Privacy Policy
Last Updated: June 2026
Tokyo Newcastle (“Merlin English Studio,” “we,” “us,” or “our”) provides online English assessments, tutor matching, lessons, and related services to learners and families.
This Privacy Policy explains how we collect, use, store, and share personal information when you visit our website, contact us, book an assessment, or use our services.
1. Information We Collect
We may collect the following information:
- your name, WeChat ID, and other contact details you choose to provide;
- the learner’s English level, learning goals, and interests;
- information provided during an assessment;
- messages, enquiries, and other communications with us.
2. How We Use Personal Information
We use personal information to:
- respond to enquiries and provide customer support;
- arrange assessments, trial lessons, and regular lessons;
- recommend suitable tutors, lesson formats, and learning plans;
- personalise lesson topics and materials;
- manage bookings, payments, and service records;
- monitor learning progress and improve our services;
- maintain the security and operation of our website;
- comply with legal and regulatory requirements.
We will not use personal information for purposes that are unrelated to those described above without providing notice or obtaining consent where required.
3. Information About Young Learners
Where a learner is under 18, we may collect information through a parent or legal guardian and communicate with them about assessments, lessons, payments, and learning progress.
Where parental or guardian consent is required by applicable law, we will obtain that consent before collecting or using the learner’s personal information.
4. Tutors and Service Providers
We may share personal information with tutors and service providers only where this is necessary to deliver or operate our services.
These recipients may include:
- tutors assigned to the learner;
- video-conferencing and communication providers;
- website hosting, cloud storage, and technical support providers;
- booking and payment service providers;
- professional advisers where reasonably necessary.
Tutors receive only the information reasonably required to prepare for and provide lessons.
We require service providers to handle personal information appropriately and only for the agreed purpose.
5. International Data Transfers
Our tutors and service providers may be located outside Japan. Personal information may therefore be accessed, stored, or processed in another country.
Where required by applicable law, we will provide relevant information and obtain consent before transferring personal data to a recipient outside Japan. We will also take reasonable steps to confirm that appropriate safeguards are in place.
6. Retention of Personal Information
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including the provision of services, maintenance of business records, resolution of enquiries, and compliance with legal obligations.
When personal information is no longer required, we will delete it or make it anonymous using appropriate methods.
7. Data Security
We take reasonable organisational, technical, and physical measures to protect personal information from unauthorised access, loss, misuse, alteration, or disclosure.
Access to personal information is limited to tutors, staff members, and service providers who need it for their work.
No method of internet transmission or electronic storage can be guaranteed to be completely secure.
8. Your Rights
Subject to applicable law, you may ask us to:
- confirm whether we hold your personal information;
- provide access to your personal information;
- correct inaccurate or incomplete information;
- stop certain uses of your personal information;
- delete personal information where legally permitted;
- explain how to submit a complaint or request.
We may ask you to verify your identity before responding. A parent or legal guardian may make a request on behalf of a learner where legally permitted.
9. Cookies and Website Data
Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website usage, and improve performance.
You can manage cookies through your browser settings. Disabling some cookies may affect how parts of the website work.
Where third-party analytics or advertising tools are used, further information should be provided in our Cookie Policy or cookie settings.
10. Third-Party Websites and Services
Our website may contain links to third-party websites or services, including communication, payment, and video-conferencing platforms.
Their handling of personal information is governed by their own privacy policies. We recommend reviewing those policies before using the relevant service.
11. Changes to This Privacy Policy
We may update this Privacy Policy when our services, business practices, or legal obligations change.
The revised version will be posted on this page with a new “Last updated” date. Where a change materially affects how personal information is handled, we will provide additional notice where appropriate.
12. Contact Us
For questions, requests, or complaints regarding this Privacy Policy or our handling of personal information, please contact:
Business name: [Full legal company name]
Trading name: Merlin English Studio
Representative: [Name of representative]
Address: [Registered business address]
Email: [Privacy contact email]
WeChat: EnglishTutor_2024
Website: [Website address]