1. Definitions

Personal data

Personal data means any information that relates to an individual and enables, either directly or when combined with other information, the identification of that individual. This includes but is not limited to name, date of birth or age, contact information, identification numbers, online identifiers, and information regarding the use of our website or services, whether or not the information is accurate.

Process

Process refers to any operation or set of operations performed on personal data, whether or not by automated means. This includes activities such as collection, recording, organisation, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure by transmission, dissemination, alignment or combination, restriction, erasure, or destruction.

2. Information We Process

We may process the following categories of personal data about you:

Personally Identifiable Information: This includes your name, date of birth or age, email address, phone number, and mailing address.

Educational and Professional Information: Information related to your academic background, employment history, certifications, and language proficiency levels.

Audio/Visual Data: Recordings, screenshots, or images captured during online training sessions or virtual classes conducted by us.

Payment Information: Billing and transaction details necessary to process payments for our courses or other services.

Technical Data: Information such as your IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system, and platform used to access our website.

Usage Data: Data regarding how you interact with our website, products, and services, including page views, session duration, and navigation patterns.

3. How We Collect Information

We may collect personal data from or about you through the following methods:

Direct Interactions: When you complete forms on our website, register for courses, contact us by phone or email, or otherwise communicate with us.

Automated Technologies: As you interact with our website, we may automatically collect technical data about your device, browsing behaviour, and usage patterns using cookies and similar tracking technologies.

Third Parties: We may receive your personal data from third-party sources, as described in detail in the “Third-Party Services and Data Sources” section below.

4. Purpose of Processing Your Information

We may use the personal data we collect for the following purposes:

To Provide and Manage Services: To deliver the courses and services you have requested, process payments, maintain records, and manage your account.

For Verification: To verify your identity for admission purposes, issue certificates, and facilitate the exercise of your rights under this Privacy Policy.

To Improve Our Offerings: To understand how our services are used, allowing us to enhance, customise, and optimise your learning experience.

To Communicate with You: To send administrative messages, respond to inquiries, and provide technical or customer support.

For Marketing and Promotional Purposes: To inform you about new courses, special offers, events, or updates that may be relevant to your interests. You may opt out of such communications at any time.

To Enhance Website Functionality: We use cookies and similar technologies to improve your browsing experience, analyse website usage, and maintain site functionality. Please refer to our Cookie Policy for further details.

For Security and Fraud Prevention: We may process your personal data strictly as necessary to ensure the security and integrity of our systems and services, including the detection, investigation, or prevention of fraud, unauthorised access, and other unlawful activities.

To Comply with Legal Obligations: We may process your personal data to meet applicable legal, regulatory, and operational requirements, including:

• Defending and enforcing our legal rights and interests;
• Responding to subpoenas, court orders, or other legal processes;
• Cooperating with law enforcement, regulators, and public authorities;
• Fulfilling recordkeeping, accounting, and audit obligations;
• Satisfying any other legal or regulatory mandates.

Wherever this Privacy Policy refers to “compliance” or “complying with applicable laws,” it includes the full scope of legal, regulatory, and operational obligations described above.

No Sale of Personal Data: We do not sell your personal data to third parties under any circumstances.

5. Third-Party Services and Data Sources

We may receive and process your personal data through the following third-party services and platforms:

Google Analytics (Google Inc.)

We use Google Analytics, a web analytics service provided by Google LLC (“Google”), to track and analyse the use of our website. Google collects data such as pages visited, time spent on pages, and referring URLs. This information is used to compile reports and improve site performance. Google may also use the data to personalise advertisements across its network. For more information, please refer to Google’s Privacy Policy.

Cookies and Usage Data

We may engage third-party vendors or analytics partners to collect and analyse cookies and other usage data for the purposes described in this Privacy Policy. This helps us understand user behaviour, improve website functionality, and tailor communications.

Gmail (Google Inc.)

We use Gmail for managing email communication. This includes maintaining a database of email contacts and communicating with prospective students, current students, alums, staff, third parties, and others who interact with our school. Gmail may also collect data about when an email was opened or when a link within it was clicked.

Google Services (Google Inc.)

