Privacy Policy
Welcome to our website. We take the protection of your data very seriously. We have therefore outlined how we process your personal data below.
Data categories, data sources
We fundamentally process the personal data that you share with us in the context of an enquiry, a pre-contractual legal relationship or a contractual relationship.
General processing of visitor data
It is generally possible to use our website without providing any personal data.
However, please note that even in this case, access data is collected and stored in the server log files. The following data is stored in particular:
- Browser type/your browser version,
- Operating system,
- The website from which you accessed our site,
- Date and time of your visit,
- Your IP address.
We analyse this information exclusively to ensure technically secure and flawless site operation. As per Japan’s data protection law, the Act on the Protection of Personal Information (APPI), the above mentioned data falls under the definition of the Personally Referable Information and thus the transfer of such data would be regulated by the APPI. The data collected cannot be traced back to you personally and will not be merged with other data.
However, in the case of specific indications of illegal use, we reserve the right to evaluate the data accordingly.
Contact and meeting request
If you contact us via email or through a provided form, or send us a meeting request to meet with us at an event we are attending, we process the personal data you provide to respond to your inquiry. We delete the data after your request has been fully processed, unless there is a contractual or legal obligation to retain it.
In connection with an inquiry, we may process the following personal data:
- First name and last name
- Your organization and division
- Postal address
- Email address
- Description of your inquiry.
In connection with a meeting request, we may process the same data, except for details regarding the subject of your inquiry.
The legal basis for processing is your consent to the data processing, which you provide when submitting your inquiry or meeting request, or, if applicable, the necessity for the initiation, execution, or termination of a contractual relationship if your inquiry relates to a contract (Article 18, APPI). We have indicated which data you must provide for us to process your inquiry by marking the relevant fields accordingly. Please note that if you do not provide the required or complete mandatory information, we may not be able to address your inquiry or meeting request or may not be able to do so immediately or fully. If you only provide the mandatory information, there will be no negative consequences for you. We are happy to assist you through alternative contact methods if you wish to avoid entering personal data. Please contact us via the options mentioned above.
Processing of personal data based on consent (Article 18, APPI)
We will obtain consent from you for specific purposes explicitly defined in connection with the data collection in individual cases (e.g. enquiry via a contact form, subscription to a newsletter, use of third party and analytics cookies and external plug-ins).
Data processing is carried out only to the extent that you have provided us with consent. It may not be possible to process your enquiry without your consent, in which case said processing will have to be made dependent on your consent. Data is processed exclusively for the explicitly specified purpose(s).
You can revoke your given consent at any time, without providing a reason and without the need to follow a specific form, with effect for the future. The withdrawal will not affect the lawfulness of processing carried out prior to the withdrawal.
Processing of personal data for the purpose of performing a contract (Article 18, APPI)
We may process personal data for the purpose of contract execution or to carry out pre-contractual measures if this is necessary. The data we process depends directly on the specific contractual relationships and their subject matter.
Processing of personal data for the purpose of performing a contract (Article 18, APPI)
We may process personal data for the purpose of contract execution or to carry out pre-contractual measures if this is necessary. The data we process depends directly on the specific contractual relationships and their subject matter.
Processing of applicant data
Job application by form, email, or in writing
If you apply for a specific position or submit an unsolicited application, we process your data to decide on the establishment of an employment relationship with you, i.e., in connection with the initiation of a potential contract, Article 18, APPI.
As part of the application process, we may process the following data:
- First and last name
- Company and Department Name
- Email address
- Postal address
- Private phone number
- Earliest possible start date
- Salary expectations
- Work Experience
- Education Details
- Social Media Profiles
- Any data you provide in your cover letter or when uploading supporting documents like Resume
We store the data for the duration of your application process. Once we have made a decision regarding your application, your applicant data will either be transferred to your personnel file (if you are hired) or, in the case of a rejection, deleted in accordance with applicable data protection laws. This means that we may retain your data as long as there is a purpose and will delete after the completion of your application process for legal defense purposes. The data will not be processed for other purposes after that time.
We have indicated which data you must provide for us to process your application by marking the respective fields accordingly. Please note that if you do not provide the required or complete mandatory information, we may not be able to process your application, or we may not be able to do so immediately or fully. This could mean that the application process cannot begin or continue. If you only provide the mandatory information, it will have no negative impact on you.
Consent for further processing of applicant data
As part of your application process, you may be given the opportunity to consent to being contacted about future job opportunities and to allow us to store your data for this purpose for a longer period. If such storage is considered, we will contact you again personally before the end of your application process to obtain your explicit consent for data storage.
In this case, we process your data based on your consent, Article 18, APPI. If you consent, we may process your personal data that you provided during the entire application process beyond the specific application process, in order to contact you later if another position might be of interest to you.
