Japan Applicant Privacy Notice
Last updated: November 12, 2026
Introduction
Harvey respects your right to privacy and we are committed to securing and protecting any information we have about you.
This privacy notice (this “Notice”) describes the ways we collect, use and share personal data that relates to job applicants, including referrals and applicants who have applied directly through our website as well as through third party agencies and recruiters. Furthermore, this Notice applies to those applicants who have applied to work for Harvey AI Japan GK in Japan.
It is important you read this Notice so that you are aware of the purposes for which we handle information that relates to you (“Personal Data”), your rights and how the law protects you. This Notice also explains how you can exercise your rights under the Act on the Protection of Personal Information (“APPI”).
Harvey AI Japan GK is a personal information handling business operator (the “Business Operator Handling Your Personal Data”) under the APPI and is responsible for handling your Personal Data in connection with your application. Harvey AI Corporation and other group companies may jointly use your Personal Data with Harvey AI Japan GK as described in this Notice. In this Notice, references to “Harvey”, “we”, “us” or “our” refer to Harvey AI Japan GK and, where applicable, Harvey AI Corporation and other group companies involved in the handling of your Personal Data.
Personal Data We Collect and Use
We collect Personal Data directly from you when you apply for or are referred for a job at a Harvey company and we also collect Personal Data from third parties. All the Personal Data we collect, both from you, from third parties about you, and automatically is outlined in the table below.
Category of Personal Data Collected | Examples (where applicable) |
|---|---|
Identity Data | Information to help us identify you including, first name, middle name(s), surname, title, employee identification number, national identification, driver’s license, photographs, and, where required by applicable law, national insurance / social security number, tax-related information and related information. |
Contact Data | Information to allow us to contact you including, your home address, work address, email address and telephone numbers. |
Biographical and Demographic Data | Title, date of birth, gender, education history, professional history, professional qualifications and memberships, information contained within letters of application and CVs, references, language proficiencies and other skills, certifications, certification dates, and social media biographies and photographs. |
Immigration Information | Information that would allow us to verify your employment eligibility including, national identification, passport number, details of residency, and work permit. |
Other Data | This might include data not listed above that you provide to us, such as your feedback and survey responses where you choose to identify yourself. |
Content and Communications | Interview records, assessment responses, recordings (if applicable), and results including for psychometric and ability tests (if applicable). |
Information we collect automatically | Information that your browser or device automatically sends us when you use Harvey’s systems (e.g. devices, communications, IT systems and applications). |
To the extent permitted by the APPI, we may collect certain categories of information that may constitute “special care-required personal information” under the APPI. We acquire and handle such information only with your consent or as otherwise permitted by the APPI. These categories may include:
- Data related to diversity such as racial or ethnic origin or religious or similar beliefs if you disclose this information in your application or during the interview process.
- Data related to your health or disabilities you disclose regarding an accommodation request or where pre-employment medical checks are required or permitted by law.
- Data related to criminal records or history collected (if at all) during background screening that we may carry out if applicable law permits.
If you provide your consent for Harvey to collect special care-required personal information about you, you have the right to withdraw your consent at any time. If you wish to withdraw consent, please contact us at privacy@harvey.ai.
How We Use Your Personal Data (Purposes of Use)
We may handle your Personal Data for the following purposes of use:
- Create and manage the recruitment process, job applications, and a database of interested individuals and leads to conduct our recruitment processes efficiently and fairly and to manage applications effectively.
- Assess and evaluate your skills, qualifications and interests against the position applied for and other positions within Harvey, including to determine the compensation and other benefits that may be offered to you, to assess your suitability for the vacancy prior to entering into an employment contract with Harvey. We may also use machine-learning tools and algorithms from third parties to help us identify suitable applicants and review/analyze applicant information based on relevant qualifications, skills, and experience. We may also assess a candidate’s suitability for positions other than the one they originally applied for in order to identify the most suitable role for all applicants. The hiring team evaluates the results of this analysis, along with other factors, in considering an applicant for a role.
- Create recordings and transcripts of interviews, including using AI systems for transcription and note taking to create records for use in evaluating your application.
- Communicate with you about your interest in Harvey, job opportunities, applications, or the recruitment process to manage your application and keep you informed during the recruitment process.
- Verify your information, including through reference checks and background checks (which may include employment, education, and criminal record checks, subject to applicable law) to ensure the accuracy of the information provided and assess suitability for employment to comply with applicable laws (where applicable). Where background checks involve special care-required personal information, we will obtain your consent where required by the APPI.
- Send you information about the onboarding and employment experience before your first day to prepare for entering into an employment contract with you.
- Keep your record for future hiring needs, including for the purpose of communicating with you and providing you with information regarding potential career opportunities that suit your profile to effectively recruit talent.
- Comply with legal obligations (including employment laws and regulations), deal with legal disputes and to establish, exercise and defend potential legal claims.
We handle your Personal Data within the scope of the purposes of use notified or published in this Notice and in accordance with the APPI. If we wish to use your Personal Data for a further purpose that was not notified or published in this Notice, we will obtain your consent where required by the APPI before doing so.
Provision of Personal Data to Third Parties and Data Transfers
Harvey may provide your Personal Data to third parties for specific purposes including:
- Affiliates. Our corporate parent (Harvey AI Corporation), its subsidiaries, and other affiliates (when they become incorporated) under the control of our corporate parent.
