OptiFlow Institute

1658-14 Nishikane, Kamisukawa Town, Kawachi District, Tochigi Prefecture, 329-0607

Phone: +81-28-032-2601

Email: info@parlindoors.com

Privacy Policy

Last updated: November 16, 2025

At OptiFlow Institute, we take your privacy seriously and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you interact with our website, enroll in our programs, or communicate with us.

We believe transparency is essential, and we want you to understand exactly how your information is handled. This policy applies to all personal data we collect through our website, email communications, enrollment processes, and other interactions with our institute.

Information We Collect

Information You Provide Directly

We collect information that you voluntarily provide when you interact with our services:

• Contact Information: Including your name, email address, phone number, and mailing address when you submit inquiry forms or register for programs
• Professional Information: Such as your current employer, job title, work experience, and professional development goals
• Educational Background: Details about your education, certifications, and previous training relevant to program enrollment
• Payment Information: Billing details and payment method information necessary to process program fees
• Communication Records: Content of your emails, messages, and other communications with our staff and instructors

Information Collected Automatically

When you visit our website, we automatically collect certain technical information:

• Device Information: Browser type, operating system, device identifiers, and screen resolution
• Usage Data: Pages visited, time spent on pages, links clicked, and navigation paths through our website
• Location Data: General geographic location based on IP address for content localization
• Cookie Data: Information collected through cookies and similar tracking technologies as described in our Cookie Policy

Legal Basis for Data Processing

We process your personal data based on one or more of the following legal grounds: performance of a contract (enrollment agreements), legitimate interests (improving our services and communications), legal obligations (tax and regulatory compliance), or your explicit consent (marketing communications).

How We Use Your Information

We use the personal information we collect for specific, legitimate purposes:

Program Delivery and Administration

We use your information to process enrollments, deliver course materials, facilitate instructor communications, track progress, issue certifications, and provide ongoing student support throughout your learning journey.

Communication and Support

We contact you with program updates, respond to your inquiries, send administrative notifications about schedule changes or important announcements, and provide technical support when needed.

Service Improvement and Analytics

We analyze usage patterns to understand how students interact with our programs, identify areas for improvement, develop new course offerings based on demand, and enhance the overall learning experience.

Marketing and Promotional Activities

With your consent, we send information about new programs, special offers, industry insights, and relevant educational opportunities. You can opt out of marketing communications at any time while still receiving essential program-related updates.

Legal Compliance and Security

We maintain records as required by educational regulations, process payments in compliance with financial laws, protect against fraud and unauthorized access, and respond to legal requests from authorities when necessary.

Information Sharing and Disclosure

We take a cautious approach to sharing your personal information and only do so in specific circumstances:

Service Providers: We work with trusted third-party vendors who assist with payment processing, email communications, website hosting, and analytics. These providers are contractually required to protect your data and use it only for specified purposes.
Certification Bodies: We share relevant information with professional certification organizations when you pursue industry certifications through our programs, as required for credential verification.
Legal Requirements: We may disclose information when required by law, in response to valid legal requests, to protect our rights and safety, or to investigate potential violations of our policies.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring organization, subject to the same privacy protections.

We do not sell your personal information to third parties for their marketing purposes. We do not share your data with unrelated organizations without your explicit permission.

Data Security and Protection

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction:

Technical Safeguards

We use industry-standard encryption for data transmission and storage, secure server infrastructure with regular security audits, firewall protection and intrusion detection systems, and regular software updates to address vulnerabilities.

Access Controls

We limit data access to authorized personnel who need it to perform their job functions, implement strong authentication requirements for system access, maintain detailed access logs and monitoring, and conduct regular reviews of access permissions.

Organizational Measures

Our staff receives regular training on data protection and privacy best practices. We maintain clear policies and procedures for data handling, conduct privacy impact assessments for new systems, and have established incident response procedures for potential data breaches.

Data Retention

We retain personal information only as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Student records are maintained for seven years following program completion, as required by educational regulations.

While we implement strong security measures, no system is completely secure. We encourage you to take steps to protect your own information, such as using strong passwords and being cautious about sharing sensitive data online.

Your Rights and Choices

You have important rights regarding your personal information, and we're committed to helping you exercise them:

Right to Access Personal Data

You can request a copy of the personal information we hold about you. We'll provide this information in a commonly used electronic format within 30 days of your request.
Right to Rectification and Correction

If any of your personal information is inaccurate or incomplete, you have the right to request corrections. We'll update our records promptly upon verification of the correct information.
Right to Erasure

You can request deletion of your personal data in certain circumstances, such as when it's no longer necessary for the purposes it was collected, you withdraw consent, or there's no legal basis for processing. Some data may need to be retained for legal compliance.
Right to Data Portability

You can receive your personal data in a structured, commonly used, machine-readable format and have the right to transmit that data to another organization without hindrance from us.
Right to Object to Processing

You have the right to object to certain types of data processing, including processing for direct marketing purposes. We'll stop processing your data for these purposes upon receiving your objection.
Right to Restrict Processing

In certain situations, you can request that we limit how we use your data while maintaining the data in our systems. This might apply when you contest the accuracy of data or object to processing.

How to Exercise Your Rights: To exercise any of these rights, please contact us using the information provided at the end of this policy. We'll respond to your request within the timeframe required by applicable law.

Your Rights and Opt-Out Instructions

You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:

Avoid filling out contact forms, account registrations, or any data-submitting features
Disable cookies through your browser settings (see our Cookie Policy for more details)
Contact us directly to request the deletion of any previously shared personal data

We respect your privacy choices. If you would like us to delete your data, please reach out to us using the contact details provided below. We will process your request promptly in accordance with applicable data protection laws.

International Data Transfers

OptiFlow Institute operates primarily in Japan, but we work with service providers located in various countries. When we transfer personal data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

These safeguards may include standard contractual clauses approved by regulatory authorities, adequacy decisions confirming that the destination country provides adequate data protection, or your explicit consent for specific transfers. We only transfer data internationally when necessary for service delivery and with appropriate protections in place.

Children's Privacy

Our services are designed for adult professional development and are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from someone under 18, we will take steps to delete that information promptly.

Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or operational needs. When we make significant changes, we'll notify you through prominent notices on our website or via email to registered users.

The "Last updated" date at the top of this policy indicates when it was most recently revised. We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of our services after changes are posted constitutes acceptance of the updated policy.