Privacy Policy

Site analytics

We use Google Analytics (GA4), provided by Google LLC, to improve our website and service. Cookies and similar technologies send information about page views, referring sites, visit times, devices and browsers to Google. We do not include names, email addresses, form entries, URL query parameters or authentication tokens in our analytics. For account and admin pages, we record only the page type, without personal page titles or application and order identifiers. Email-verification and unsubscribe pages are not measured. We do not use this data for ad personalization.

See how Google uses this information. You can stop this measurement with the Google Analytics opt-out browser add-on.

1. Information we collect, generate, and record

Depending on how you use the Service, we collect, generate, or record the following information:

• Pre-launch registration: candidate name and email address; hotel or facility name, contact name and email address; registration category; the date and time of each consent and the version of each document at that time; and email-verification date and time
• Candidate account and preferences: registered email address, display name, preferred location, commute, role, workdays, time slots, employment type and start date; hotel-work experience; preferences concerning kitchen and combined duties; job-alert settings; and saved jobs
• Optional information for foreign-resident candidates: selected status of residence, Japanese level, preferred support language, nearest station, and preferred notification channel
• Applications: name, email address, optional phone number and application message, selected job, application date and time, confirmation of age 18 or over, and the date and time of each consent to the Terms, this Policy, and disclosure to the selected hotel, together with each document version at that time
• Post-application information: selection status, messages and read status in the application room, reports, ratings, the candidate's answer about working together again, the hotel's answer about continuing the selection process, factual-discrepancy flags, and comments for our operations team
• Hotel workspace information: operator or company name, billing contact, facility details, staff names, email addresses, roles and account status, links between facilities, jobs and posting inquiries, and staff invitation or change records
• Recruitment-workflow information: the internal assignee for an application, interview date, method and location or online-meeting URL, internal hotel notes, and the person and time of each update
• Contact-access records: the covered facility, contact-plan start and end dates, when contact started for each application and which staff member started it, and whether information was already disclosed under the previous model
• Billing and payment information: the relevant job, facility and posting plan; amount, currency, issue date, due date, payment date and refund status; billing-contact information needed to display invoices and receipts; and payment identifiers issued by the payment provider. We do not collect or store card numbers or security codes.
• Hotel posting inquiries: operator and facility name, contact name, location, email address, phone number, recruitment roles, headcount, timing, inquiry details, and contract, posting and response status
• Support inquiries: user type, name, email address, category, subject, message, consent date and policy version, reference number, and response status
• Authentication, delivery, and operational records: sign-in links and sessions, expiry and usage status, notification settings, email subject and standard notification-email text, delivery result and error, consent, withdrawal and deletion-request history, and records used to review operations
• Access and safety data: submission time, general device and browser data, campaign source, error records, and an abuse-prevention hash generated from the IP address
• AI Job Navigator selection and activity records (saved by default and stoppable on screen): user type, use time, on-screen stage, selected prefecture, role and time slot, selected or displayed item, job-count range, guidance result or error, a random consultation ID, and the version of the notice about this storage

At the pre-launch registration stage, we do not collect an exact home address, date of birth, gender, portrait photo, resume, residence card, or other identity document.

2. How we use information

We use information collected, generated, or recorded for the following purposes:

• To process pre-launch registration, verify email addresses, and send launch or posting-intake notices
• To search, display, and notify candidates about matching jobs and manage saved jobs and applications
• To accept an application selected by the candidate, disclose the approved application information to that hotel, and support selection communications
• To help a foreign-resident candidate confirm work eligibility and language support needed before applying
• To handle posting inquiries from hotels, contracts, job-draft preparation, and posting operations
• To let authorized hotel staff create, edit, publish and close jobs; manage facilities, staff and permissions; respond to applicants; and manage interviews, internal notes and assignees
• To manage contact permissions and visibility of application information, issue charges for paid services, confirm payment and refund status, display invoices and receipts, and reconcile records with a payment provider
• To aggregate job views, applications, application rate and hires and show performance information to the hotel that posted the job
• To respond to inquiries, reports, requests for disclosure, correction or suspension, and deletion requests
• To produce area- and role-level demand statistics that do not identify an individual or link to membership or application data
• To improve AI Job Navigator guidance and usability
• To prevent abuse, investigate errors, maintain service safety, and keep records required by law

3. Information handled by AI Job Navigator

AI Job Navigator uses selected location, duties, and time slots to search public jobs and organize preferences on screen. Selecting an option never submits an application.

We use free-text input to select a destination inside the browser on the user's device. We do not send or store the entered text or the answer shown on screen. Do not enter a name, email address, phone number, address, password, or card information.

By default, we save selection and activity records that are not linked to membership or application data and automatically delete each record 30 days after creation. We do not give these records to hotels or an external generative-AI service. Clearing the checkbox stops future storage and deletes records linked to that consultation ID. The Navigator remains available when saving is turned off.

4. Disclosure to the selected hotel and private feedback

We do not automatically provide your preferences or pre-launch registration information to a hotel other than the one you apply to.

Only after you select a job and expressly consent to providing information to the selected hotel on the application screen do we provide your name, email address, optional phone number, and optional application message to the hotel that posted that job. For each application, we record the recipient, authorized fields, consent date and time, and the versions of this Policy, the Terms, and the hotel-disclosure consent text.

Under the new model, the hotel first sees an overview of structured selections such as preferred roles and time slots. Names, contact details, free-text information and messages are shown only after a hotel with valid contact access explicitly starts contact for that application. Jobs covered by an existing valid paid listing contract disclose this information when you apply. We record the time and staff member so that existing selection conversations can continue after plan expiry. Information already disclosed under the previous model remains accessible.

