Website Privacy Notice

Last updated: 15 September 2026

This notice explains how personal information submitted through this website is collected, used, and protected. It applies to this public website only. Personal data held about enrolled students and their families is covered by the school’s internal Data Protection & Cybersecurity Policy, which is available on request from the Data Protection Lead (Section 1).

1. Who is responsible for your information

The organisation responsible for the personal information described in this notice (the “personal information handling business operator” under Japan’s Act on the Protection of Personal Information) is:

• Legal entity: 学校法人江西国際学園 (Gakko Hojin Kosei Kokusai Gakuen)
• Operating as: Enishi International School (EIS)
• Representative: Mustafa Kara, 理事長 (Chairperson of the Board)
• Address: 2-12-32 Kikui, Nishi-ku, Nagoya, Aichi 451-0044, Japan (〒451-0044　愛知県名古屋市西区菊井2-12-32)
• Data Protection Lead: Mr. Beksultan Shaimardan, IT & Operations Associate — it.support@enishi.ac.jp

2. What information we collect

• Contact and inquiry form submissions — name, email address, phone number, and the content of your message
• Admissions inquiry details submitted through forms linked to OpenApply
• Technical information collected automatically through Google Analytics 4 — browser and device type, pages visited, referring page, and approximate location. Your IP address is used to estimate that location; Google Analytics 4 does not store it.
• Cookies and similar technologies — see our Cookie Policy

3. Why we collect it (purposes of use)

• To respond to inquiries and to process admissions applications
• To understand how visitors use the site so that we can improve it
• To protect the security and integrity of the website

We do not use your information for any purpose beyond those listed above without first obtaining your consent.

4. How your information is handled and how long we keep it

Admissions inquiries are routed to OpenApply. General inquiries are routed to a school Google Workspace mailbox accessible only to the staff who need it to respond.

• Admissions inquiry records: retained for 2 years from the last contact, then deleted, unless the inquiry leads to enrolment, in which case the information is held as part of the student record
• General inquiry correspondence: retained for 1 year, then deleted
• Website analytics data: retained by our analytics provider for 14 months, then deleted automatically

5. Security measures

We take the following measures to protect the information described in this notice:

• All form submissions are transmitted over an encrypted (HTTPS) connection
• Access to inquiry mailboxes and to OpenApply is limited to staff with a specific need, and protected by individual accounts and two-step verification
• Access rights are reviewed at least once a year, and revoked when a member of staff changes role or leaves
• Staff who handle personal information receive data protection guidance as part of their induction
• Our service providers are selected and supervised in line with our internal data protection policy

6. Who else may handle your information

We do not sell website visitor data to anyone, and we do not share it for advertising purposes.

We use the following service providers, who handle information strictly on our instructions and only to deliver the service concerned:

• Website hosting: Xserver Inc. (エックスサーバー株式会社), Osaka, Japan — servers located in Japan
• Admissions platform: OpenApply, operated by Faria Education Group
• Email and inquiry mailboxes: Google Workspace, operated by Google LLC
• Website analytics: Google Analytics, operated by Google LLC

We may also disclose information where we are required to do so by law, where disclosure is necessary to protect someone’s life, body, or property, or where disclosure is otherwise permitted under the Act on the Protection of Personal Information.

7. Transfers outside Japan

Some of the providers listed above store or process information on servers located outside Japan: in the United States (Google Workspace and Google Analytics) and in Canada (OpenApply). Where that happens, we take the measures required of us under Japanese law to ensure the provider maintains protection equivalent to that required in Japan.

Information about the personal data protection systems of other countries is published by Japan’s Personal Information Protection Commission (PPC) on its website. If you would like details of the safeguards applying to a particular provider, please contact us using the details in Section 1.

8. Your rights and how to exercise them

You may ask us to:

• confirm whether we hold personal information about you, and disclose it to you, in electronic or paper form as you prefer
• correct, add to, or delete information that is inaccurate
• stop using or delete your information, or stop providing it to a third party, where the law allows
• disclose our records of when your information was provided to a third party
• tell you how we use your information, if that is not clear from this notice

To make a request, email the Data Protection Lead at it.support@enishi.ac.jp or write to the address in Section 1. Requests are handled free of charge.

So that we do not disclose information to the wrong person, we will ask you to confirm your identity before we act on a request, and we will ask for written authorisation if you are making a request on someone else’s behalf.

We will acknowledge your request within 5 business days and respond without undue delay, normally within 30 days. If a request is complex and we need longer, we will tell you and explain why.

9. Children’s privacy

This public website is intended for parents, guardians, and prospective families rather than for children. We do not knowingly collect personal information directly from children through this website. Where a form is intended to be completed for a child, for example an admissions inquiry, it should be completed by a parent or guardian, and we treat the information as having been provided by them.

Personal data about enrolled students is handled under the school’s internal Data Protection & Cybersecurity Policy and not under this notice.

10. Raising a concern

If you have a concern about how we have handled your personal information, please contact the Data Protection Lead first — we would like the chance to put things right. You also have the right to raise the matter with Japan’s Personal Information Protection Commission (PPC).

11. Changes to this notice

We review this notice at least once a year and whenever we change the systems or providers we use. Any updated version will be published on this page with a new “last updated” date.