English Immersion School – English Hoikuen
Privacy Policy
Personal Information Protection Policy
This policy explains how MET-EIS Hoikuen, operated by Fledge Japan Co., Ltd., collects, uses, protects, shares, retains, and responds to requests concerning personal information under Japanese law.
Effective / Last updated: August 27, 2026
APPI
Japan’s Act on the Protection of Personal Information governs the core handling of personal information.
Children & Health
Child health and similar sensitive records receive enhanced care and consent handling.
Security
Organizational, personnel, physical, technical, vendor, and external-environment safeguards are used.
Policy Sections
1. Operator and Scope
This Privacy Policy applies to personal information handled in connection with MET-EIS Hoikuen (MET-EIS 保育園), including childcare services, enrollment, parent/guardian communications, attendance, billing, health and safety records, events, the MET-EIS website, and related administration.
Operator: Fledge Japan Co., Ltd. (株式会社 Fledge Japan)
Service: MET-EIS Hoikuen
Facility type: Unlicensed childcare facility (認可外保育施設)
Representative: Desiree Matsuyama
Registered office / contact address: 8-25-2 Kajima-cho, Fuji-shi, Shizuoka 416-0912, Japan (静岡県富士市加島町8番25-2号)
Telephone: 0545-30-9927
Privacy contact: info@met-eis.com
2. Legal Framework
We handle personal information in accordance with Japan’s Act on the Protection of Personal Information (APPI; 個人情報の保護に関する法律), the rules and guidelines of the Personal Information Protection Commission of Japan (PPC), and other applicable Japanese laws and regulations.
Where a procedure involves My Number / Individual Number or other specific personal information (特定個人情報), we also comply with the My Number Act and applicable PPC guidance. Childcare-related records are also handled in accordance with applicable childcare, safety, accounting, administrative, and recordkeeping requirements.
3. Personal Information We May Collect
- Child information: name, date of birth, age, gender, nationality, address, home language, attendance schedule, enrollment status, and childcare needs.
- Parent/guardian information: name, relationship, address, phone, email, workplace, emergency contacts, and authorized pickup information.
- Health and safety information: allergies, relevant medical history, medication, health conditions, disability or developmental-support information, dietary restrictions, illness, incident/accident, and emergency-response records.
- Attendance and billing: attendance, absence, arrival/pickup times, tuition, invoices, payment status, refunds, and accounting records.
- Communications: inquiries, consultation notes, emails, messages, notices, complaints, and family communications.
- Photos, videos, audio, and child work: according to the consent choices described below.
- Website/device information: IP address, browser/device information, access time, referring page, cookies, and similar technical data.
4. Purposes of Use
We use personal information for enrollment and childcare agreements; safe and appropriate childcare and English immersion; attendance and staffing; meals/snacks, activities, rest and toileting support; child health and safety; parent/emergency communication; authorized pickup; allergy, illness, medication, injury, accident, emergency and disaster response; required records; billing/accounting; inquiries and complaints; staff supervision and quality improvement; legal and administrative compliance; and operation and security of our website and systems.
We do not use a child’s health, developmental, or other sensitive childcare records for unrelated advertising or marketing.
5. Children, Parents, and Guardians
Because MET-EIS Hoikuen primarily handles information about young children, enrollment information and consent are ordinarily provided by a parent, legal guardian, or other person with appropriate authority.
Families should provide accurate, current information and promptly report important changes to contact details, health, allergies, medication, custody or pickup restrictions, or other matters affecting safe childcare. We also respect the child’s dignity and privacy in daily care.
6. Health and Other Special Care-Required Personal Information
Health history, medical information, disability-related information, certain developmental information, and similar data may qualify as special care-required personal information (要配慮個人情報) under the APPI.
We obtain such information only where necessary for childcare, health, safety, or legally required administration and, as a general rule, obtain prior parent/guardian consent unless an exception under applicable law applies. Access is limited to personnel or service providers who need the information for an authorized purpose.
7. Photographs, Videos, Audio, and Name Display
Photos and videos that identify a child are handled as personal information. MET-EIS uses separate consent choices for internal childcare records, private family sharing, in-facility display, printed materials, the official website, official social media, and display of the child’s name.
Consent for one use is not treated as consent for every other use. Parents/guardians may request future changes to optional media consent. A change may not be able to remove material already lawfully and irreversibly printed or published.
8. Website, Cookies, and Technical Information
Our website may use essential cookies and similar technologies for operation, security, forms, and session management. If analytics or other optional tools are enabled, technical information such as IP address, browser type, device information, access time, and page activity may also be processed.
When third-party website tools, hosting, analytics, email, form, or cloud services are used, we review their role and handle outsourcing or transfers in accordance with applicable APPI requirements.
