To UNSUBSCRIBE from marketing emails, fill out the online Unsubscribe form
Unsubscribe form
Introduction
This Privacy Notice was last updated: December 2, 2025
This Privacy Notice describes how Robert Half Japan Ltd ("we", “us”, “our” or “Robert Half”) collects, uses, stores, discloses, or otherwise handles personal information as defined under Act on the Protection of Personal Information (“APPI”).
Types of Personal Information and Purpose of Use
Candidates (General)
When you request our work finding services, your personal information will be used for the following purposes. We are committed to handling your personal information with due regard for your privacy.
Introduction to our work finding services
Registration procedures
Evaluation of candidates’ suitability, including but not limited to, job matching, document review, interviews, and internal screening
Provision of information to the prospective employers associated with the job posting you applied for (Note: For temporary staffing applications, the personal information provided to prospective employers will be limited to information required by law and details relevant to the applicant’s ability to perform the assigned duties.)
Records related to the provision of work finding services, including but not limited to, phone calls logs, email correspondence, in-person or online meeting records, and transcriptions of online meetings
Implementation of reference checks through reference contacts designated by you
Conduct sales activities related to recruitment support and consulting services for clients
Provision of information regarding career changes, professional development, and related events
Introduction of information regarding our services
Response to your inquires and other communications
We will collect your personal information directly from you and from other sources including when you apply for a job via a job board, directly through our website, from social media sites such as LinkedIn, Facebook and X or when you provide us with your details during a job fair, promotional, networking or training event.
Registration
When you ask us to provide you with work finding services, we will ask you to register as a Candidate. During our Candidate Registration process, we will collect the following Personal Information:
Name
Home address
Telephone number
Email address
Valid work visa status in Japan (if applicable)
Job Applications
When you apply for a job opportunity through our services, the personal information you are required to submit includes the following.
Resume and/or CV
Identification documents (e.g., a copy of a government-issued photo ID)
During the job application process, we may collect information necessary to support your employment, including personal feedback and communication notes regarding your preferences, qualifications, skills, experience, suitability for the role, and performance. This information may be obtained through interviews with you, online assessments conducted at our request, and reference checks conducted either through the contacts you have provided, or by the prospective employers.
Our clients may request additional personal information about you to assess your suitability for the position and determine appropriate offers.
Artificial Intelligence (AI)
Our success is dependent on efficiently matching candidates to clients’ vacancies. In this context we use artificial intelligence (AI) provided by a third party based in the European Union as this assists our recruitment consultants perform the search and match of proposed candidates with client job vacancies more efficiently. The benefit of the AI search capability is that it supports our recruitment consultants to search more CVs and match personal information against clients’ job vacancies faster, ignoring irrelevant data. Our recruitment consultants are presented with a list of proposed candidates that are potentially suitable for a client’s vacancy, but it does not lead to automated decision-making. Our recruitment consultants decide which candidates to shortlist for a specific client’s job, based on their expertise, knowledge of the job market, insight into the client’s business and requirements for the role, candidate discussions and other relevant criteria. Clients’ (through their hiring personnel) decide which candidates to select for interview (if any). Our clients’ hiring personnel (not our AI tool) make the final decision on which candidate to select for their job (if any) and ultimately to proceed to hire/engage/employ the candidate.
If you object to the processing of your personal information by our AI tool, our recruitment consultants will continue to provide work finding services using other methods to search for job opportunities for you. The personal information of candidates who are no longer available for work, not actively seeking a job, have recently commenced permanent employment or who object the processing of their personal information by AI, will be deleted by our AI service provider.
Candidates (Individuals placed as temp staff or professionals, including fixed term employment and Independent Contractors)
When a temp staff or professional placement has been confirmed, your personal information will be used for the following purposes.
Execution of contract
Work commencement procedures
Employment management, labor administration, and provision of employee benefits (where applicable)
Provision and management of training program (where applicable)
In addition to the personal information listed under Candidates (General) candidates placed as a temp staff or professionals will be asked to submit the following personal information:
Documentation certifying legal eligibility to work in Japan for individuals who do not possess Japanese nationality (e.g., residence card)
Documents required under applicable laws and regulations for the application process for Certificate of Eligibility or Permission to Change Status of Residence, when such application is necessary for commencing work
Information necessary for payroll administration and labor/social insurance procedures, including but not limited to, bank account number, individual number, and details regarding dependents. The Individual number is collected for the purpose of being included in documents such as the withholding tax certificate, payment records, and notifications of health insurance and employees’ pension insurance enrollment, which are submitted to relevant government authorities and health insurance associations.
