Processing of Personal Data
The Foundation properly processes personal data collected by us and personal data received from award winners, contributors and invitees in accordance with the Act on the Protection of Personal Information (Act No. 57 of May 30, 2003; hereinafter, the "PIPA").
Basic principles regarding Protection of Personal Data
In relation to the processing of personal data, the Foundation clarifies the following basic principles and will comply with the same.
1. Compliance with related laws and regulations
We will comply with the PIPA and related laws and regulations, as well as contracts and the internal rules of the Foundation.
2. Proper acquisition and use of personal data from data subjects
The Foundation will process personal data obtained from a data subject only within the scope of the following purposes of use and only when consent for processing is obtained from the data subject or as stipulated in the PIPA.
Hakuho Award
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information on candidate organizations (Group A: name of representative/contact person, position of representative/contact person, Group B: phone number of representative/contact person, e-mail address of representative/contact person) |
Group A, Group B→
|
Upon application: Obtained from the representative, contact person or recommender in writing or via the website |
| Basic information on individual candidates (Group A: name, organization, position, Group B: age, date of birth, address, phone number, e-mail address, career history) |
Group A, Group B→
|
Upon application: Obtained from the applicant or the recommender in writing or via the website |
| Attachments to application (images and videos) |
Applicant→
|
Upon application and upon procedures after tentative determination of award winner: Obtained from the applicant or the recommender in writing or via the website |
| Basic information on the recommender or the contact person of the recommender (name, position, organization, address, phone number, e-mail address) |
|
Upon application: Obtained from the applicant or his/her recommender in writing or via the website |
| Account information of award winner and recommender |
Award winner→
|
Award winner→ Upon procedures after determination of award winner: Obtained from the award winner or contact person via the website Recommender→ During procedures for confirming attendance at or absence from the ceremony: Obtained from the award winner or contact person via the website |
| Basic information on attendees of the ceremony (name, position, organization, phone number, e-mail address) |
|
Before the ceremony: Obtained from the attendee via the website |
| Images and videos of the ceremony and interviews |
|
At the presentation ceremony: Obtained by video/photo shooting At the interview: Obtained by interview shooting |
Research Grants for Child Education Practices
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information on the applicant (Group A: name, organization, position, Group B: maiden name, date of birth, age, sex, nationality, educational background, address, phone number, mobile phone number, fax, e-mail address) |
Group A, Group B→
|
Upon application: Obtained from the applicant via the website |
| Information necessary for conducting research (account information) |
|
Upon decision of grant: Obtained in writing from the applicant or the organization to which he/she belongs Prior to the holding of the the research result presentation meeting Obtained from the applicant via the website |
| Basic information on the recommender (name, organization, position) |
|
Upon application: Obtained from the applicant via the website |
| Basic information on joint researchers (name, sex, date of birth, nationality, organization, position, address, e-mail address) |
|
Upon application: Obtained from the applicant via the website Upon decision of grant: Obtained from the applicant or the researcher in writing |
| Information on section head and instructors (organization, department, position, name of section head/instructor) |
|
Upon decision of grant: Obtained from the applicant in writing |
| Information on grant management (Manager in charge of accounting department: organization, position, name; Person in charge of accounting affairs: name, phone number, e-mail address) |
|
Upon decision of grant: Obtained from the applicant or the organization in writing |
| Information regarding interviews (images) |
|
At the interview: Obtained by video/photo shooting |
| Information regarding the research result presentation meeting (images) |
|
At the research result presentation meeting: Obtained by video/photo shooting |
Teacher Development Scholarship
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information (Group A: name, faculty/department/course/major/year/time of enrollment/expected time of graduation; Group B: address, sex, date of birth, phone number, e-mail address, mobile phone number, educational background, academic performance, further education plan, activities in and outside of school, face photo; Guarantor information: name, relationship, phone number, mobile phone number, current address) |
Group A→
After adopting as the scholarship students,
|
Group A→ Upon application: Obtained from the student or teacher in charge in writing Group B → Upon selection of the scholarship students: Obtained from the student in writing |
| Account information |
After selecting the scholarship students,
|
Upon selection of the scholarship students: Obtained from the student in writing |
| Contact information after graduation (address, phone number, e-mail address) |
|
Upon graduation of the scholarship student: Obtained from the student in writing |
| Information on travel (address, period of overseas study) |
|
Upon determination of overseas study: Obtained from the student in writing |
| Information required for security control and health management* (health information, allergy information) |
|
Upon program participation confirmation: Obtained from the participant in writing or orally |
| Image and video information (images and videos from program participation, and images submitted) |
|
During training and events: Obtained by video/photo shooting |
| Basic information on alumni (name, sex, class year, scholarship number, name of university or graduate school, name of work place, e-mail address, and mobile phone number) |
|
Upon graduation of the scholarship student: Obtained from the alumni association in writing or as data |
| Account information of the social media used as a communication platform |
|
Upon selection of the scholarship students: Obtained from the student via social media |
*The information may be classified as special care-required personal information.
