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PreK-Grade 12 International Day and Boarding School in Kobe, Japan | Since 1913


Canadian Academy Data Protection Policy

Our commitment to the privacy of your personal information

Canadian Academy collects, stores, manages and processes a wide variety of personal information. Personal information is information relating to a living individual containing a name, date of birth, or other descriptions that could identify a person, recorded in a document or electromagnetic record. 

The school stores personal information from prospective families and employees collected during application processes. We collect and store information about current families and employees, needed to operate the school on a day to day basis. We collect personal information from alumni and donors, and from organizations who work with Canadian Academy or who employ our community members. This information is collected electronically and on paper forms, and stored in various electronic databases and secure areas in the school.

Any time we collect personal information we will seek consent from the identifiable person or their guardian.  We do not collect personal information about visitors to our public website (

Canadian Academy is committed to safeguarding all personal information that we collect and store. We handle this personal information with the utmost care. We abide by the best practices and principles laid out in the 2017 Amended Act on the Protection of Personal Information (Personal Information Protection Commission, Japan).

Utilization of personal information

The personal information we collect is used to operate the school and provide related services. We use information about student learning to make decisions that help each child reach their potential. We use the email addresses of our community members to send targeted messages conveying important information. We store and use the phone numbers of Canadian Academy parents and their emergency contacts to ensure that students are kept safe. We store a large amount of personal information and we use it with care in ways that align with our core values.Access to special care personal information, such as medical history records, (as defined in Article 2.3 of the Amended Act on the Protection of Personal Information) is restricted to the appropriate employees. By default, employees only have the most basic access to personal information databases. Higher levels of access are granted only as necessary.

Provision of personal information to third parties

Canadian Academy shares your personal information only in ways that you would expect. We transmit information between databases so that personal information is kept up to date in a variety of systems, including ones outside of Japan. We share report cards and transcripts with other institutions when requested to do so in ways that help our students transition to other schools or universities.

We share appropriate and accurate personal information on an as-needed basis, with trusted adults who are not employees of the school, in order to conduct school operations and ensure safety. These may include parent volunteers, bus drivers, trip chaperones, medical professionals, and coaches. These trusted adults will be required to agree to the current Canadian Academy data usage procedures.

Personal information is not revealed or disclosed to other third parties except in cases where information is urgently required to protect the life, physical body, or possessions of another person and in cases specified by Article 23, Section 1 of the Personal Information Protection Law of Japan.

Canadian Academy will never sell your personal information.

Technical safety management of personal information

We take every precaution to protect our users' personal information. We and our website and database service providers employ security policies and measures to protect your information from access by unauthorized persons and against unlawful processing, accidental loss, destruction or damage.

Whenever users are asked to submit personally identifiable information via online forms, for registration, or for online purchase, the transmission of that information is encrypted via Secure Socket Layer (SSL) or similar techniques. Other transmissions such as email may not utilize such secure transmission techniques and you should not transmit information you consider highly sensitive via less secure methods. Servers that store the personal information you have submitted are located in secure environments deploying reasonable technical, physical, and administrative controls.

Collection and Utilization of Information on our Public Website
  • Voluntarily Provided Personal Information
    We do not collect personally identifiable information about you when you visit our site unless you voluntarily provide it, for example by sending us email, participating in a survey, or completing an online form. The information you provide in such instances is used only for the purpose stated at the time of collection. We will retain your voluntarily provided personal information for as long as necessary to provide you with the services you are using at Canadian Academy. Except as might be required by law, we do not share any information we receive with any outside parties. Consent is sought when appropriate.

  • Automatically Collected Information (Log Files)
    Information that is automatically collected as you navigate through our site (log files) includes Internet Protocol (IP) address, geolocation information, unique device identifiers, browser type and language, time and date of access, referring/exit pages, time spent on pages, keywords used to find our site via search engines and other information of this nature. This information is anonymous and cannot be directly linked to individual users. We use this information to diagnose problems with our server and in conjunction with the Google Analytics website statistics package to analyze trends in how our website is accessed and utilized.

  • Information Collected for Customization (Cookies)
    Cookies are small text files that are stored on your computer. We use cookies to improve your user experience by enabling our website to ‘remember’ you, either for the duration of your visit (using a ‘session cookie’) or for repeat visits (using a ‘persistent cookie’). Usage of a cookie is anonymous and is in no way linked to any personally identifiable information while on our website. If you do not want to have cookies stored on your computer, you can turn off this capability in your browser. Please be aware that rejecting or deleting cookies from our website may make certain functions unavailable to you.

Links to Third-party Websites

Our website may contain links to outside websites. We do not control these third-party websites and are not responsible for their privacy practices, content or information protection practices. 

Alumni Directory

If you are a former Canadian Academy student or teacher, information provided by you to be included in our alumni directory will be accessible to other registered members of our alumni community via a secure password-protected page. This information is not accessible to the general public and you may opt in or out of the directory at any point.

Changes to our DATA Protection Policy

Our Data Protection Policy may be amended from time to time, and this page will be updated to reflect the policy currently in force. We will notify the community when changes are made to our Data Protection Policy. 

If you have any questions or suggestions regarding our data protection policy, please contact us at or +81 (0) 78 857 0100.

Last updated Oct 6, 2021.