Joint Use under the APPI.
We may jointly use your Personal Data described in “Personal Data We Collect and Use” with our parent company (Harvey AI Corporation), affiliates and subsidiaries for the purposes described in “How We Use Your Personal Data (Purposes of Use)”. The party responsible for such joint use:
Harvey AI Japan GK,
c/o Forvis Mazars Japan Co., Ltd.,
Akasaka Intercity 5F, 11-44, Akasaka 1-chome, Minato-ku, Tokyo 107-0052, Japan;
Representative Member: Harvey AI Corporation;
Executive Manager (Shokumu Shikkosha): Devin Knauft.
- Service Providers. These service providers process Personal Data on Harvey’s behalf. The service providers may include recruiting, HR tools, screening, verification, or background checks, compensation benchmarking, and hosting.
- Government regulators, law enforcement, tax authorities, court officials and others. We may share your Personal Data if necessary to comply with legal or regulatory obligations.
- Professional advisors, including lawyers, immigration advisors, and other professional advisors.
We may provide your Personal Data to third parties, including our parent company (Harvey AI Corporation), affiliates and subsidiaries, that are based outside Japan in connection with the purposes of use described in this Notice.
Where such provision involves a provision of Personal Data to a third party in a foreign country, we will comply with Article 28 of the APPI and rely on one of the following:
- Provision to a third party located in a country designated by the PPC. We may provide your Personal Data to a third party located in a country designated by the Personal Information Protection Commission of Japan (“PPC”) as having an equivalent level of protection (currently the EU and the UK).
- Provision to a recipient meeting PPC standards. We may provide your Personal Data to a third-party recipient in a foreign country that has established a system meeting the standards prescribed by the PPC, for example through an appropriate contract. We will take necessary measures to ensure that the recipient continues to implement equivalent measures and will provide information about those measures on request.
- Provision based on your consent. We may provide your Personal Data after obtaining your consent, provided that before obtaining it we give you the reference information required under the APPI.
You can contact us if you want further information about the specific mechanism used for a provision of your Personal Data to a third party located in a foreign country, including the reference information or measures described above. Please contact us using the contact details shown in the “Contact Us” section below.
Data Retention
Harvey’s retention periods for Personal Data are based on business needs and legal requirements. We retain Personal Data for as long as is necessary for the purpose(s) of use for which it was collected, as set out in this Privacy Notice, and any other permissible, related purposes. For example, we may retain certain information to comply with regulatory requirements regarding the retention of such data, or in the event a litigation hold is imposed.
When Personal Data is no longer needed, we will block the data in accordance with applicable regulations and either irreversibly anonymise the data (and we may further retain and use the anonymised information) or securely destroy the Personal Data.
Data Security
We have put in place appropriate security measures designed to mitigate the risk to Personal Data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed.
We limit access to your Personal Data to those Personnel and other staff who have a business need to have such access. All such people are subject to a contractual duty of confidentiality.
We have put in place procedures designed to manage any actual or suspected Personal Data breach. In the event of any such breach, we have systems in place to work with applicable regulators. In addition, in certain circumstances (e.g., where we are legally required to do so) we may notify you of breaches affecting your Personal Data.
Your Rights Relating to your Personal Data
Under the APPI, you may request the following, subject to the APPI and applicable procedures:
- Request disclosure of your Personal Data. You may request disclosure of Personal Data held by us, including records of provision to or receipt from third parties. You may specify the method of disclosure, subject to the APPI and our applicable procedures.
- Request correction, addition, or deletion of your Personal Data. If your Personal Data is inaccurate, you may request that we correct, add to, or delete it.
- Request cessation of use or deletion (erasure) of your Personal Data. You may request that we cease using or delete your Personal Data where it has been handled beyond the notified purpose of use, used in a manner that may encourage or induce illegal or improper conduct, acquired through improper or unlawful means, is no longer needed, a leakage has occurred, or there is a risk of harm to your rights or legitimate interests, in each case as permitted by the APPI.
- Request cessation of provision of your Personal Data to third parties. You may request that we cease providing your Personal Data to third parties where permitted by the APPI.
Please also note that in certain circumstances, the rights above may be subject to limitations under the APPI and applicable laws. We will notify you where this is the case.
How to exercise your rights:
If you want to exercise any of the rights described above, please email us at privacy@harvey.ai. We may need to request specific information from you to help us confirm your identity and verify your right to make the request. We try to respond to all legitimate requests within one month. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests; in this case, we will notify you and keep you updated.
Contact Us
Please direct any questions or inquiries about this Notice to the privacy team via email at privacy@harvey.ai or by mail at 201 3rd St, Suite 600, San Francisco, CA 94103.
We are committed to working with you to resolve any concern you may have about privacy. If you would like to make a complaint about our handling of your Personal Data, please contact us using the contact details above and we will reply as soon as we can. You may also lodge a complaint in Japan with the Personal Information Protection Commission:
Personal Information Protection Commission
Toranomon Alcea Tower 12th Floor, 2-2-3 Toranomon
Minato-ku, Tokyo, 105-0001, Japan
Telephone: +81-(0)3-6457-9680
Website: https://www.ppc.go.jp/en/