (CDN)
• Google LLC (USA): sign-in with a Google account
• Resend, Inc. (USA): email delivery
• Google LLC (USA): Gemini API, used only when you use AI Resume; the information you enter in that feature is sent to it

7. Transfers to third parties in foreign countries

All of the providers listed in Section 6 are based in the United States. Your personal data is therefore transferred to the United States and may be stored and processed on facilities managed by those providers.

The United States does not have a single comprehensive federal privacy law equivalent to the APPI; personal information there is protected by sector-specific federal laws and by state laws. Information on foreign personal information protection systems is published on the website of the Personal Information Protection Commission of Japan (PPC), and we will also provide information on request.

These providers take appropriate security measures to protect personal data. Through our contracts and terms of service with them, we take the measures necessary to ensure that measures consistent with the APPI are implemented on an ongoing basis, and we will provide information about those measures on request.

8. Security measures

To prevent leakage, loss or damage of personal data and to keep it secure, we take measures including the following:

• Encrypted connections (HTTPS)
• Access control that limits who can access personal data and what they can do with it
• Uploaded documents are stored privately and served only to authorized users (you, and the employers you apply to)
• Login session cookies are set with the HttpOnly attribute
• Rate limiting to prevent unauthorized access and mass submissions
• Selection and supervision of service providers, and understanding the legal systems of foreign countries where personal data is handled

9. How long we keep information

We keep account information for as long as your account exists. After an account is deleted, we delete or anonymize the information within a reasonable period, unless the law requires us to keep it.

Application records (date of application, employer, content sent, etc.) may be kept for up to 3 years to handle disputes.

Information already sent to an employer through an application is managed by that employer. To have it deleted, please contact the employer directly.

10. Your rights

Under the APPI, you may make the following requests regarding the personal data we hold about you. Section 11 explains how to make a request.

• Notification of the purposes of use
• Disclosure (including in electronic form)
• Correction, addition or deletion of the content
• Suspension of use or erasure
• Suspension of provision to third parties
• Disclosure of records of provision to third parties

11. How to make a request or complaint

Please send requests, and any complaints or questions about how we handle personal information, by email to privacy@olajob.jp.

We will verify that the request comes from you or your authorized representative (for example, by confirming it was sent from your registered email address and, where necessary, by additional checks). If we cannot verify your identity, we may not be able to respond to the request.

We will respond without undue delay. Where the APPI or other laws allow us not to respond, we may decline all or part of a request and will explain why. If a fee is required, we will tell you the amount in advance.

12. Changes and contact information

We may revise this policy when laws change or the Service changes. We will announce important changes in a clear way, such as a notice on the Service.

Operator details and contact points for this policy:

• Operator: MIA Co., Ltd. (MIA株式会社)
• Address: 640-11 No, Habikino, Osaka 583-0884, Japan (〒583-0884 大阪府羽曳野市野640番地の11)
• Name of representative: provided without delay on request
• Privacy inquiries: privacy@olajob.jp
• Other inquiries: support@olajob.jp