Privacy Policy

1. Who We Are

Hakuba.Jobs ("we", "us", "our") is operated by Beyond Peaks LLC (Beyond Peaks合同会社), a limited liability company established in Japan ("Beyond Peaks"), registered at 310-2 Hirafu, Kutchan-cho, Abuta-gun, Hokkaido 044-0077, Japan (representative partners: Guy Kerr (カー涯) and 本多翔ジョシュア). Beyond Peaks is the business operator handling personal information (個人情報取扱事業者) under Japan's Act on the Protection of Personal Information ("APPI") and the data controller for the purposes of laws such as the EU/UK General Data Protection Regulation ("GDPR") where those laws apply. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at hakuba.jobs and related services, including every Beyond Peaks regional job board (such as niseko.jobs, hakuba.jobs and queenstown.jobs), which share the same infrastructure and one account. You can contact us about anything in this policy at info@beyondpeaks.jp.

2. Information We Collect

We collect the following categories of information, depending on how you use the platform:

• Account information: your name, email address, and authentication data (such as a password or one-time login codes).
• Sign-in provider information: if you choose to sign in with Google or Facebook, we receive your name, email address and profile picture from that provider. We never receive your password for that service.
• Candidate profile information: nationality, date of birth, address or current location, phone number, photo, languages, work experience, education, desired roles and start date, and your resume/CV and other documents you upload.
• Visa and immigration information: your residence status, visa situation, work eligibility details, and information you provide when using our visa or work-readiness tools (including answers you give in guided chat conversations). We treat this information with heightened care — see Section 3.
• Employer information: company name, description, addresses, contact details, logo, information about representatives who manage the account, verification details, and billing information for paid services.
• Application information: when you apply for a job, we create a snapshot of the profile details you choose to submit (name, contact details, nationality, education, visa situation, photo, and resume) so the employer receives an accurate record of your application as of that moment. We also record the status the employer gives your application and, if the employer chooses one, a short reason for not going ahead (such as dates or language).
• Housing information: if you list a place to live, the listing, its photos, the host name shown on it, and the contact details you give us; if you apply for housing, your name, contact details, preferred way to be contacted, move-in dates and message.
• Reviews and community content: review text, ratings, your chosen display name, and the email address used to verify your review (your email is never displayed publicly).
• Communications: messages exchanged with employers or candidates through the platform, correspondence with us, and whether our emails to you were delivered, bounced or marked as spam.
• Consent records: a log of the consents you give or withdraw (what you consented to, the version of the text, and when).
• Billing records: invoices and payment status for paid employer services. Payment is currently by invoice (such as bank transfer); if we accept card payments, they are processed by a dedicated payment provider (such as Stripe), and full card numbers are never stored on our systems.
• Technical and usage data: IP address, browser and device information, pages visited, features used, cookies, analytics identifiers, and what the app keeps on your device (see Section 10).

3. Visa and Immigration Data

Information about your residence status and visa situation is provided by you voluntarily and is used only to operate the features you request — such as indicating your work eligibility to employers you apply to, or generating informational work-readiness assessments. Our visa tools are informational only: they do not make immigration decisions, and no assessment result has any legal effect. We never use nationality to score or rank candidates for employers. On job pages for roles in Japan, we may use the nationality in your profile to tell you whether Japan's working holiday visa fits that listing; this hint is shown only to you.

4. Purposes of Use

We use your personal information for the following purposes:

