Effective Date: November 2025
Introduction
The Japanese Academy of San Diego (“School,” “we,” “us,” or “our”) is committed to protecting the privacy and security of personal information provided through our online application form. This Privacy Policy explains how we collect, use, disclose, and safeguard information submitted by parents, guardians, and applicants (“you” or “your”) through our admissions process. As a bilingual Japanese-English educational institution serving the San Diego community, we take your trust in us seriously and are dedicated to maintaining the highest standards of data protection and privacy.
Information We Collect
When you complete our online application form, we may collect the following types of personal information:
- Applicant Information: Child’s full name, date of birth, grade level, current school (if applicable)
- Parent/Guardian Information: Full names, email addresses, phone numbers, home addresses, emergency contact information
- Educational Background: Previous schools attended, academic records, language proficiency in Japanese and English, any special educational needs or accommodations
- Language and Cultural Background: Native language(s), prior exposure to Japanese language and culture, multilingual development goal
- Health Information: Allergies, medical conditions, dietary restrictions, immunization records (as required by California law)
- Communication Preferences: Preferred contact method and language (Japanese or English)
- Demographic Information: Information voluntarily provided by families that helps us understand and support our diverse student population∙
How We Use Your Information
We collect and use the information you provide for the following purposes:
- Processing and reviewing your application for admission to the Japanese Academy of San Diego
- Communicating with you about the status of your application in your preferred language
- Scheduling family interviews and campus tours
- Assessing your child’s fit with our bilingual program, curriculum, and educational philosophy
- Complying with applicable California state education regulations and federal requirements
- Contacting you regarding enrollment, tuition, school calendar, and other school-related matters
- Supporting your child’s academic success and cultural development
- Improving our admissions process and school services
- Maintaining records as required by California law and FERPA (Family Educational Rights and Privacy Act)
Data Security
We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our online application form uses encrypted connections to safeguard your data during transmission. However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security.
Information Sharing and Disclosure
We will not sell, trade, rent, or share your personal information with third parties without your consent, except as follows:
- School Staff: Information is shared internally with admissions personnel, administrators, teachers, curriculum coordinators, and other staff members who need access to process your application and support your child’s education
- School Records and Family Communications: Once enrolled, information may be communicated to relevant school personnel in both English and Japanese as needed
- Legal Requirements: We may disclose information when required by law, court order, government authority, or California Department of Education
- Service Providers: We may share information with third-party vendors (such as our application platform provider) who assist us in operating our website and processing applications, under strict confidentiality agreements
- Emergency Situations: We may share health or emergency contact information when necessary to protect the safety and well-being of your child
- School Records: Student information will be maintained in accordance with California education records laws and FERPA
California Privacy Rights
As residents of California, you have specific rights under California law regarding your personal information:
- Right to Know: You have the right to request what personal information we have collected about you and your child
- Right to Delete: You may request deletion of personal information we have collected, subject to certain legal and educational record retention requirements
- Right to Correct: You have the right to request correction of inaccurate or incomplete information
- RRight to Opt-Out: You may opt out of non-essential communications from our school
- Non-Discrimination: We will not discriminate against you for exercising your privacy rights
To exercise any of these rights, please contact our admissions office in writing or by email.
FERPA Compliance
The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student education records. Once your child is enrolled at the Japanese Academy of San Diego, FERPA provides you with the right to inspect and review your child’s educational records, request amendments, and control disclosure of information from those records (with limited exceptions). We comply fully with FERPA requirements.
Data Retention
- Application Records: We retain application information from declined applicants for one year from the date of the decision or as required by California law.
- Enrolled Student Records: Once your child is enrolled, we maintain educational records in accordance with California Department of Education requirements and FERPA regulations. Records are typically maintained for seven years after a student’s graduation or departure from the school.
- Archived Records: Some records may be retained for longer periods to comply with legal, financial, or accreditation requirements.
Parent and Guardian Rights
You have the right to:
- Access and review the personal information we have collected about you and your child
- Request correction of inaccurate or incomplete information
- Request deletion of information (subject to legal retention requirements)
- Opt out of non-essential communications
- Receive communications in your preferred language (English or Japanese)
- File a complaint with the California Attorney General’s Office if you believe your privacy rights have been violated
To exercise these rights or file a complaint, please contact our admissions office.
Children’s Privacy
Our application form is designed for parents and guardians to submit information on behalf of their children. We do not knowingly collect personal information directly from children under the age of 18 without parental consent. If we become aware that we have collected information from a child without appropriate parental or guardian consent, we will take steps to delete such information promptly.
Multilingual Communications
Given our commitment to bilingual education and serving the San Diego Japanese and international communities, we provide privacy notices and communications regarding your personal information in both English and Japanese upon request.
Third-Party Links
Our website and application form may contain links to third-party websites or services. This Privacy Policy does not apply to those external sites, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services before providing your information.
Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the “Effective Date” at the top of this document. Your continued use of our application form following the posting of revised Privacy Policy means that you accept and agree to the changes.
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
Japanese Academy of San Diego – Admissions
Email: info@japaneseacademysd.com
Phone: 858-571-7000
Address: 4811 Mt. Etna Drive San Diego, CA 92117
Hours: 7:30 AM to 5:00 PM
