Privacy Policy

Office Ray (“we” or “us”) is entrusted with the personal information of Specified Skilled Workers, accepting organizations, and many others in the course of our business, beginning with support for Specified Skilled Workers. Because our work touches people’s lives, protecting personal information is an important responsibility for us. We handle personal information in accordance with the following policy.

1. Compliance with laws: We comply with the Act on the Protection of Personal Information, the Immigration Control and Refugee Recognition Act, other relevant laws and regulations, and the guidelines of the Personal Information Protection Commission.
2. Proper acquisition and use: We specify the purposes of use as far as possible, and acquire and use personal information by proper means within the scope of those purposes.
3. Security: We take necessary and appropriate security measures to prevent leakage, loss, or damage.
4. Supervision of contractors: When we entrust the handling of personal information to others, we select appropriate contractors and supervise them as necessary and appropriate.
5. Respect for individuals’ rights: We respond to requests for disclosure and other inquiries sincerely and without delay.
6. Continuous improvement: We regularly review and improve this policy.

1. Business operator

Yurika Tanaka (trade name: Office Ray; Registered Support Organization No. 22登-007707)
1-62-18 Nishi-Nippori, Arakawa-ku, Tokyo 116-0013, Japan

2. Personal information we hold and how we obtain it

• Specified Skilled Workers and people seeking to become Specified Skilled Workers (including people with Designated Activities status): name, date of birth, nationality, contact details, passport and residence card information, education and work history, employment contract and wage information, health information (including special care-required personal information), and similar
• Contacts at accepting organizations, business partners, and related organizations: name, affiliation, position, and contact details
• People who request interpreting, translation, or consultation: name, contact details, and details of the request
• People who contact us: company name, name, contact details, and the content of the inquiry
• People we speak with during visits, interviews, meetings, and phone calls: what was said (including audio or video recordings made for our records)

We obtain information by proper means, either directly from the individual or from accepting organizations, overseas sending organizations, relevant government agencies, and others. Except where permitted by law, we obtain special care-required personal information only with the individual’s prior consent.

3. Purposes of use

• Information on Specified Skilled Workers and others: providing support under the support plan (advance guidance, life orientation, consultations, regular interviews, and similar), reporting to accepting organizations under support outsourcing agreements, and filing notifications and reports as a Registered Support Organization
• Information on accepting organizations and others: performing support outsourcing agreements, communicating with you, and invoicing
• Information on interpreting, translation, and consultation: responding to requests, preparing quotes, and keeping records of our responses
• Inquiry information: responding to inquiries, preparing proposals and quotes, and keeping records of our responses
• Recordings of visits, interviews, meetings, and phone calls: to keep an accurate record of what was said and use it in our support, reports and communications (recordings and their transcripts are used only within Office Ray; video recordings of regular interviews held online are kept as required by law and submitted to the Immigration Services Agency of Japan upon request)

4. Provision to third parties

When we provide personal data to third parties, we obtain the individual’s prior consent, except in the following cases.

• Cases based on laws and regulations (including notifications to the Immigration Services Agency of Japan and other authorities)
• Cases in which it is necessary to protect a person’s life, body, or property and it is difficult to obtain the individual’s consent
• Other cases permitted under the Act on the Protection of Personal Information

5. Provision to third parties in foreign countries

We may receive information on people seeking to become Specified Skilled Workers from overseas sending organizations. When we provide personal data to overseas sending organizations or others, we obtain the individual’s prior consent after providing information, as required by law, on the name of the country, its system for protecting personal information, and the measures taken by the recipient.

6. Entrustment of handling

We may outsource part of our administrative work. We select contractors after confirming that they handle personal information appropriately, and supervise them as necessary and appropriate through contracts and other means.

7. Joint use

We jointly use personal data as follows.

(1) Joint use with a supervising organization

• Scope of joint users: Office Ray and one supervising organization that works with us in supervising technical intern training. We will inform each person concerned of its name individually.
• Personal data used jointly: for technical intern trainees, Specified Skilled Workers, and people expected to move to Specified Skilled Worker status (including people with Designated Activities status), name, nationality, date of birth, contact details, status of residence and period of stay, accepting company, type and progress of procedures, status of employment, joining the company, moving into housing, temporary return home, and similar, schedules and results of skills tests and evaluation tests, and employment and wage information; for contacts at accepting companies, name, position, and contact details; and My Page registration information and login records
• Purposes of use: handing over procedures and support for people moving from technical intern training to Specified Skilled Worker status, and reporting to and communicating with accepting organizations (including through My Page)
• Party responsible for management: the supervising organization that works with us in supervising technical intern training. We will inform each person concerned of its name, address and representative individually.

(2) Joint use with accepting organizations

• Scope of joint users: Office Ray and the accepting organizations (organizations accepting Specified Skilled Workers) that employ the workers, limited to information on the workers employed by each organization.
• Items of personal data used jointly: the worker's name, status of residence and period of stay, type and progress of procedures, status of employment, joining, moving into housing, temporary return home and similar, and schedules and results of skills tests and evaluation exams
• Purpose of use: reporting to and communicating with accepting organizations (including through My Page). We do not show on My Page the information of workers who do not wish it to be shown.
• Party responsible for management: Office Ray (see section 1 for the name of the business operator and the address)

8. Security measures we take

• Organizational measures: we have designated a person responsible for the handling of personal information.
• Understanding the external environment: we use cloud services provided by U.S. companies. The service providers are located in the United States, and the servers that store data are in the United States and several other countries. Due to the nature of the services, some locations cannot be identified.

9. Requests for disclosure and other actions regarding retained personal data

We accept requests for notification of the purposes of use, disclosure (including records of provision to third parties), correction, addition, or deletion, suspension of use or erasure, and suspension of provision to third parties at the contact point below. After confirming your identity (or, for an agent, the agent’s authority), we will respond without delay by the method you request (such as provision of electronic records or delivery of documents). There is no fee.

10. Contact point for inquiries and complaints

Office Ray, Personal Information Inquiries
Email: officeray514@gmail.com (also via the contact form)

11. External services used on this website

• Delivery: This website is delivered using services of Cloudflare, Inc. (United States).
• Fonts: We use Google Fonts. When pages are displayed, information about the device you are using is sent to Google LLC (United States).
• Analytics: We use Cloudflare Web Analytics. It does not use cookies and does not collect information that identifies individuals.
• Contact form: The content you submit is recorded in a service provided by Google LLC (United States).

12. Revisions

We review this policy and our handling of personal information in response to changes in laws and in our business. When we revise them, we will announce it on this page.

Established October 9, 2026
Office Ray