• To operate the platform: hosting candidate profiles, employer directories, job listings, applications, reviews, and messaging.
• To deliver applications to employers and, where you opt in to scouting, to make your profile visible to registered employers.
• To provide informational visa and work-readiness tools you choose to use.
• To let you use one account on every Beyond Peaks job board (such as niseko.jobs, hakuba.jobs and queenstown.jobs) without entering your details again. Using one board does not show your profile to employers on another: an employer sees it only when you apply to them, or when you choose to make it visible through scouting.
• To run Housing: show listings, send a housing application to the host of that place and to Beyond Peaks, and review listings before and after they are published.
• To verify accounts, moderate reviews and content, and keep the platform safe and trustworthy.
• To run each board: a small number of Beyond Peaks staff can open the latest CV of a candidate on that board, through a link that expires after 5 minutes. Each opening is logged. Passports, residence cards and licences cannot be opened this way.
• To send service notifications (such as new messages and application status updates); announcements about our own services that are relevant to you (such as housing for people who told us they need it), each with a link to unsubscribe; and, only if you tick the box, member perks and local deals by email, which you can stop at any time.
• To translate platform content between English and Japanese so both audiences can use the service.
• To invoice and collect payment for paid employer services.
• To analyze aggregate usage and improve the platform.
• To comply with legal obligations and respond to lawful requests.
• Where the GDPR applies, our legal bases are: performing our contract with you (your account, applications, messages and housing applications); your consent (reading a résumé with AI, visa-support sharing, member perks emails, and signing in with Google or Facebook); our legitimate interests (keeping the platform secure, preventing fraud, service emails, and improving the platform); and compliance with legal obligations.
• We will not use your personal information for purposes beyond these without informing you or obtaining your consent as required by law.

5. AI-Assisted Processing

Some features use artificial intelligence to process the information you provide:

• Resume reading ("Read with AI"): before a résumé is sent, we ask you and name the provider (Anthropic); it is sent only if you agree. AI then suggests profile details (experience, education, languages) for you to review, and nothing on your profile changes until you choose what to apply.
• Applicant summaries: if an employer you apply to uses applicant summaries, an AI model (Anthropic Claude) reads the CV attached to your application and summarises your work history for that employer. It records only what your CV says and does not judge visa status or suitability. Your profile is not changed.
• Job matching: AI may suggest jobs that fit your profile. Suggestions are informational and do not affect your ability to apply to any job.
• Translation: job listings, reviews and other content may be machine-translated between English and Japanese.
• Work-readiness assessments: our guided visa tools use a rules-based engine, supported by AI, to produce informational assessments only.
• AI providers (currently Anthropic and OpenAI) process this data as our service providers under contract and are not permitted to use your personal information to train their general-purpose models.
• No decision that produces legal effects or similarly significant effects on you is made solely by automated means.

6. Sharing With Employers and Housing Hosts

When you apply for a job, the application snapshot described in Section 2 is shared with that employer. If you opt in to scouting, the profile details you choose to make visible can be viewed by registered employers so they can contact you about opportunities; you can switch scouting off at any time in your profile settings. Employers are contractually required to use candidate information only for recruitment purposes and to keep it confidential. When you apply for housing, your housing application (Section 2) goes to the host of that place and to Beyond Peaks, which runs Housing; your résumé, visa details, nationality and the rest of your profile are not shared with hosts. Hosts must use your details only to deal with your application.

7. Sharing for Visa Support

If you request visa support, we share the minimum necessary details with a partner licensed immigration specialist (行政書士, administrative scrivener) only after obtaining your explicit, recorded consent. You may withdraw that consent at any time, which stops further sharing.

8. Service Providers

We use a small number of service providers to run the platform. They process personal information only on our instructions and under contracts consistent with applicable data protection law:

• Supabase — database, authentication, and file storage (Tokyo region).
• Vercel — web hosting and content delivery.
• Resend — transactional email delivery (verification codes, notifications).
• Google Analytics — aggregate usage measurement (see Section 10).
• Anthropic and OpenAI — AI processing described in Section 5.
• Google and Meta (Facebook) — sign-in, only if you choose to use it.

9. Other Disclosures

We do not sell your personal information. Beyond the sharing described above, we disclose personal information only: when required by law or a competent authority; where necessary to protect life, safety, or property; to enforce our terms or protect our legal rights; or in connection with a merger, business transfer, or succession, in which case the recipient remains bound by this policy and we will notify you of any material change.

10. Cookies, Device Storage and Analytics

We use essential cookies and similar storage on your device to keep you signed in and remember your preferences (such as your language). The app also keeps a copy of your checklist, profile and applications on your device so they open with no signal; that copy is deleted when you sign out and is never sent anywhere. We also use Google Analytics on our website and app to understand how the platform is used; this involves cookies and the collection of technical data such as your IP address and device information by Google on our behalf. We do not use third-party advertising cookies. You can limit analytics through your browser settings or Google's opt-out tools; essential cookies are required for the platform to function.