9. Sharing Personal Data with Third Parties
We do not sell personal information. We do not provide personal data to unrelated third parties without prior consent unless permitted or required by Japanese law.
Disclosure may be permitted without prior consent where required by law; necessary to protect life, body, or property when consent is difficult to obtain; especially necessary for public health or the sound development of children when consent is difficult to obtain; or necessary to cooperate with a lawful government or local-authority function.
10. Service Providers and Outsourcing
We may entrust limited processing to website hosting, form systems, email, cloud storage, accounting, payment, IT maintenance, printing, or other operational vendors. We select and supervise vendors appropriately, limit processing to the entrusted purpose, and require reasonable confidentiality and security measures.
11. Handling Outside Japan and Foreign Third Parties
If personal data is provided to a third party outside Japan, we comply with APPI requirements for cross-border transfers, including consent, information provision, or another permitted legal basis where required.
When foreign cloud or technology services are used, we also consider the relevant external environment, including the location and legal system affecting data handling, as part of our security management.
12. Emergency, Medical, Child-Safety, and Legal Disclosures
When necessary for the safety or welfare of a child, information may be disclosed to emergency services, medical institutions, public authorities, child-welfare authorities, police, or other appropriate bodies to the extent permitted or required by law.
In a serious emergency, safety measures may be taken before a parent/guardian can be reached. Any disclosure will be limited to what is reasonably necessary for the relevant purpose.
13. Relationship with MET Eikaiwa and Other Fledge Japan Services
MET-EIS Hoikuen and MET Eikaiwa are separate services operated by Fledge Japan Co., Ltd. Hoikuen information is not automatically used to enroll a child in MET Eikaiwa or for unrelated marketing.
If a child is separately enrolled in MET Eikaiwa and safe handover or schedule coordination is needed, only the minimum information necessary for that purpose will be shared, consistent with the stated purpose of use and any required consent.
14. Security Management Measures
We take necessary and appropriate security measures, including internal rules and responsibility; access limits; staff confidentiality, instruction, and supervision; contractor supervision; physical protection of paper records, devices, and storage; passwords, access controls, updates and backups; secure transfer and disposal; and review of the external environment where foreign systems or cloud services are used.
Additional information about our safeguards may be provided on request except where disclosure itself could undermine security.
15. Retention and Secure Disposal
We retain personal information only as long as reasonably necessary for childcare, safety, contracts, accounting, legal obligations, inspections, dispute handling, and other stated purposes. Retention periods may differ by record type and applicable requirements.
When information is no longer required, we take reasonable steps to delete, destroy, anonymize, or otherwise dispose of it securely.
16. My Number / Specific Personal Information
MET-EIS does not request or collect a child’s or parent’s My Number as part of ordinary website inquiries or standard enrollment registration unless it is specifically necessary for a legally authorized administrative procedure.
If My Number or other specific personal information (特定個人情報) must be handled, it will be collected, used, stored, shared, and disposed of separately and only within the purposes permitted by the My Number Act and related PPC guidance.
17. Requests for Access, Correction, Deletion, or Suspension
Subject to the APPI and applicable exceptions, an individual may request notification of purpose, disclosure, correction, addition, deletion, suspension of use, erasure, cessation of third-party provision, or disclosure of relevant third-party provision records.
For a young child, requests will ordinarily be made by the child’s parent or legal guardian. Contact the privacy desk and state the parent/guardian’s name, child’s name, relationship, request, and contact method. We may verify identity and authority before responding.
No fee is currently charged for ordinary privacy requests; if exceptional copy or postage costs become necessary, we will explain them in advance.
18. Data Incidents
If personal data is lost, leaked, damaged, accessed without authorization, or otherwise involved in a security incident, we will investigate, contain the incident, take recurrence-prevention measures, and report to the Personal Information Protection Commission and notify affected individuals when required by the APPI.
Because childcare records may include special care-required personal information, suspected incidents involving health or similar sensitive data are treated with particular care.
19. Complaints and Privacy Inquiries
MET-EIS Hoikuen — Privacy Contact
Fledge Japan Co., Ltd.
8-25-2 Kajima-cho, Fuji-shi, Shizuoka 416-0912, Japan
Telephone: 0545-30-9927
Email: info@met-eis.com
We will review privacy complaints and requests appropriately and seek to respond in a reasonable and timely manner.
20. Changes to This Privacy Policy
We may revise this Privacy Policy when laws, PPC guidance, childcare operations, systems, or information-handling practices change. The current version will be published with its effective or last-updated date.
If a change materially affects how personal information is used, we will provide appropriate notice and obtain consent where required by law.
Privacy, Safety, and Responsible Information Handling
MET-EIS Hoikuen treats privacy protection as part of safe childcare. We aim to collect only what is reasonably necessary, use it for clear purposes, protect it appropriately, and respect the rights of children and families.