Results of legally mandated health examinations and interviews, where applicable. To fulfill our obligations under the Industrial Safety and Health Act, we may provide the necessary personal information to the medical institution conducting the examination or interview, and receive the results from said institution.
Timesheet information, obtained from the clients, for the purpose of salary payment to temp staff and determination of billing amounts to the clients.
Candidates (those who apply for employment with our company)
Personal information of candidates, including resumes and/or CVs, who apply for employment with our company shall be used for the following purposes.
Administrative procedures for the application
Management of internal recruitment process
Evaluation of candidates’ suitability, including but not limited to, job matching, document review, interviews, internal screening, and tests or screening conducted by third parties
Reference checks conducted through the contacts provided by you
Responses to your inquiries and other communications.
If you are applying for a role as our employee, we will collect personal information from you via your CV, referees, professional and educational organisations and other sources.
Our Clients and Suppliers
If you are a client (e.g., a hiring company) or a supplier, your personal information such as name, telephone number, and email address will be used for the following purposes.
Execution of contracts
Fulfillment of contractual obligations (e.g., invoicing, approval of timesheets)
Client and supplier relationships management
Sales activities related to our services
Maintenance of records related to sales activities, including but not limited to, phone calls logs, email correspondence, in-person or online meeting records, and transcripts of online meetings
Provision of marketing information and updates regarding our services
Response to your inquiries and other communications
The source of a corporate point of contact may be the individual themselves, or their name and business details may be provided to us by a member of their HR or procurement department or another hiring manager or existing business contact or a candidate we have placed at the organization. We may also obtain these details from websites, social media and other sources.
Referees
If you are a referee of the candidate, your personal information such as name, job title, place of employment, email address, and telephone number will be used for the following purpose.
Conducting reference checks to assess the suitability of the candidates
Visitors
When visiting our headquarters, we kindly ask all visitors to complete a pre-registration process as part of our security management procedures. The information required for building entry registration such as company name, your name, email address, and scheduled date and time of visit will be provided to the building management company and handled in accordance with their privacy policy.
Website Visitors and Marketing Email Recipients
We may automatically collect or receive from third parties the following data (“Informative Data”) through tracking tools such as cookies, web beacons, or tracking pixels embedded in our website or marketing emails for targeted advertisement, analysis of the effectiveness of our marketing campaigns and services, optimization of ad delivery, and measurement of website traffic and performance. We may use this Informative Data either independently or in combination with other personal information. For more information regarding the cookies we use, please refer to our Cookie Notice.
Informative Data includes:
technical data including internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website
data that cannot independently identify a specific individual, includes behavioral history (data used to analyze interests and preferences by aggregating data such as website browsing history), email tracking information, and advertising identifier information.
You may opt out of email tracking by unsubscribing from marketing emails. You can also opt out of cookies through your cookie settings.
Submission of Personal Information
Unless otherwise required by law, the submission of your personal information to us is voluntary. However, please note that if you choose not to provide such information, you may not be able to use our services or proceed with your job application.
If you provide us with information about third parties, we will assume that the third party has authorized you to do so, and has also permitted Robert Half to collect, process and disclose their personal information to the same extent as yours.
Entrustment of Personal Information
We may entrust the handling of personal information to external third parties to the extent necessary to achieve the purposes described in the section “Types of Personal Information and Purposes of Use”. We impose appropriate contractual, security, confidentiality, and other obligations on these third party processors, depending on the nature of the services they provide to us. These third parties are permitted to handle your personal information only in accordance with applicable laws and our instructions. We do not allow these third parties to use your personal information for their own purposes, and we ensure that your personal information is securely returned or disposed of upon termination of our relationship with them.