In addition to Gmail and Google Analytics, we use various Google tools—including Google Classroom, AppSheet, Google Sheets, Google Docs, and Google Drive—to facilitate academic and administrative processes. These services may store or process data including, but not limited to:

• Student registration records
• Payment history
• Attendance logs
• Educational materials
• Historical academic records

Social Media Platforms

We may receive or collect information from our official pages on platforms such as YouTube, LinkedIn, Facebook, and Instagram. This includes public user interactions (likes, comments, shares) and any data made available to us in accordance with each platform’s privacy settings and policies.

Placement Support Partners

If you opt into our placement assistance services, we may share relevant personal information—such as your name, contact details, academic qualifications, and language proficiency—with employers, recruiters, or corporate partners. This data is shared strictly for the purpose of facilitating internships, interviews, or job placements and only with your prior consent where required.

6. Third-Party Links

Our website may contain links to third-party websites or services that are not operated or controlled by us. We are not responsible for the privacy practices, content, or security of such external sites. We encourage you to review the privacy policies and terms of use of any third-party websites you visit before providing any personal information.

7. Data Security

We implement appropriate technical and organisational measures to safeguard your personal data against unauthorised access, use, disclosure, alteration, or destruction. These measures are designed to ensure a level of security appropriate to the risk, taking into account the nature of the personal data and the purposes for which it is processed.

However, no internet-based system can be guaranteed to be 100% secure. While we strive to protect your personal data, we cannot be held responsible for unauthorised or unintended access that occurs beyond our reasonable control.

Employees, contractors, and service providers who are involved in handling personal data are required to undergo regular training on data protection principles, confidentiality obligations, and security best practices. Training programmes are updated periodically to align with evolving legal, regulatory, and industry standards.

8. Your Rights Regarding the Data We Process

Depending on your location and applicable law, you may have the following rights regarding your personal data:

Access: The right to request and receive copies of the personal data we hold about you.

Rectification: The right to request correction of any personal data that you believe is inaccurate or incomplete.

Erasure (Right to be Forgotten): The right to request the deletion or removal of your personal data. This right may not apply where the processing of such data is necessary for fulfilling contractual obligations, delivering our services, or complying with applicable legal requirements.

Restriction of Processing: The right to request that we restrict the processing of your personal data under certain conditions.

Objection to Processing: The right to object to our processing of your personal data. We may decline the objection if we can demonstrate compelling, legitimate grounds that override your rights and interests.

Data Portability: The right to receive your personal data in a structured, commonly used, and machine-readable format and to request that we transmit that data to another organisation where technically feasible.

Withdraw of Consent:

• You may withdraw your consent to processing at any time, where processing is based solely on your consent.
• You may set your browser to refuse all or some cookies or to alert you when cookies are being used. If you disable or refuse cookies, some parts of our website may become inaccessible or not function properly.
• You may opt out of receiving marketing or promotional communications at any time.
• Upon withdrawal of consent, we will cease the related processing unless required to retain your personal data for compliance with applicable law.
• The legality of processing conducted before your withdrawal of consent remains unaffected.

Grievance Redressal: If you are dissatisfied with our response to a complaint or inquiry, you have the right to lodge a complaint with the Data Protection Board of India or any other relevant regulatory authority.

Nomination: You have the right to nominate another individual who may exercise your data protection rights on your behalf in the event of your demise, incapacity, or infirmity.

Accounting of Disclosures: We maintain records of personal data shared with third parties. Upon request, you may obtain a report detailing such disclosures.

To exercise any of these rights, please contact us at info@saachijapan.com. We shall address your requests within a maximum time of 60 days. If your request is declined or needs more time to be processed, we shall notify you of the reasons.

We do not discriminate against individuals for exercising their data protection rights. This includes but is not limited to, any denial of services, pricing disparities, or deviations from standard business practices based on the exercise of your data protection rights.

9. Automated Decision Making

We do not make decisions based solely on automated processing that produce legal effects concerning you or similarly significantly affect you. While we may use automated tools to assist with tasks such as course eligibility assessments, test scoring, or placement recommendations, all final decisions are subject to human review by qualified staff to ensure fairness, accuracy, and transparency.