11. International Data Transfers

Our primary database infrastructure is located in Japan (Tokyo), but some of our service providers store or process data outside Japan — including in the United States (for example, our hosting, email, analytics, AI and sign-in providers). Where personal information is transferred outside Japan, we take the measures required by the APPI, including contracts requiring the recipient to protect your data to a standard equivalent to the APPI. Further information about the countries involved and the safeguards in place is available on request at info@beyondpeaks.jp.

12. Data Retention and Deletion

We keep your personal information while your account is active. You can delete your account at any time, in the app or on the website; hakuba.jobs/delete-account sets out the steps. Deletion happens after a short grace period (currently 14 days, so you can change your mind), after which your personal information is deleted or irreversibly anonymized. If you never created a profile, your sign-in is deleted straight away. Note that: employers you applied to keep a record that an application was made (the job, its status and dates), with its contents erased, and anything an employer already downloaded, saved or received by email is outside our control; we keep the record of the consents you gave and withdrew, messages employers sent you, and any visa-support request with a conversation attached; review content may be retained in anonymized form; and we may retain limited records where the law requires it (for example, billing and tax records). How long what stays is kept, counted from when the deletion is complete: the anonymous record of an application (shown to the employer as "Withdrawn by the candidate"), messages employers or our team wrote to you, the record of your consents, any visa-support request with a conversation attached, and the record that you asked for deletion and when it was done (with no name, email address or ID document) are each deleted after 3 years; deleted data left in encrypted backups is gone within 30 days; and server logs are rotated within 30 days.

13. Security

We protect your information with measures including encryption in transit, access controls and least-privilege administration, row-level database security, and time-limited signed links for private files such as resumes. Our infrastructure providers maintain independent security certifications such as SOC 2 and ISO 27001. No method of transmission or storage is completely secure, and we cannot guarantee absolute security, but we review our safeguards regularly and will notify you and the relevant authorities of any data breach as required by law. Where personal data is handled outside Japan (mainly in the United States), we have checked that country's rules on personal information, as published by Japan's Personal Information Protection Commission, and apply the measures above.

14. Your Rights

You can exercise the following rights at any time by contacting info@beyondpeaks.jp or using your account settings:

• Request disclosure of the personal information we hold about you, including records of third-party provision (APPI).
• Correct, complete, or update inaccurate information.
• Request deletion of your account and personal information, or cessation of use or third-party provision.
• Opt out of scouting visibility at any time in your profile settings.
• Withdraw any consent you have given (including visa-support sharing and optional communications) without affecting prior lawful processing.
• Request a copy of your data in a portable format.
• If the GDPR applies to you, you also have the rights of access, rectification, erasure, restriction, portability, and objection, and the right to lodge a complaint with your supervisory authority.
• You may also lodge a complaint with Japan's Personal Information Protection Commission (PPC).
• We will verify your identity before acting on a request and respond without undue delay. We do not charge a fee for these requests.

15. Children

The platform is not intended for individuals under 18 years of age, and we do not knowingly collect information from children. If you believe a minor has provided us personal information, contact us and we will delete it.

16. Our Infrastructure and Future Changes

Our job boards run on infrastructure we operate directly, built on Supabase and Vercel, with candidate accounts and consent records kept in our own candidate system. We moved the boards there from the Base44 platform in 2026; your consents and consent records moved with your account. Beyond Peaks remains the operator and responsible party for your personal information. Our services may in future be operated jointly with, or succeeded by, an affiliated entity under common control. Any such change would take the form of a business succession under applicable law: the purposes of use would not change, the successor would be bound by this policy, your consent records would travel with your account, and we would notify you before the change takes effect. We will update Section 8 as providers change.

17. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date above shows the current version. We will notify registered users of material changes by email or platform notification before they take effect.

18. Contact Us

Beyond Peaks LLC (Beyond Peaks合同会社), 310-2 Hirafu, Kutchan-cho, Abuta-gun, Hokkaido 044-0077, Japan, operates this platform. For questions, requests, or complaints about this Privacy Policy or your personal information, contact us at info@beyondpeaks.jp. We aim to respond promptly to all privacy inquiries.