This policy explains:
What information we collect during our application and recruitment process and why we collect it;
- How we use that information; and
- How to access and update that information.
Your use of SportsLook services is governed by any applicable terms and our general Privacy Policy.
Types of information we collect
This policy encompasses the information you provide to us and/or that may be obtained or generated by JAPAN Forward Association Inc. (JAPAN Forward), the parent organization under which SportsLook operates, along with its subsidiaries and affiliates, throughout the application or recruitment process, including:
- Your name, address, email address, telephone number and other contact information;
- Your resume or CV, cover letter, previous and/or relevant work experience or other experience, education, transcripts, or other information you provide to us in support of an application and/or the application and recruitment process;
- Information from interviews and phone-screenings you may have, if any;
- Details of the type of employment you are or may be looking for, current and/or desired salary and other terms relating to compensation and benefits packages, willingness to relocate, or other job preferences;
- Details of how you heard about the position you are applying for;
- Any sensitive and/or demographic information processed during the application or recruitment process such as gender, information about your citizenship and/or nationality, medical or health information and/or your racial or ethnic origin;
- Reference information and/or information received from background checks (where applicable), including information provided by third parties;
- Information relating to any previous applications you may have made to JAPAN Forward and/or any previous employment history with JAPAN Forward;
- Your information from publicly available sources, including online, that we believe is relevant to your application or a potential future application (e.g. your LinkedIn profile); and/or
- Information related to any assessment you may take as part of the interview screening process.
How we use information we collect
Your information will be used by JAPAN Forward for the purposes of carrying out its application and recruitment process which includes:
- Assessing your skills, qualifications and interests against our career opportunities;
- Verifying your information and carrying out reference checks and/or conducting background checks (where applicable) if you are offered a job;
- Communications with you about the recruitment process and/or your application(s), including, in appropriate cases, informing you of other potential career opportunities at SportsLook;
- Creating and/or submitting reports as required under any local laws and/or regulations, where applicable;
- Where requested by you, assisting you with obtaining an immigration visa or work permit where required;
- Making improvements to SportsLook’s application and/or recruitment process including improving diversity in recruitment practices;
- Complying with applicable laws, regulations, legal processes or enforceable governmental requests; and/or
- Proactively conducting research about your educational and professional background and skills and contacting you if we think you would be suitable for a role with us.
- As part of our commitment to equal opportunity employment, we may process information regarding your membership in various organizations to support our diversity and inclusion efforts. This may include associating participant membership with sensitive and/or demographic information.
We will also use your information to protect the rights and property of JAPAN Forward, our users, applicants, candidates, employees or the public as required or permitted by law.
If you are offered and accept employment with SportsLook, the information collected during the application and recruitment process will become part of your employment record.
If Japanese data protection law applies to the processing of your information, our legal basis for processing your information
We collect and process your information where it is necessary in order to take steps, at your request, prior to potentially entering into a contract of employment with you.
We may also seek your consent to process your personal information in specific circumstances, or process it where necessary to comply with a legal obligation or for purposes connected to legal claims. If we use your information to improve our application or recruitment process, we do so on the basis that it is in our legitimate interests to ensure we recruit the best possible candidates.
Who may have access to your information
- Your information may be shared with our affiliates, subsidiaries or joint ventures in Japan, in relation to the purposes described above. If you have been referred for a job at SportsLook by a current SportsLook employee, with your consent, we may inform that employee about the progress of your application and let the SportsLook employee know the outcome of the process. In some cases, if it is identified that you have attended the same university/school or shared the same previous employer during the same period as a current SportsLook employee we may consult with that employee for feedback on you.
- JAPAN Forward may sometimes be required to disclose your information to external third parties, such as local labor authorities, courts and tribunals, regulatory bodies, and/or law enforcement agencies, for the purpose of complying with applicable laws and regulations or in response to legal process.
- We will also share your personal information with other third parties if we have your consent (for example, if you have given us permission to contact your referees), or to detect, prevent, or otherwise address fraud, security, or technical issues, or to protect against harm to the rights, property, or safety of SportsLook, our users, applicants, candidates, employees, or the public or as otherwise required by law.
