Last updated: 15 January 2026. This policy applies to all users of our website and services.
1. Introduction
Welcome to Nihongo Kaiwa School (Pvt) Ltd ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website japanstudies.pk or use our educational services.
We are a SECP and FBR registered educational institution based in Gujranwala, Pakistan, specializing in Japanese language education and JLPT certification preparation.
Please read this privacy policy carefully. By using our website or services, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy.
2. Information We Collect
2.1 Personal Information
We may collect personal information that you voluntarily provide to us when you:
- Register for a course or program
- Fill out a contact or inquiry form
- Subscribe to our newsletter
- Participate in surveys or promotions
- Communicate with us via phone, email, or WhatsApp
- Enroll in online or on-premises classes
This information may include:
- Full Name – For identification and certification purposes
- Email Address – For communication and course updates
- Phone Number – For contact and emergency purposes
- Postal Address – For certificate delivery and correspondence
- Date of Birth – For age verification and records
- Educational Background – For course placement and counseling
- Payment Information – For fee processing (processed securely through third-party payment gateways)
- Photographs – For student ID cards and promotional materials (with consent)
2.2 Non-Personal Information
We automatically collect certain non-personal information when you visit our website, including:
- IP address and browser type
- Device information and operating system
- Pages visited and time spent on pages
- Referral source (how you found our website)
- Click patterns and user behavior
2.3 Cookies and Similar Technologies
We use cookies and similar tracking technologies to enhance your browsing experience. See Section 6 for detailed information about our cookie policy.
3. How We Use Your Information
We use the information we collect for the following purposes:
3.1 Primary Uses
- Course Administration: To enroll you in courses, manage your student records, and provide educational services
- Communication: To respond to your inquiries, send course updates, and provide customer support
- Certification: To issue certificates and maintain academic records
- Payment Processing: To process course fees and issue receipts
- Quality Improvement: To monitor and improve our educational services and website functionality
3.2 Secondary Uses
- Marketing: To send you information about new courses, promotions, and events (with your consent)
- Research: To conduct educational research and analyze learning outcomes (anonymized)
- Legal Compliance: To comply with legal obligations and regulatory requirements
- Security: To protect against fraud, unauthorized access, and security threats
3.3 Legal Basis for Processing
We process your personal information based on:
- Your consent (for marketing communications)
- Contractual necessity (for course enrollment and administration)
- Legal obligations (for tax and regulatory compliance)
- Legitimate interests (for website improvement and security)
4. Information Sharing & Disclosure
We do not sell, trade, or rent your personal information to third parties. However, we may share your information in the following circumstances:
4.1 Service Providers
We may share information with trusted third-party service providers who assist us in operating our business, including:
- Payment processors (for fee collection)
- Email service providers (for communication)
- Website hosting providers
- Cloud storage services
- SMS and notification services
These providers are contractually obligated to protect your information and use it only for the purposes we specify.
4.2 Legal Requirements
We may disclose your information if required by law, including:
- Compliance with court orders or legal processes
- Response to government requests
- Protection of our rights and property
- Prevention of fraud or illegal activities
4.3 Educational Partners
With your consent, we may share information with:
- Japanese universities and institutions (for admission purposes)
- Scholarship organizations (for application purposes)
- Partner institutions (for collaborative programs)
4.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such change.
5. Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.
5.1 Security Measures
- Encryption: Sensitive data is encrypted during transmission (SSL/TLS)
- Access Controls: Limited access to personal information on a need-to-know basis
- Secure Servers: Data stored on secure servers with firewall protection
- Regular Audits: Periodic security assessments and updates
- Staff Training: Regular training for staff on data protection practices
5.2 Your Responsibility
While we strive to protect your information, no method of transmission over the internet is 100% secure. You can help protect your data by:
- Keeping your login credentials confidential
- Using strong, unique passwords
- Not sharing your account information
- Logging out after using shared computers
5.3 Data Breach Notification
In the unlikely event of a data breach, we will notify affected individuals and relevant authorities in accordance with applicable laws.