Our third party service providers may be located in Japan, Australia, the United States, the European Economic Area, and other countries. Please note that data protection laws in countries outside Japan may not offer the same level of protection as those within Japan. In such cases, we take appropriate measures to ensure that your personal information is adequately protected, securely stored, kept confidential, and transferred based on a valid legal basis.
Provision of Personal Information to Third Parties
We use your personal information solely for the purposes for which it was collected, and we do not provide your personal information to third parties without your consent. However, to the extent necessary or appropriate and without notifying you, Robert Half may disclose your personal information to external third parties (who are not members of the Robert Half group of companies) in the following circumstances:
When required by law (e.g., notification to clients under the Act on Ensuring the Proper Operation of Worker Dispatching Services and Protecting Dispatched Workers)
To comply with applicable laws, the service of legal process, or if we reasonably believe that such action is necessary to: (a) comply with the law requiring such disclosure; (b) protect the rights or property of Robert Half or its group companies and it is difficult to obtain your consents in advance; (c) prevent a crime, protect national security or for fraud detection or prevention and it is difficult to obtain your consents in advance; or (d) protect the personal safety of individuals using our website or members of the public and it is difficult to obtain your consents in advance.
To third parties in and outside Japan to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them.
Marketing Emails
We may send emails containing information regarding our services, employment market trends, or promotional campaigns (such as salary guides) to individuals who have subscribed via our website, exchange business cards with our employees, or have an existing business relationship with us. You may opt out of receiving such marketing communications at any time by clicking the Unsubscribe link included in the marketing email.
Please note that emails related to non-marketing matters such as notifications and updates regarding business transactions between us cannot be unsubscribed from. Additionally, our consultants may send you information by email that aligns with your preferences or may be of interest to you. If you have already secured employment or are no longer interested in receiving updates about specific job opportunities, please inform your consultant accordingly.
Joint Use
Robert Half is part of an international group of companies operating globally. We may share and jointly use some of your personal information or Informative Data with our group companies, including Protiviti LLC (Protiviti Goudou Kaisya) a Japan based consultancy, our parent company Robert Half Inc., based in the United States, and other group companies outside Japan, who may use and process your personal information or Informative Data to the extent necessary to achieve purposes as described in this Privacy Notice. Robert Half Japan Ltd, TOKYO TORCH Tokiwabashi Tower 24F, 2-6-4 Otemachi, Chiyoda-ku, Tokyo, 100-0004, Japan, will be responsible for the management of the jointly used Personal Information. Please refer to the Corporate Information for further details about Robert Half Japan Ltd.
Data Security
Robert Half will endeavor to take reasonable steps to protect personal information from misuse, interference, loss, unauthorized access, modification or disclosure. You should note that the internet is not a completely secure method of transmitting information and, as such, we are not responsible for the security of any information sent or received over the internet. Furthermore, Robert Half may disclose, and you consent to such disclosure of personal information to Robert Half servers and electronic systems located outside the country where you are located. This is due to Robert Half using overseas facilities to store, process or back up its information. However, this does not change our commitment to keep your information secure.
Access Requests and Correction
You may request that we correct personal data that is inaccurate or out of date, erase and cease processing your personal data and cease disclosing your personal data to third parties in accordance with APPI, subject to limited exceptions set out in the APPI.
We may charge a reasonable fee to exercise any of these rights where permissible under applicable laws. Alternatively, we may refuse to comply with your request in certain circumstances. If you have any inquiries or requests about our handling of your personal data, please contact us by emailing [email protected]. If you have a “My Page” account, please log in to review and update your registered information.
Revisions to the Privacy Notice
If we change material terms in this Privacy Notice, we will provide notice of the revised Privacy Notice for 30 days on our homepage with a link back to this Privacy Notice or we will ask you to consent to the updated Privacy Notice if requested by any applicable law. Provided the purpose for which we have collected the personal information has not significantly changed, the amended Privacy Notice will apply between us after the notice period has passed, regardless of whether or not we have given you specific notice of any change.
This Privacy Notice is effective as of December 17, 2025. If you have any questions about this Privacy Notice, please contact us at:
Robert Half Japan Ltd
TOKYO TORCH Tokiwabashi Tower 24F
2-6-4 Otemachi
Chiyoda-ku, Tokyo
100-0004
Japan
Email: [email protected]
