Your information deserves the same careful consideration as your enquiry.

01

Information we may receive

Depending upon the nature of your enquiry or relationship with Englishire, we may receive information such as:

• your name, position, organisation, email address and telephone number;
• the name, address, website, nearest station and other practical details concerning a school or education provider;
• dates, timetables, learner age groups, class sizes, lesson formats and assignment requirements;
• information contained in correspondence, forms, documents or other materials you choose to send;
• administrative information required for quotations, agreements, invoicing, payment or record-keeping;
• technical information associated with use of the website, such as browser type, device information, IP address and basic access records, where such information is produced by the website or it's service providers.

Schools should avoid sending sensitive information about a learner, parent, teacher or other individual unless it is genuinely necessary, appropriate and lawful to do so.

The enquiry form transmits the information you enter securely to Formspree, a form-processing service provider, so that the enquiry can be delivered to Englishire. Formspree may process and retain the submission in accordance with its own privacy terms and the settings applied to Englishire’s form account.

02

Why we use it

Personal information may be used for purposes including:

• receiving and responding to enquiries;
• understanding a school, assignment, timetable or teaching requirement;
• considering teacher suitability and availability;
• communicating about an enquiry, proposed assignment or confirmed arrangement;
• preparing, administering and reviewing temporary teacher cover;
• producing quotations, agreements, invoices and related records;
• maintaining reasonable records of previous communications and assignments;
• protecting the website, Englishire, schools, teachers and other individuals from misuse, fraud, security concerns or unlawful activity;
• complying with legal, regulatory, accounting or tax obligations;
• improving the clarity, usefulness and operation of the website and service.

We do not intend to use personal information in a manner which is materially incompatible with the purpose for which it was obtained without first providing an appropriate explanation or obtaining consent where required.

03

The basis for handling it

Englishire handles personal information where doing so is reasonably connected with an enquiry, requested service, proposed or existing arrangement, legal obligation, legitimate operational need or consent provided by the individual.

Where Japanese law requires a particular notice, consent, procedure or form of handling, Englishire shall endeavour to follow the applicable requirement.

The submission of an enquiry does not require you to provide information which is unrelated to the matter being considered.

04

When information may be shared

Englishire does not sell personal information.

Information may, however, be shared where reasonably necessary with:

• teachers or prospective teachers who require relevant assignment information;
• schools, education providers or authorised representatives involved in an enquiry or assignment;
• service providers supporting website hosting, forms, email, storage, administration, accounting, security or other business functions;
• professional advisers, insurers, accountants or legal advisers where their assistance is reasonably required;
• public authorities, regulators, courts or other parties where disclosure is required or permitted by law;
• another organisation involved in a legitimate restructuring, transfer or succession of the business, subject to appropriate handling of the information.

Where information is shared for an assignment, we endeavour to limit it to what the recipient reasonably needs to know.

05

How long it may be kept

Information is retained only for as long as reasonably required for the purpose for which it was obtained, for a related professional relationship, or to satisfy legal, accounting, tax, security or record-keeping obligations.

Different information may be kept for different periods. An unsuccessful preliminary enquiry, for example, need not be treated in precisely the same manner as records relating to a completed assignment or payment.

Information which is no longer reasonably required should be deleted, anonymised or otherwise dealt with appropriately, subject to lawful retention requirements and practical backup arrangements.

06

Security

Englishire endeavours to use reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Such measures may include restricted access, sensible account and password practices, secure service providers, software updates, record controls and care when transmitting assignment information.

No website, email system or storage method can be guaranteed to be entirely secure. Schools should therefore avoid including unnecessary sensitive information in ordinary email or web-form correspondence.

07

Cookies and technical information

At the review date shown above, the website code does not set cookies or use browser storage. It does not include analytics, advertising trackers or embedded third-party media.

If analytics, embedded media, advertising or other non-essential technologies are introduced, the Cookie Policy should explain them and, where required, an appropriate choice or consent mechanism should be provided.

Browser settings may permit you to refuse or delete cookies, though doing so may affect certain website functions.

08

Services outside Japan

Some website, email, storage, administration or other service providers may process or store information outside Japan.

Where that occurs, Englishire shall endeavour to consider the nature of the provider, the information involved and any safeguards or legal requirements applicable to the transfer or processing.

The location of a service provider may change over time, and the provider's own privacy terms may also apply to its handling of information.

09

Information concerning children

Englishire's website and enquiry form are intended principally for schools, education providers and adult representatives.

A school should not provide identifying or sensitive information about a child unless it has a proper reason and lawful authority to do so.

Where a temporary teacher genuinely needs to know something relevant to a learner's safety, accessibility or classroom support, the school should share only what is appropriate and necessary for the assignment.

10

Your choices and requests

Subject to applicable law and reasonable verification, an individual may contact Englishire to ask about personal information concerning them, or to request correction, deletion, restriction, cessation of use or another appropriate form of handling.

Some requests may be limited where information must be retained for legal, accounting, contractual, security or other legitimate reasons.

We may ask for information sufficient to confirm the identity and authority of the person making the request before disclosing or changing personal information.

11

Changes to this policy

This policy may be revised when the website, service, technology or legal requirements change.

The date at the top of the page indicates when the policy was last reviewed. Material changes should be presented clearly rather than concealed within minor wording.

12

Contact

Questions, requests or concerns concerning privacy may be sent through the Englishire contact page.

Please provide sufficient information for the matter to be identified and considered. Please do not include further sensitive information unless it is genuinely required.