Privacy Policy
Last Updated: August 7th, 2026
Regent Christian Schools respects the privacy of students, parents, guardians, staff, applicants, and visitors to our website.
This Privacy Policy explains how Regent Christian Schools collects, uses, stores, protects, and shares personal information provided through our website, inquiry forms, admissions process, school communications, and related services.
Regent Christian Schools handles personal information in accordance with applicable privacy laws and regulations, including Japan’s Act on the Protection of Personal Information.
1. Personal Information We Collect
Regent Christian Schools may collect personal information when you contact us, submit an inquiry, complete an Expression of Interest form, request a school tour, begin the admissions process, attend a school event, or communicate with our staff.
The information we collect may include:
Parent or guardian name
Email address
Phone number
Address
Preferred contact method
Child’s name
Child’s date of birth
Child’s age or grade level
Current school, kindergarten, or nursery
Languages spoken at home
Nationality or residency-related information, where relevant to admissions
Desired enrollment period
School tour preferences
Questions or comments submitted through website forms
Records of communication with the school
Information necessary for admissions, enrollment, school administration, and safeguarding
During the formal admissions or enrollment process, Regent Christian School may request additional information, including educational records, emergency contact details, health-related information, family information, and documents necessary for school administration.
2. How We Use Personal Information
Regent Christian Schools uses personal information for the following purposes:
To respond to inquiries from parents, guardians, students, and visitors
To provide information about our school, programs, tours, admissions, and enrollment
To arrange school visits, meetings, interviews, and admissions consultations
To assess program suitability and grade placement
To communicate with families during the inquiry, application, and enrollment process
To manage admissions records and school administration
To support student learning, safety, wellbeing, and school life
To contact families about school-related matters
To improve our website, communications, admissions process, and school services
To comply with legal, regulatory, safeguarding, or administrative obligations
To protect the rights, safety, and wellbeing of students, families, staff, and the school community
We will not use personal information for purposes unrelated to the reason it was collected without appropriate consent, unless permitted or required by law.
3. Information About Children
Because Regent Christian Schools serves children, we may collect personal information about prospective or enrolled students from their parents or legal guardians.
We collect only the information reasonably necessary for inquiries, school tours, admissions, enrollment, school administration, safeguarding, and student support.
Parents and guardians should avoid submitting sensitive information through general website forms unless it is necessary for the school to understand the child’s situation. If sensitive information is required during admissions or enrollment, Regent Christian School will handle it with appropriate care.
4. Christian Education and Religious Information
Regent Christian Schools are Christian schools. Information about our Christian values, Bible learning, prayer, chapel, character education, and school life may be shared with families during the inquiry and admissions process.
We do not require families to provide detailed spiritual (religious) background, church membership, or personal faith information through general inquiry or Expression of Interest forms.
If spiritual (religious) information becomes relevant during admissions, enrollment, pastoral care, or school participation, it will be collected only when necessary and handled carefully.
5. Sensitive Personal Information
Some types of information require special care. This may include information related to health, medical needs, disability, family circumstances, religious beliefs, or other sensitive matters.
Regent Christian Schools only collects sensitive personal information when necessary for admissions, student support, safeguarding, legal compliance, or appropriate school administration.
Sensitive information will be accessed only by staff or service providers who need it for legitimate school-related purposes.
6. Sharing Personal Information
Regent Christian Schools does not sell personal information.
We may share personal information only when necessary for school-related purposes, including with:
School staff involved in admissions, administration, teaching, student support, or safeguarding
Service providers who help operate our website, forms, email, school management systems, data storage, security, or communications
Professional advisers, such as legal, accounting, or insurance advisers
Medical, emergency, or safeguarding parties, where necessary to protect a child or another person
Government, regulatory, or legal authorities, where required or permitted by law
Under Japan’s APPI, personal data generally cannot be provided to a third party without prior consent, except in legally recognized cases such as legal obligations or situations involving protection of life, body, or property where obtaining consent is difficult.
7. Service Providers and Website Tools
Regent Christian School may use external service providers to support website operation, form submissions, email communication, cloud storage, school administration, analytics, security, spam prevention, and admissions management.
