Terms of Service

The Service is a multi-tenant information platform supporting agreement formation among sending organizations across Southeast Asia, Japanese supervising organizations / registered support agencies, and host companies in Japan.

We provide information browsing and communication facilities only. We do not act as a job placement intermediary; agreements and personnel dispatch are direct contracts between supervising organizations and sending organizations.

Users are classified into four roles, each with distinct features and permissions:

• Admin – SBGG internal staff with full management rights
• Sender – sending organizations registering candidate profiles, training curricula and monthly reports
• Viewer – supervising / registered support organizations browsing candidates, generating PDFs and inviting host companies
• Receiver – host companies accessing candidates via invitation links issued by Viewers

Sender, Viewer and Admin accounts authenticate via email and password. Receiver accounts use a 256-bit invitation token paired with the registered email address (two-factor).

Users must safeguard their credentials. If sharing or leakage is suspected, contact us promptly to reset the credentials.

Candidate records may include sensitive personal information (name, date of birth, nationality, hometown, family composition, photos, videos).

Sending organizations must obtain written or electronic consent (multilingual consent form) from each candidate before registration and must register only the minimum necessary information.

Supervising organizations and host companies may use candidate information solely for negotiation and hiring decisions and must not disclose, republish, or share it with unrelated third parties.

Invitation links issued to host companies are protected by email + token two-factor authentication and are valid for 30 days from issuance by default.

Recipients may not re-share invitation links. If leakage is suspected, the issuing supervising organization must invalidate the link promptly.

The Service includes an industry statistics feature referencing public information from OTIT (Organization for Technical Intern Training), MHLW, VAMAS and similar bodies. This feature is supplementary to, not a replacement for, those official sources.

Statistical processing operates within the framework of Article 10(2) (factual information is not copyrightable) and Article 30-4 (use for information analysis purposes does not require permission) of the Japanese Copyright Act. Raw data is processed in memory only and is not persisted; only statistical values and analytical results are stored.

Each statistic includes its source, retrieval timestamp and a link to the official site. Users are responsible for verifying timeliness and accuracy against the official sources.

The Service may use large language models (Anthropic Claude, Google Gemini, etc.) for matching scoring, industry reports, automatic translation and similar features.

AI-generated outputs are provided for reference only. We do not warrant the accuracy, completeness or fitness for any particular purpose of such outputs. Users bear sole responsibility for final decisions.

AI evaluation features (in particular those triggered by an "AI Evaluate" button) are provided primarily for SBGG internal analysis and Admin use. Where AI output is shown to non-Admin users, it will be clearly labeled.

Users must not:

• Engage in any activity violating laws or public order
• Infringe the rights of other users or third parties
• Interfere with operation of the Service (unauthorized access, reverse engineering, DDoS, etc.)
• Impersonate others or register false information
• Use candidate or host company personal data outside the purpose of the Service or share it with third parties
• Use the Service in connection with anti-social forces or provide benefits to such forces
• Engage in any other activity we deem inappropriate

Users represent and warrant that neither they nor their officers belong to or are associated with anti-social forces (organized crime groups, group members, related companies, etc.).

Where we determine a User has breached this provision, we may terminate the contract without prior notice.

Default retention periods:

• Candidate photos and consent forms: auto-deleted 1 year after candidate status becomes "Placed" or "Withdrawn"
• Operation and view logs: most recent 24 months
• Raw scraped data: processed in memory only; not persisted (Pattern C / on-the-fly)
• Statistical / aggregate values: retained without time limit (factual information)
• Inquiry records: 3 years after resolution

Notwithstanding the above, data subject to statutory retention obligations is retained for the required period.

Users may request termination via the in-app inquiry form or by contacting Admin directly. Upon termination, the user account and associated credentials are promptly deactivated.

After termination, logs and information subject to statutory retention will be retained under our management for the periods stated in Section 10.

Information about organizations and candidates may be self-reported. We do not warrant accuracy; verification remains the User's responsibility.

We exercise reasonable care in providing the Service but are not liable for damages arising from interruption, data loss, third-party unauthorized access or similar events except where caused by our intent or gross negligence.

In any case, our liability is capped at the total fees paid by the affected User during the immediately preceding 12 months.

We may amend these Terms when necessary. Amendments are notified via in-app posting or email; continued use of the Service after notice constitutes acceptance.

These Terms and the Service are governed by the laws of Japan.

Any dispute between us and a User shall be subject to the exclusive jurisdiction of the Tokyo District Court as the court of first instance.