Privacy Policy

Information We Collect

HarborTalk English collects various types of information to provide and improve our English conversation coaching services. We collect personal information you provide directly, including your name, email address, phone number, payment information, and language proficiency details when you create an account or subscribe to our services.

We automatically collect usage data such as session attendance, practice scenarios completed, feedback scores, progress metrics, device information, IP addresses, browser type, and interaction patterns with our platform. This data helps us personalize your learning experience and improve our service quality.

How We Use Your Information

Your personal information is used to deliver our coaching services, match you with appropriate bilingual coaches, process payments, and maintain your progress tracking dashboard. We analyze usage patterns to improve our curriculum, develop new practice scenarios, and enhance the overall learning experience.

We use your contact information to send service-related communications, including session reminders, feedback summaries, billing notifications, and important updates about our platform. You can opt out of promotional communications at any time while continuing to receive essential service messages.

Data Sharing and Disclosure

We share your information only when necessary to provide our services. Your assigned coaches receive access to your profile information, learning goals, and session history to deliver personalized instruction. Payment processors handle your financial information securely, and we never store complete credit card numbers on our servers.

For corporate team subscriptions, designated managers receive access to team progress dashboards showing aggregated performance metrics. Individual session details remain confidential unless you explicitly consent to sharing. We do not sell or rent your personal information to third parties for marketing purposes.

Session Recording and Monitoring

Live coaching sessions may be recorded for quality assurance, dispute resolution, and coach training purposes. All recordings are encrypted and stored securely. You will be notified at the beginning of each session if recording is enabled. Recordings are retained for 90 days unless required longer for specific quality or legal purposes.

You have the right to request deletion of your session recordings at any time, subject to our legitimate business needs and legal obligations. Coaches cannot access recordings outside of authorized review processes.

Data Security Measures

We implement industry-standard security measures to protect your information, including SSL/TLS encryption for data transmission, encrypted database storage, regular security audits, and access controls limiting employee access to personal data. Our infrastructure undergoes continuous monitoring for potential security threats.

Despite our safeguards, no internet transmission is completely secure. We cannot guarantee absolute security but commit to promptly notifying affected users of any data breach that may compromise their personal information, in accordance with applicable laws.

Your Rights and Choices

You have the right to access, correct, or delete your personal information at any time through your account settings. You can request a copy of all data we hold about you, object to certain processing activities, and withdraw consent for optional data collection without affecting your core service access.

For data deletion requests, we will remove your information within 30 days, except where retention is required by law or legitimate business purposes such as resolving disputes or enforcing our agreements. Some anonymized data may be retained for analytical purposes.

Children's Privacy

HarborTalk English does not knowingly collect information from individuals under 16 years of age. Our services are designed for adult learners and workplace professionals. If we discover that we have inadvertently collected information from a minor, we will promptly delete such information from our systems.

Parents or guardians who believe their child has provided us with personal information should contact us immediately. We will investigate and take appropriate action to remove the information.

International Data Transfers

As a service operating in Japan, your information is primarily stored and processed on servers located within Japan. However, some service providers and partners may process data in other countries. When we transfer data internationally, we ensure appropriate safeguards are in place through standard contractual clauses or other approved mechanisms.

By using our services, you consent to the transfer of your information to countries that may have different data protection laws than your country of residence. We maintain the same level of protection regardless of where your data is processed.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, remember your preferences, analyze site traffic, and provide personalized features. Essential cookies are necessary for core functionality, while optional cookies help us understand usage patterns and improve our services.

You can control cookie preferences through your browser settings or our cookie management tool. Disabling certain cookies may limit some features but will not prevent access to core coaching services. For detailed information, please see our Cookie Policy.

Third-Party Services

Our platform integrates with third-party services including payment processors, video conferencing tools, analytics providers, and customer support systems. These partners have their own privacy policies governing their data practices. We carefully select partners who maintain strong privacy standards and limit their access to only necessary information.

We are not responsible for the privacy practices of external websites linked from our platform. We encourage you to review the privacy policies of any third-party services you access through HarborTalk English.

Marketing Communications

With your consent, we may send promotional emails about new features, special offers, coaching tips, and company news. Each marketing email includes an unsubscribe link, and you can manage your communication preferences in your account settings.

Even if you opt out of marketing communications, we will continue to send transactional emails necessary for service delivery, such as session confirmations, payment receipts, and important account notifications.

Data Retention

We retain your personal information for as long as your account remains active or as needed to provide services. After account closure, we retain certain information for legitimate business purposes including legal compliance, dispute resolution, and fraud prevention, typically for a period of seven years.

Session recordings are automatically deleted after 90 days unless flagged for quality review or legal preservation. Anonymized usage statistics may be retained indefinitely for research and service improvement purposes.

Legal Basis for Processing

We process your personal information based on several legal grounds: contractual necessity to deliver our coaching services, compliance with legal obligations, legitimate interests in improving our services and ensuring platform security, and your explicit consent for optional processing activities.

You have the right to withdraw consent at any time for processing based solely on consent, though this may affect our ability to provide certain features or services.

Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, legal requirements, or service features. We will notify users of material changes through email and prominent notices on our platform. Continued use of our services after changes take effect constitutes acceptance of the updated policy.

We encourage you to review this policy periodically to stay informed about how we protect your information. The "Last Updated" date at the top indicates when this policy was most recently revised.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: privacy@nylvenfield.com
Phone: +81 45-834-8114
Address: Japan, 〒222-0037 Kanagawa, 横浜市港北区Kohoku Ward, Okurayama, 3 Chome−42−13 エスポワール 大倉山 1 階

We aim to respond to all inquiries within 30 days. For urgent privacy concerns, please indicate "URGENT" in your subject line.