10. Data Minimisation and Retention

We adhere to the principle of data minimisation by collecting and processing only the personal data that is necessary, relevant, and proportionate to the specific purposes for which it is collected. Wherever feasible, we make reasonable efforts to anonymise or de-identify personal data to limit risks to individuals’ privacy.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, audit, or regulatory requirements. Student academic and administrative records may be retained for up to seven (7) years from the date of last interaction unless a longer retention period is required or permitted by applicable law.

11. Your Duties Regarding the Data You Provide

You are responsible for ensuring that the personal data you provide to us is accurate, complete, and lawful. In particular:

• You must not impersonate any other individual.
• Fulfilling recordkeeping, accounting, and audit obligations;
• Satisfying any other legal or regulatory mandatesYou must not suppress material information when providing documentation, such as unique identifiers or proof of address issued by state or government authorities.
• You must not submit false or frivolous complaints to us, the Data Protection Board of India, or any other applicable authority having jurisdiction over your region.
• You must provide only verifiably authentic and accurate information when exercising your rights to rectification or erasure of your personal data.
• You are responsible for complying with all other laws applicable to you based on your jurisdiction.

12. Children’s Privacy

• If you are a child (below the age of 18) or a person with a disability, the consent of your parent or legal guardian is required for the collection and processing of your personal data.
• We do not knowingly collect or process personal data from children or persons with disabilities without the verified consent of a parent or legal guardian. If you are a parent or guardian and believe that your child’s personal data has been submitted without appropriate consent, please contact us immediately. Upon verification, we will take prompt steps to address the issue, including deleting or restricting access to the data as necessary.
• We do not engage in any processing activities that are likely to have a detrimental impact on the well-being of a child. This includes, but is not limited to, targeted advertising, behavioural profiling, or tracking online activity for commercial purposes.

13. Regional Clarifications

European Economic Area (EEA), United Kingdom (UK), and Switzerland

If you are located in the European Economic Area (EEA), the United Kingdom (UK), or Switzerland, your personal data is processed in accordance with the General Data Protection Regulation (GDPR), the UK GDPR, or the Swiss Federal Act on Data Protection (FADP), as applicable.

You may have the following rights under these laws:

• The right to access your personal data
• The right to rectify inaccurate or incomplete data
• The right to request the erasure of your data (“right to be forgotten”)
• The right to restrict or object to the processing of your data
• The right to data portability
• The right to lodge a complaint with your local data protection authority

This Privacy Policy has been designed to reflect the requirements of these regulations.

California Residents

If you are a resident of California, you have specific rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including:

• The right to know what personal information we collect and how we use it
• The right to access and obtain a copy of your personal information
• The right to correct inaccurate personal information
• The right to request the deletion of your personal information
• The right to opt out of the sale or sharing of your personal information
• The right to limit the use and disclosure of sensitive personal information
• The right not to be discriminated against for exercising your privacy rights

This Privacy Policy is intended to comply with the relevant provisions of California privacy law.

14. Contact Us

This Privacy Policy is intended to comply with the applicable data protection laws of India, including the Digital Personal Data Protection Act of 2023. If additional rights or obligations apply based on your jurisdiction, you may contact us for clarification.

If you have any questions about this Privacy Policy, how we process your personal information, or if you wish to make a complaint or exercise your data protection rights, please contact us at:

Saachi Japanese Language Institute
#164, 1st Cross, 1st Stage, AECS Layout,
Sanjaynagar, RMV 2nd stage,
Bangalore-560094
Phone: +91 9606760970 / 9591457722
Email: info@saachijapan.com

Consent and Updates

By using our website and services, you consent to the terms of this Privacy Policy and to the collection, use, and processing of your personal data as described herein.

This Privacy Policy is reviewed at least annually and may be updated to reflect changes in legal requirements, regulatory guidance, or our data processing practices. Continued use of our website or services following such changes will constitute your acceptance of the revised policy. Where required by applicable law, you will be notified of material changes via email or other appropriate means.

If we intend to process your personal data for any new purpose, from a new source, or in a manner not previously disclosed in this Privacy Policy, we shall provide you with prior notice and seek your explicit consent unless such processing is permitted or required by law, such as for the prevention, detection, investigation, or punishment of offences or cyber incidents.