6. Cookies & Tracking Technologies
6.1 What Are Cookies?
Cookies are small text files stored on your device when you visit our website. They help us improve your browsing experience and understand how you use our site.
6.2 Types of Cookies We Use
- Essential Cookies: Required for website functionality (cannot be disabled)
- Performance Cookies: Help us understand how visitors use our website
- Functional Cookies: Remember your preferences and settings
- Marketing Cookies: Used for advertising and analytics (with your consent)
6.3 Third-Party Cookies
We may use third-party services that set cookies, including:
- Google Analytics (website analytics)
- Social media platforms (for sharing functionality)
- Payment processors (for transaction processing)
6.4 Cookie Management
You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality. Most browsers allow you to:
- View and delete cookies
- Block all or third-party cookies
- Set preferences for specific websites
7. Third-Party Links
Our website may contain links to third-party websites, including:
- Japanese embassy and consulate websites
- University admission portals
- Scholarship application websites
- Social media platforms
- Payment gateway websites
Important: We are not responsible for the privacy practices or content of third-party websites. We encourage you to review their privacy policies before providing any personal information.
8. Your Rights & Choices
Depending on your location, you may have the following rights regarding your personal information:
8.1 Access & Portability
You have the right to request a copy of your personal information that we hold.
8.2 Correction
You can request correction of inaccurate or incomplete information.
8.3 Deletion
You may request deletion of your personal information, subject to legal obligations to retain certain records.
8.4 Opt-Out
You can opt-out of marketing communications at any time by:
- Clicking the "unsubscribe" link in our emails
- Contacting us directly
- Updating your preferences in your student portal
8.5 Restriction
You may request restriction of processing in certain circumstances.
8.6 Objection
You can object to processing based on legitimate interests.
8.7 How to Exercise Your Rights
To exercise any of these rights, please contact us at:
- Email: japanstudies.pk@gmail.com
- Phone: +92 312 6414156
- Address: Gujranwala, Pakistan
We will respond to your request within 30 days.
9. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.
9.1 Retention Periods
- Student Records: 7 years after course completion (for certification and verification)
- Financial Records: 7 years (as required by tax laws)
- Marketing Data: Until you opt-out or 2 years of inactivity
- Website Analytics: 26 months (Google Analytics default)
- Contact Inquiries: 2 years from last contact
9.2 Data Deletion
After the retention period expires, we securely delete or anonymize your personal information.
10. Children's Privacy
Our courses are available to students of all ages. However, we take special care to protect the privacy of children under 18.
10.1 Parental Consent
For students under 18 years of age, we require parental or guardian consent for:
- Course enrollment
- Collection of personal information
- Use of photographs for promotional purposes
10.2 Data Protection
We do not knowingly collect personal information from children under 13 without verifiable parental consent. If we discover that we have collected such information without consent, we will delete it immediately.
10.3 Parental Rights
Parents or guardians can:
- Review their child's information
- Request correction or deletion
- Opt-out of marketing communications
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
11.1 Notification
When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy
- Post a notice on our website
- Send email notification to registered users (for significant changes)
11.2 Your Acceptance
By continuing to use our website or services after changes are made, you accept the updated Privacy Policy. If you do not agree with the changes, please discontinue use of our services.
11.3 Previous Versions
Previous versions of this policy are available upon request. Contact us for archived versions.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Privacy Officer Contact
- Nihongo Kaiwa School (Pvt) Ltd
- Gujranwala, Punjab, Pakistan
- Email: japanstudies.pk@gmail.com
- Alternative: nihongokaiwaschool@gmail.com
- Phone: +92 312 6414156
- Alternative: +92 313 7511134
- Office Hours: Monday - Saturday, 10:00 AM - 7:00 PM
We take your privacy seriously and will respond to all inquiries within 30 days.