We use feedback a candidate submits about a hotel and feedback a hotel submits about a candidate for service quality and safety. The person who submitted feedback can view and revise their own entry. Our operations team can also review it, but we do not show or provide it to the party being rated.

5. Application messaging rooms and email notices

After an application, we create a dedicated room for the candidate and the selected hotel to communicate. Our operations team reviews its contents only when needed for application processing, selection communications, safety, or reports.

Under the new model, messages sent by the candidate are not shown to the hotel until it starts contact. The hotel may view the overview and send the standard rejection notice without purchasing a contact plan.

Notification emails do not contain free-text content such as an application message or the text of a messaging-room conversation. They include only standard fields needed to identify the update, such as the notice, selected hotel and job title, and a link to the relevant screen. View the content after signing in.

6. Disclosure to third parties

We do not provide personal data to a third party unless required by law, necessary to protect a person's life, body or property where obtaining that person's consent is difficult, or authorized by prior consent. You may request disclosure of third-party provision records that we hold.

7. Service providers and processing outside Japan

We use the following overseas companies as service providers that process personal information under our instructions. We do not permit them to use application information for advertising.

• Cloudflare, Inc. (United States): delivery, processing, and storage through infrastructure including Workers and the D1 database. Network data such as the connecting IP address may be processed across its global network, and the D1 storage location is selected automatically unless a setting restricting the country or region is configured. See Cloudflare Data Localization.
• Resend (Plus Five Five, Inc., United States): processing of recipients, email text, delivery records and errors for transactional email. Related data may be processed and stored in the United States, with subprocessors as needed. Free-text support and posting inquiries, residence-status notes and candidate preferences are not included in operations-notification emails. See Resend's data-processing agreement and subprocessor list.
• Google Workspace (the applicable Google contracting entity and subprocessors): receipt, storage, and sending of names, email addresses, inquiry text sent by users to our business email address, and our replies. Processing and storage regions, and the scope of data-region controls, depend on our plan and administrative settings. See Google's data-processing information and subprocessor list.

Under Article 28 of Japan's APPI and other applicable rules, we require contractual safeguards, manage subprocessors, and periodically check relevant safeguards. If a future change requires individual consent, we will first explain the country or region, its privacy system, and applicable safeguards and then obtain consent.

8. Security measures

We limit stored information to what is needed. We use role-based administrative access, expiring one-time sign-in links, transformed storage of authentication data (hashing), encrypted communications, abuse prevention, and service-provider selection and oversight. We also keep operational records and review them when needed.

On request, we explain further safeguards to the extent that doing so does not create a security risk.

9. Retention and deletion criteria

Retention periods and deletion criteria differ by information type as follows:

• Pre-launch registration, preferences, saved jobs, and alert settings: until account deletion is completed or the Service ends, except for records required by law or for abuse prevention
• Applications, messaging rooms, private feedback, support inquiries, email-delivery records, consent records, and operational records: for as long as needed for selection, inquiry handling, dispute handling, or retention required by law
• Sign-in authentication tokens: expire 30 minutes after issuance and cannot be reused after use or expiry. We remove the sign-in URL from the Service's queued-email record after successful delivery. A URL may remain in a delivered email, but it cannot be used to sign in after expiry. Candidate and hotel sessions: 30 days after issuance
• Access-analytics events stored within the Service, including deduplicated job-detail view records: 90 days after creation. Site measurement data processed by Google Analytics follows its retention settings.
• Hotel organization, facility, staff, permission and recruitment-workflow information: until the contract or account ends, or for as long as needed for selection, inquiry handling, dispute handling or retention required by law
• Billing, payment, refund, invoice and receipt records: for as long as needed to verify the transaction and meet legal retention requirements
• AI Job Navigator selection and activity records: 30 days after creation, or deletion for that consultation ID when saving is turned off

We currently apply no single automatic expiry to applications, messaging rooms, private feedback, support inquiries, email-delivery records, consent records, or operational records. We periodically review records whose purpose has ended and delete or de-identify them.

Unsubscribing from email does not delete registration data. When we receive a deletion or closure request, we verify the person's identity and then delete or stop using information that identifies that person. Any record retained for law or safety is restricted to that purpose.

10. Requests for disclosure, correction, or suspension

You may request notice of purpose, disclosure of retained personal data or third-party provision records, correction, addition, deletion, suspension of use, erasure, or suspension of third-party provision.

1. Use our privacy request and contact form, or email info@work-shift.co.jp, with your name, registered email address, the information concerned, the requested action, and the address for our response. If you can no longer use the registered email address, tell us how we can currently contact you and explain that situation.
2. We normally verify identity through the registered email address. If that is not sufficient, we ask you to submit only the minimum supporting material through a secure method. We never ask for a password or card information.
3. An agent must provide proof of identity for both the individual and agent, plus a signed authorization or other proof of authority.
4. You may specify email or another preferred response method. If that method would require excessive cost or would otherwise be difficult, we will respond to a verified contact address by email or another appropriate method.

We do not charge a request fee. If mailing or another method creates an actual cost, we explain the amount and method and obtain approval before proceeding. If law prevents full or partial disclosure, we explain the reason.

11. Business and privacy contact

You may contact our operations team directly without using AI support.

WORK SHIFT INC.
Representative: Yuki Umehara
Refrain Building, 2-16-5 Ikebukuro, Toshima-ku, Tokyo 171-0014, Japan
Privacy request and contact form
info@work-shift.co.jp

12. Changes to this Policy

We may revise this Policy when law or the Service changes. We announce material changes through the Service and obtain renewed consent when required. We do not automatically rewrite a historical consent record to a newer document version.