Japanese Research Fellowship
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information (Group A: address, name, sex, date of birth, nationality, phone number, e-mail address, Group B: educational background, work history, organization, position, work address, language skills, history of staying in Japan, face photo) |
|
Group A→ Upon registration of program application form: Obtained from the applicant in writing or via the website Group B→ Upon program application: Obtained from the applicant via the website |
| Information necessary for travel and residence (passport information, residency status application information, etc.) |
|
Upon program participation confirmation: Obtained from the applicant via the website |
| Information necessary for residing in Japan (address, rent and account information) |
|
Before and after arriving in Japan: Obtained from the applicant via the website |
| Image information (photos, videos) |
|
Upon implementation of program: Obtained by video/photo shooting |
| Information on recommender (address, name, sex, date of birth, nationality, phone number, e-mail address, organization, position, work address) |
|
Upon program application by applicant: Obtained from the applicant via the website |
Japanese Language Exchange Program
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information (address, name, sex, date of birth, nationality, phone number, e-mail address, educational background, work history, face photo) |
|
Upon program application: Obtained from the applicant or the representative of organization in writing |
| Information regarding previous international exchanges and Japanese language proficiency (Previous international exchanges, Japanese Language Proficiency Test, time spent in Japan, Japanese language study, writing and Japanese language proficiency self-assessment checklist) |
|
At the time of program application; to be received from the individual or representative of his/her affiliation organization in writing |
| Information necessary for travel and residence (passport information) |
|
Upon program participation confirmation: Obtained from the applicant or the representative of organization in writing |
| Information required for security control and health management* (health information, allergy information, religion information) |
|
Upon program participation confirmation: Obtained from the applicant or the representative of organization in writing or orally |
| Image and video information (Group A: images and videos from program participation; Group B: images and videos from the pre-program exchange meeting) |
Group A, Group B →
|
Group A→Upon implementation of program: Obtained by shooting or recording using video chat services such as Zoom Group B→Upon pre-program exchange meeting: Obtained from the applicant or the representative of organization by shooting, or obtained by recording using video chat services such as Zoom |
*The information may be classified as special care-required personal information.