These service providers may process personal information only as necessary to provide services to the school.
Examples may include:
Website hosting providers
Contact form tools
Email systems
Cloud storage systems
School management platforms
Analytics tools
Spam protection tools
Security tools
Online application systems
Before publishing, the school should confirm the actual tools used on the website and add specific references where needed, especially for analytics, reCAPTCHA, CRM systems, embedded maps, and overseas cloud services.
8. Cookies and Website Analytics
Our website may use cookies or similar technologies to improve website functionality, understand visitor behavior, measure page performance, protect forms from spam, and improve the user experience.
Cookies may collect information such as browser type, device type, pages visited, time spent on the website, and general usage patterns.
You may disable cookies through your browser settings. Some website features may not function properly if cookies are disabled.
9. International Data Handling
Some website, communication, cloud storage, or school administration services used by Regent Christian School may store or process data outside Japan.
When personal information is handled through external service providers, Regent Christian School takes reasonable steps to ensure that personal information is handled appropriately and securely.
This section should be reviewed carefully if the school uses overseas systems such as Google Workspace, Microsoft 365, international CRM tools, overseas hosting, or third-party admissions platforms.
10. Data Security
Regent Christian School takes reasonable and appropriate measures to protect personal information from unauthorized access, loss, misuse, alteration, leakage, or disclosure.
These measures may include access controls, password protection, staff training, secure storage, system security measures, and limiting access to personal information based on role and necessity.
Japan’s APPI requires personal information handling business operators to take necessary and appropriate measures to manage the security of personal data. The framework also includes obligations related to employee supervision and supervision of entrusted service providers.
11. Retention of Personal Information
Regent Christian Schools keeps personal information only for as long as necessary for the purposes described in this Privacy Policy.
Inquiry and Expression of Interest information may be retained for a reasonable period to manage follow-up, admissions communication, school tour records, and future enrollment interest.
Application, enrollment, student, financial, safeguarding, and school administration records may be retained for longer periods where necessary for education, legal, accounting, regulatory, safeguarding, or legitimate school administration purposes.
When personal information is no longer needed, Regent Christian Schools will delete, destroy, or anonymize it in an appropriate manner.
12. Access, Correction, Deletion, and Other Requests
Parents, guardians, students, and other individuals may contact Regent Christian School to request access to, correction of, deletion of, suspension of use of, or other action regarding their personal information, subject to applicable law and school record requirements.
Regent Christian Schools may need to verify the identity of the person making the request before responding.
In some cases, the school may not be able to delete or change certain information if retention is necessary for legal, safeguarding, accounting, regulatory, or legitimate school administration reasons.
Japan’s APPI includes rights related to retained personal data, including disclosure, correction, deletion, suspension of use, and cessation of third-party provision in certain circumstances.
13. Safeguarding and Student Safety
Regent Christian Schools may use or share personal information when necessary to protect the safety, welfare, or wellbeing of a child, student, staff member, family member, or another person.
This may include sharing relevant information with school staff, parents or guardians, medical professionals, safeguarding professionals, emergency services, government authorities, or other appropriate parties.
14. Links to Other Websites
Our website may contain links to external websites, services, or resources.
Regent Christian School is not responsible for the privacy practices, content, or security of external websites. We encourage visitors to review the privacy policies of any external websites they visit.
15. Updates to This Privacy Policy
Regent Christian Schools may update this Privacy Policy from time to time.
Any changes will be posted on this page with an updated “Last Updated” date.
16. Contact Us
For questions about this Privacy Policy or the handling of personal information, please contact:
Regent Christian Schools
Address: TBD
Email: info[@]regentcs.org
Phone: TBD
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Temporary Physical Address
Regent Christian Schools
Victory Place (Building)
3-1-24 Nishi Sengendai
Koshigaya, Saitama 343-0041 JAPAN
Email- champions@regentcs.org
Phone- +81 3 XXXX XXXX
Central Tokyo Mailing Address
Regent Christian Schools
℅ AINEO Networks
Sansei Building 4F
3-12 Nihonbashi Odenmacho, Chuo-ku,
Tokyo Japan 103-0011