Recruitment Privacy Policy

This Recruitment Privacy Policy (hereinafter the “Policy”) stipulates the handling of personal information collected by Wovn Technologies, Inc. (Address: D-LIFEPLACE Minami-Aoyama 9th Floor, 2-26-1 Minami-Aoyama, Minato-ku, Tokyo 107-0062; hereinafter the “Company”) in connection with recruitment activities concerning individuals wishing to become executives or employees of the Company and those who have wished to become such in the past (hereinafter collectively “Candidates”).

1. Definition of Personal Information

In this Policy, personal information refers to any information relating to an identified or identifiable natural person.

2. Personal Information Collected

The Company may collect the following personal information from Candidates, recruiting agents, or external background screening providers.

1. • Basic information, including name, age, address, date of birth, phone number, email address, nationality, and photo
2. • Personnel information, including educational background, certifications, licenses, position, and work history
3. • Wage-related information, including annual salary, monthly salary, and bonuses
4. • Family-related information, including information about any dependents
5. • Any information provided by Candidates to the Company when applying for a position and/or in connection with the recruitment process, including resumes, curriculum vitae, application forms, and surveys, regardless of format
6. • Any information contained in communications with Candidates via conversations, correspondence, and phone calls (including both in-person and online communication conducted as interviews or otherwise)
7. • Any information related to the selection process collected by the Company via background screenings, reference checks, and other verification procedures
8. • Recruitment-related application and event participation history, as well as information regarding the results of the selection process

3. Purpose of Use of Personal Information

The Company uses Candidates’ personal information within the extent needed for the purposes below. If changes need to be made to the purpose of use, we will promptly notify or publish such changes.

1. • Deciding whether or not to hire
2. • Sharing selection process results or interview details
3. • Sharing information about future openings, as well as recruitment-related events such as seminars and information sessions
4. • Deciding on the conditions of employment
5. • To be aware of any necessary matters during the selection process and after onboarding
6. • Processing social insurance
7. • Processing legally required matters
8. • Creating various statistical data
9. • Improving the recruitment and hiring process
10. • Improving the work environment and work efficiency
11. • Handling recruitment and onboarding processes and related inquiries

4. Retention Period

The Company will retain Candidates’ information for the period required to fulfill the purposes of personal information processing as set forth in Article 3, Purpose of Use of Personal Information. The retention period of a Candidate’s information is determined based on (1) whether the Company has an ongoing relationship with the Candidate, (2) whether the Company has any legal obligations to fulfill, and (3) whether a contract needs to be fulfilled with the Candidate as one of the parties.

5. Disclosures to Third Parties

The Company will not provide a Candidate’s personal information to a third party (including third parties located abroad) without the consent of the individual, except in the cases listed below.

1. 1. When such provision is based on laws and regulations
2. 2. When the provision of personal information is necessary to protect the life, body, or property of an individual and when it is difficult to obtain consent from the said person
3. 3. When personal information is disclosed to a public institution such as a government agency or court in accordance with a request from the law or a public institution

6. Outsourcing the Handling of Personal Information to Third Parties

The Company may outsource the handling of personal information in part or in whole to external cloud service providers, recruitment consulting companies, or recruiting agencies based on an outsourcing contract. In such cases, the Company will appropriately oversee the contractors to ensure that personal information is handled safely.

7. Transferring Personal Information Outside of Japan

In some cases, the Company may transfer Candidates’ personal information to countries or regions outside of Japan. Among these countries, the U.S.A., Chile, Taiwan, and Singapore are not recognized by the European Commission as providing an adequate level of data protection. Please note that the same level of data protection as in Japan may not be provided under the laws and regulations of such countries/regions. In such cases, the Company will take appropriate measures to protect Candidates’ personal information in compliance with its legal obligations.

If the GDPR or UK GDPR applies to the handling of Candidates’ information and the Company transfers Candidates’ personal information outside of the European Economic Area (hereinafter the “EEA”), the Company will implement the Standard Contractual Clauses under Article 46, paragraph 2 of the GDPR or the UK GDPR to protect said personal information. To receive a copy of said Standard Contractual Clauses, please contact us via the information listed under Article 14. Inquiries Regarding the Handling of Personal Information.