If you have provided “Sensitive personal information” under Article 2, APPI meaning personal information as to an identifiable person’s race, creed, social status, medical history, criminal record, the fact of having suffered damage by a crime, or other identifiers or their equivalent in your application letter or other documents submitted in the application process, your consent also applies to this data. However, we aim to evaluate all candidates based solely on their qualifications and therefore request that you avoid including such information in your application wherever possible.
If you consent to the processing of your applicant data for potential future contact, your data will be deleted after three years, unless you provide renewed consent for further storage. You may withdraw your consent at any time via the contact options provided under “Contact,” without the need to give a reason or follow a specific form. We will then promptly delete your data, meaning we will no longer be able to contact you regarding potential job openings. You can, of course, apply again at any time.
Use of cookies
During your visit to our website, cookies may be used on various pages. These are text files that are placed on your computer and, among other things, enable the smooth operation of your visit to our website.
The cookies we use are necessary to ensure the functionality of our website. Japanese Amended Act on the Protection of Personal Information (APPI) came into force bringing significant changes to its breach internal procedures, cross-border data transfer, and cookie consent requirements among other changes. The Amended APPI strengthens the protection of data subjects’ rights relating to the transfer of their personal data to third parties. As a general rule, the Act requires organizations to obtain the data subject’s consent before transferring any personal data to third parties. Opt-in consent refers to the explicit consent requirement where data subjects are given equally prominent options of accepting and rejecting the processing of their data.
Cookies are used in the context of usage profiles. A pseudonym is assigned to you in this process, and the usage data is stored under this pseudonym. Your IP address is only stored in truncated form, meaning that it is no longer possible to link the usage profile to you personally.
Most of the cookies that we use are deleted from your computer when you close your browser (session cookies). Other types of cookies may remain on your computer and enable us to recognise your computer using the usage profile created when you next visit our site (persistent cookies).
Cookies are used only by us on our site and not by third parties.
Data transfer and third country transfer
Your data is generally processed only by our company itself. Within our company, we ensure that only those individuals and roles who need access to your data to fulfill their tasks will handle it. In some cases, we may involve external partners as service providers to process your data.
Any data transfer will take place within the framework of a data processing agreement or another appropriate data protection legal instrument, such as EU Standard Contractual Clauses for data protection or binding internal data protection regulations at the data recipient (so-called “BCR” or “Binding Corporate Rules”). In this way, we can ensure that the processing of your data by our partners is always carried out at a level of data protection at least equivalent to the level in place within our own company.
We may also disclose your data to other third parties, particularly authorities (financial, social, or law enforcement agencies), if we are authorized or obligated to do so. Furthermore, data may be shared with those Ramboll companies that are involved or will be involved in providing the services related to the contract you have entered into with us. Again, we ensure, through the conclusion of appropriate data protection agreements, that your data is subject to at least the level of protection that would apply if processed by us.
Duration of data retention
We will erase your personal data as soon as it is no longer required in order to fulfil contractual and statutory obligations.
This period may extend beyond the actual contract duration, as the data may still be relevant after the contract has ended in relation to statutory limitation periods. Additionally, deletion can only occur once any tax and commercial law retention periods have expired. In connection with contracts, we typically store your data for up to ten years, with the standard limitation period being three years.
The criteria for the storage duration of cookies can be found in the relevant section.
Rights of data subjects
As a data subject, you have the right, under applicable data protection laws, to access, delete, correct, request data portability, restrict the processing of your data, object to the processing of your data, withdraw any consents you have given regarding data processing, and the right not to be subjected to automated decision-making (such decisions do not occur with us).
To exercise your rights, you can contact us at any time using the contact options provided on our website.
Additionally, you have the right to lodge a complaint about the processing of your data with a data protection supervisory authority at your place of residence, habitual residence, our business location, or the place of the alleged violation.
Additional notice on the right to object (for direct marketing)
In certain cases, we process personal data for the purpose of direct marketing. In such instances, you have the right to object at any time to the processing of your personal data for such marketing purposes.
The objection can be made informally at any time using one of the contact methods provided in this privacy policy or in our imprint.
Of course, you also have the right to object to all other processing of your data that we may carry out based on our legitimate, overriding interest in the processing. You may exercise this right at any time for reasons related to your personal situation, including any related profiling.
Once you have submitted your objection to the processing, we will no longer process your data, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or if the processing is necessary for the establishment, exercise, or defense of legal claims.
If you wish to request the disclosure, correction, or deletion etc. of your personal information, please contact us at the address below.
Address：
Ramboll Japan KK
Level 21F, Shin-Marunouchi Center Building
1-6-2 Marunouchi, Chiyoda-ku
Tokyo 100-0005
Japan
Responsible Personal Information Manager
Country Director Hidetoshi Goto
TEL: +81 3-6634-7785
Data Privacy team – privacy@ramboll.com , privacy.meap@ramboll.com