Privacy Policy

Approved on: 2022-02-01 by Michael Merigold (Partner)
Reviewed and re-approved on: 2025-10-10 by Michael Merigold (Partner)

This Privacy Policy applies to Tribe G.K., whose officially registered address is Central Osada #405, Itazuma 184-1, Gotenba-shi, Shizuoka-ken, 412-0048, Japan (“TRIBE”).

The purpose of this Privacy Policy is to inform you how we collect, use, protect, and disclose personal data. The use of “we,” “us,” or “our” in this policy refers to TRIBE.

TRIBE’s Services

TRIBE provides recruitment consultancy services placing candidates on a permanent or contract basis across a range of industries and geographies under the TRIBE brand (“Recruitment Services”), as well as consultancy and advisory services (“Consultancy Services”).

When we collect your data, it is to conduct our Recruitment Services and Consultancy Services. If we share your data with our clients as part of our services, it is so that they may process your data in accordance with their recruitment policies. In some cases, our clients may request additional personal data from you as part of their hiring processes.

Types of Personal Data TRIBE May Collect

Personal data is any information relating to an identified or identifiable person. We will only collect personal data that we are permitted to collect under the law of Japan. The types of personal data we may collect include:

• Contact information: telephone number(s), email address(es), home address, and related contact details.
• Identification information: first name, last name, title, maiden name, date of birth, nationality, and other information relating to residency and citizenship, where required to establish the right to work in a given country.
• Career and education information: current and previous employment history, education history and credentials, skills, qualifications, and social media information.
• Employment-related information: role preferences, areas of work interest, third-party references where requested by a client, interview and assessment feedback, and current and/or previous remuneration and compensation benefits.
• Citizenship and residency-related information: residency and immigration status, where relevant.

How TRIBE Collects Personal Data

We generally collect your data directly from you. For example, we may collect your data when you:

• Meet with us in person, via our website, by telephone, or by email.
• Respond to one of our representatives who has contacted you.
• Submit additional information, such as a CV or professional profile.

We may also collect your data from publicly available sources where permitted by applicable law, including social media sites such as LinkedIn, Twitter/X, and Facebook, or qualification and membership lists of professional bodies.

How TRIBE Uses Personal Data

We will only use your data in accordance with the law of Japan and for the purposes set out below.

Candidates

Your data may be collected and handled by us to:

• Provide career and recruitment services to or for you.
• Provide information that may be of interest regarding the employment market and opportunities.
• Inform you about relevant industry developments, events, promotions, competitions, and other pertinent information.
• Match your details to job vacancies that we determine may be appropriate and assess your suitability for those roles.
• Submit your CV or professional profile to clients, with appropriate context, as part of a recruitment process.
• Facilitate the recruitment process if a client wishes to progress your application.
• Fulfill our contractual obligations to clients.
• Answer inquiries or questions.
• Comply with regulatory commitments.
• Conduct pre-employment screening where applicable.

Referees

We may use referee data for the sole purpose of conducting reference checks.

Website Users

Your data may be collected and handled by us to improve our services and customer experience, and to send information that you requested from TRIBE. We may contact you by email, telephone, SMS, or via social media where appropriate.

Who TRIBE May Share Your Data With

Subject to Japanese law, we may disclose your data to:

• Prospective employers.
• Other recruitment companies or intermediaries involved in managing a recruitment process for one of our clients.
• Pre-employment screening and background checking organizations.
• Your referees.
• Government and regulatory bodies, including tax and social security authorities, where required.

Data Retention

TRIBE aims to support individuals throughout their careers and across multiple roles and companies. As such, we may retain your data for a period longer than one placement if we reasonably believe that we will continue to have an ongoing relationship with you.

We retain your data only as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. We will dispose of your data in a secure and appropriate manner when it is no longer required.

Your Privacy Rights

TRIBE ensures transparency regarding personal data handling and provides individuals the right to request disclosure, correction, or deletion of their data in accordance with applicable Japanese law. Requests are reviewed promptly by the Partner / Security Oversight Officer.

Data Security

TRIBE conducts an annual review of this Privacy Policy and associated security measures as part of its Cyber Risk Review Summary. We take reasonable information security measures to prevent unauthorized access and computer virus attacks, thereby protecting information against loss, destruction, falsification, or leakage.

We hold data in a combination of secure computer storage and paper-based files. We limit access to personal data to employees who have a business need-to-know basis and who are subject to confidentiality obligations.

If an incident occurs, TRIBE shall take swift and appropriate action in accordance with our policies and emergency countermeasures for personal information. If you suspect any misuse, loss, or unauthorized access to your data, please contact us immediately.

Changes to TRIBE’s Privacy Policy

We reserve the right to modify this policy at any time. Changes will be announced on our website seven days before taking effect. We may make emergency changes to this policy when we believe it is reasonable to do so and/or to comply with Japanese laws or regulations.

How to Contact TRIBE

If you have any questions or comments regarding this Privacy Policy, please contact us at dataprivacy@tribegk.com.

Tribe G.K.
Central Osada #405
Itazuma 184-1
Gotenba-shi, Shizuoka 412-0048
Japan