- It is your responsibility to obtain consent from referees before providing their personal information to JAPAN Forward.
JAPAN Forward takes appropriate steps to protect information about you that is collected, processed, and stored as part of the application and recruitment process.
Our retention of your information
If you apply for a job at SportsLook and your application is unsuccessful (or you withdraw from the process or decline our offer), JAPAN Forward will retain your information for a period after your application. We retain this information for various reasons, including in case we face a legal challenge in respect of a recruitment decision, to consider you for other current or future jobs at SportsLook, and to help us better understand, analyze, and improve our recruitment processes.
If you do not want us to retain your information for consideration for other roles or want us to update it, please contact sportslook@japan-forward.com. Please note, however, that we may retain some information if required by law or as necessary to protect ourselves from legal claims.
Your rights in respect of your information
In certain situations, you may have certain rights under data protection law. This may include the right to request access or to update or review your information, request that it be deleted or anonymized, or object to or restrict SportsLook using it for certain purposes.
If you wish to exercise a right of access, please contact sportslook@japan-forward.com. We will respond to any requests in accordance with applicable law, and so there may be circumstances where we are not able to comply with your request.
Depending on your country of residence, you may also raise any questions or concerns you have regarding your personal information with your local data protection authority.
Changes to this Policy
We may change this policy from time to time. We will post any changes to this policy on this page.
Summary of the Applicant and Candidate Privacy Policy
Information We Collect
Contact Information: This includes your name, phone number, and address, as well as your username and password for our services. Additionally, it covers unique identifiers associated with the device or browser you use.
Demographic Details: This category encompasses your age, gender, and spoken languages. You have the option to provide additional information like your racial or ethnic background, beliefs, trade union membership, sexual orientation, or gender identity.
Financial Data: This category covers information related to your current and desired salary, along with other terms regarding compensation and benefits.
Online Activity: This includes data related to your use of our services, such as search terms, interactions with content, and information about how your apps, browsers, and devices interact with our services (e.g., IP address, crash reports, system activity).
Geolocation Data: This data is determined, in part, by your device and account settings and may include location information based on your IP address.
Media and Communication: This category encompasses audio, electronic, visual, and similar information, particularly related to interviews or phone-screenings.
Email Correspondence: It includes emails sent or received during the application or recruitment process.
Health Information: If provided by you, this relates to data associated with accommodation requests during the application or recruitment process.
Professional and Educational Background: This category includes details you provide as part of the application and recruitment process, as well as information obtained through reference checks, background checks (if applicable), and publicly available sources.
User-Generated Content: This covers content created, uploaded, or otherwise provided by you in connection with the application and recruitment process.
Derived Information: Inferences drawn from the above information.
How We Use Your Information
Administrative Purposes: We use and may share your information for tasks related to our application and recruitment process. This includes candidate assessments, verifying details, conducting reference checks and background checks, communicating with you, assisting with immigration requirements, promoting diversity, equity, inclusion, and related activities.
Research and Development: We employ your information to enhance our application and recruitment process, with a focus on improving diversity in our recruitment practices.
Service Providers: We may share your information with trusted service providers who assist us in various tasks, ensuring they adhere to our privacy and security standards. For instance, they may process financial related tasks.
Legal Compliance: In order to comply with applicable laws and regulations, we use your information. We may also disclose data in response to legal requests or government mandates, including law enforcement inquiries.
Who We Share Your Information With
Your Choice: Your information may be shared with individuals you choose to provide it to, including the content you create, upload, or share during the application and recruitment process.
With Your Consent: We may share your information with third parties when you've given us your consent. For instance, if you've allowed us to contact your references.
Service Providers: We share information with trusted businesses or individuals who process data on our behalf. They follow our instructions and adhere to this privacy policy, maintaining appropriate confidentiality and security standards.
Legal and Enforcement: We may disclose your information to law enforcement or other third parties when required by legal processes or government requests. This is done as necessary to identify, report, and investigate violations of applicable laws and regulations.
Last updated October 2, 2023
