Legal

Privacy Policy

Last updated 4 Nov 2026

Mirai Gakuin Academy ("we", "us") teaches Japanese and helps Sri Lankans study and work in Japan. To do that we handle personal information, some of it sensitive. This policy explains what we collect, why, who we share it with and the choices you have. We follow the Personal Data Protection Act, No. 9 of 2022 of Sri Lanka.

1. What we collect

Account and contact details — your name, email, phone/WhatsApp number, address, date of birth and NIC number.

Documents for your Japan application — for example your passport, National ID, birth certificate, school certificates, CV, passport photo, police clearance, medical report and language test certificates, plus their expiry dates.

Learning records — the courses and batches you join, class attendance (including when you join and leave live classes), progress and staff notes about your studies and application.

Payments — invoices, amounts, payment dates, payment method and the payment slips or receipts you upload. We do not collect or store card numbers.

Live classes and recordings — classes run on Zoom and are recorded. Your name, and your voice or video if you turn them on, may appear in a recording that other students in the same batch can watch.

Job placement — the jobs we match you with, interview dates and outcomes.

Inquiries — what you send us through the contact form.

Technical data — a login cookie that keeps you signed in, and basic server logs (time, page, IP address) kept for security and troubleshooting.

2. Why we use it

To create your account and let you into the student portal.
To run classes, share recordings with your batch and track attendance and progress.
To issue invoices, confirm payments and remind you about fees.
To check your documents and prepare your study, work or visa application.
To match you with employers in Japan and arrange interviews.
To contact you about your classes, payments, documents and application, by email, phone, WhatsApp or in the portal.
To meet legal and regulatory obligations and to prevent fraud.

We rely on your consent (which you give when you create an account or send us documents), on what is needed to provide the service you signed up for, and on our legal obligations.

3. Who we share it with

We never sell your information. We share it only when needed:

Employers and support organisations in Japan — your CV, certificates and other relevant details, when we put you forward for a specific job.
Government bodies — for example immigration authorities in Japan or Sri Lankan authorities, when required for your visa or by law.
Service providers who run parts of our system on our behalf: Supabase (database and file storage), Vercel (website hosting), Zoom (live classes) and our email provider. They may only use your data to provide their service to us.

Some of these providers store data outside Sri Lanka. When we transfer data abroad we only use providers that protect it to a standard comparable to Sri Lankan law.

4. Who can see it inside Mirai Gakuin Academy

Staff only see what their job needs. A teacher sees the students in their own batches; an accountant sees invoices and payment slips; a document officer sees your documents. Your files are kept in private storage and are only opened through our own website after a permission check.

5. How long we keep it

We keep your records while you study with us and while we support your placement in Japan, and for up to five years after that so we can answer questions about your certificates, payments or placement. Payment records may be kept longer where tax law requires. You can ask us to delete your documents earlier — see below.

6. Your rights

You can ask us to:

give you a copy of the information we hold about you;
correct information that is wrong or out of date (you can also edit your contact details in the portal);
delete your information, unless we must keep it by law or to complete an application you asked us to make;
stop using your information for a particular purpose, or withdraw your consent.

7. Students under 18

If you are under 18, a parent or guardian must agree to your enrollment and to us handling your documents.

8. Cookies

We use only the cookies needed to keep you logged in and secure. We do not use advertising or tracking cookies.

9. Security

Connections to our site are encrypted, documents are stored privately, and access is limited by staff role. No system is perfectly secure; if a breach affects you we will tell you and the authorities as required by law.

10. Changes

We may update this policy. The date at the top shows the latest version; we will tell enrolled students about important changes.

11. Contact

Use the contact form on our Contact page.