8. Collecting and Using Non-Identifiable Information and Behavioral History

The Company may collect and/or use information regarding cookies, pages browsed, and behavioral history (hereinafter “Non-Identifiable Information”) to better understand how the site is used, improve the information provided, create reports, and display advertisements that better match Candidates and visitors to this website. This includes usage based on advertisement displays by the Company. Please refer to our Cookie Notice for more information.

Cookie Notice: https://wovn.io/legal/cookie-notice

We may also share Non-Identifiable Information with advertisers, information providers, and service providers for the same purposes.

9. Candidates’ Rights

Candidates may have certain rights regarding their personal information, such as the right to request access to their personal information, and the right to obtain copies of, correct, and delete it under applicable data protection laws. These rights must be exercised in accordance with applicable data protection laws.

To exercise these rights, please contact us via the information listed under Article 14. Inquiries Regarding the Handling of Personal Information.

We will confirm that the request for disclosure is made by the person in question based on identification documents.

10. Rights of Candidates Residing in the EEA and the UK

Candidates residing in the EEA and the UK have (1) the right to request a copy of their personal information from the Company, (2) the right to request correction, (3) the right to request deletion, (4) the right to request restricted processing of certain personal information, and (5) the right to receive the personal information they provided to the Company related to a contract or based on their consent in a structured and machine-readable format (the right to data portability).

1. • Right to object to the handling of personal information: Candidates residing in the EEA and the UK have the right to object to the handling of personal information that is processed for the purpose of legitimate interests at any time. This processing of personal information includes profiling (as well as analyzing and predicting behaviors based on a Candidate’s information; the same applies hereinafter). When personal information is processed for direct marketing purposes, Candidates residing in the EEA and the UK have the absolute right to object to direct marketing and any profiling related to such direct marketing at any time.
2. • Right to withdraw consent: When personal information is processed by the Company based on the Candidate’s consent, Candidates residing in the EEA and the UK have the right to withdraw their consent at any time. This withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.
3. • Right to lodge a complaint with a supervisory authority: Candidates residing in the EEA and the UK may have the right to lodge a complaint with a supervisory authority. Complaints can be lodged with a supervisory authority in the EU member state of the Candidate’s residence, place of work, or where the GDPR infringement occurred.

To exercise these rights, please contact us via the format listed under Article 14. Inquiries Regarding the Handling of Personal Information.

11. Personal Information That Must Be Provided

Personal information that must be provided, in part or in whole, when participating in the Company’s recruitment activities includes profile-related details such as the Candidate’s full name, age, address, date of birth, phone number, and email address, as well as information used to evaluate qualifications, including their education, work history, and certifications and information related to the position they applied for, including their current annual salary and desired annual salary. No other personal information is required by law under the contract, but failure to provide said information may result in being unable to participate in the Company’s recruitment activities.

12. Managing Personal Information

The Company will control access to personal information, restrict the means of taking personal information out, prevent unauthorized external access, prevent leakage, loss, or damage of personal information and take other necessary and appropriate measures to safely manage personal information.

13. Policy Revisions

If the Company makes revisions to the Policy, we will post a notice about the updates in advance on the website. The revised policy will automatically apply from the date specified in said notice.

14. Inquiries Regarding the Handling of Personal Information

Please send any requests or inquiries related to Candidate rights regarding the handling of personal information collected by the Company in connection with recruitment activities to the contact listed below.

Wovn Technologies, Inc. – Recruitment Team
Address: D-LIFEPLACE Minami-Aoyama 9F, 2-26-1 Minami-Aoyama, Minato-ku, Tokyo 107-0062, Japan

Email: recruit@wovn.io

15. DIFFERENCE BETWEEN LANGUAGES

If any conflict between the Japanese version and a version translated into other languages of this Policy arises, the Japanese version shall be the governing and prevailing version.

© Wovn Technologies, Inc.
Revised on: Sep 23, 2025
Published on: July 27, 2021