Surveys and Research Project
(1) Photo-based Interview Survey
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information on the survey cooperator (child's name, age, sex, family members living together, guardian's address, phone number, e-mail address, occupation) |
|
Upon application: Obtained from the guardian via the website |
| Photos taken by the interviewee |
|
Upon survey: Obtained from the interviewee via the website or by printed photo |
| Interview record (video) |
|
Upon survey: Obtained by video/photo shooting |
(2) Annual Fixed-point Mail Survey
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information on the survey cooperator (guardian's name, age, sex, address, child's name, age, sex) |
|
Upon application: Obtained in writing from the guardian |
(3) Curricula Research Exchange Meeting
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information on symposium participants (name, organization, position, e-mail address) |
|
Upon receipt of symposium participation application: Obtained from the applicant or the representative of school or organization in writing or as data |
| Basic information on the symposium lecturer (name, organization, position, face photo, address, phone number, e-mail address, account information) |
|
Upon making a symposium lecturer request: Obtained from the lecturer or the representative of school or organization in writing or as data |
Social Enlightenment Business
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information (address, name, sex, date of birth, guardian's name, guardian's address, guardian's phone number, guardian's e-mail address, relationship between guardian and applicant, guardian's signature, applicant's school, applicant's grade in school) |
Used after winning an award (information on award winners only)
|
Upon competition application: Obtained in writing from the guardian |
Japanese Language Program
[Invitation to Japan Training Program]
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information (address, name, sex, date of birth, nationality, phone number, fax, e-mail address, Japanese language skill level (JLPT information), self-test of Japanese language proficiency, educational background, history of stay in Japan, history of studying and training in Japanese language, work history, face photo) |
|
Upon program application: Obtained from the applicant or the representative of school in writing or as data |
| Portfolio recording training history, etc. |
|
Upon program application: Obtained from the applicant in writing or as data |
| Video information (Group A: videos of the applicants' classes, Group B: images and videos from the joint award ceremony in Bangkok, Group C: image and videos from the program) |
Group A→
|
Group A→ Upon program application: (Only those who have passed the document screening process) Video recorded by applicant will be obtained as data Group B→ At the award ceremony: Obtained by video/photo shooting Group C→ Upon implementation of program: Obtained by video/photo shooting |
| Information necessary for travel and residence (passport information) |
|
Upon program participation confirmation: Obtained from the applicant in writing or as data |
| Information required for security control and health management* (health information, allergy information, religion information) |
|
Upon program participation confirmation: Obtained from the applicant in writing or as data or by interview |
*The information may be classified as special care-required personal information.
[Donations to universities and graduate schools providing Japanese language education and teacher training]
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information on the university contact person who sends and receives survey responses (name, phone number, e-mail address) |
|
Upon collection of survey: Obtained from the applicant in writing or as data |
| Basic information on Japanese language educators (name, address, sex, date of birth, nationality, phone number, fax, e-mail address) |
|
Upon program grant confirmation: Obtained from the educator or agent (person in charge of correspondence at the university) in writing or as data |
| Video information (images and videos from the joint award ceremony in Bangkok, images and videos of past activities) |
|
At the award ceremony: Obtained by video/photo shooting Upon making interview request: Images and movies shot or edited by the recipient of grant (individual or organization) will be obtained from the recipient of grant (individual or organization) |
| Basic information on the university contact person who handles receipt of donation (name, phone number, e-mail address) |
|
Upon grant: Obtained from the university contact person who handles receipt of donation in writing or as data |
[Award for Distinguished Persons and Contributions to Japanese Language Education and Japanese Culture and Entertainment]
| Types of Information Obtained | Purpose of Use | Method of Obtaining Information |
|---|---|---|
| Basic information on the recommender (name, position, organization, address of organization, phone number, fax, e-mail address) |
|
Upon collection of written confirmation of recommendation: Obtained from the recommender or the contact person in writing or as data |
| Basic information on the contact person (name, position, e-mail address) |
|
Upon collection of written confirmation of recommendation: Obtained from the applicant in writing or as data |
| Basic information on survey respondents (name, age, school, grade/position, e-mail address) |
|
Upon entering survey response: Obtained from the responder or, if the responder is a student, the teacher via the website |
| Basic information on award recipients (individual) or representative of award recipients (organization) (name, address, sex, date of birth, nationality, passport information, phone number, fax, e-mail address, account information) |
|
Before the award ceremony: Obtained from the award recipient (individual) or the representative of the award recipient (organization) in writing or as data |
| Video information (images and videos from the joint award ceremony in Bangkok, images and videos of past activities) |
|
At the award ceremony: Obtained by video/photo shooting Upon making interview request: Images and movies shot or edited by the award recipient (individual or organization) will be obtained from the award recipient (individual or organization) |
When there is a change in the purpose of use and consent is required for such change in the purpose of use, the Foundation will notify the data subject of such change. If consent is not obtained, the use will be limited to the extent for which consent has been obtained.
3. Provision of personal data
In order to achieve the purposes of use set forth in "2. Proper acquisition and use of personal data from data subjects", the Foundation may provide personal data to third party service providers within the scope of businesses described below; provided, however, that when outsourcing the processing of personal data, the Foundation will select a third party service provider which is confirmed to have secure information security controls in place, and have them under appropriate supervision. Unless provided for in the PIPA, the Foundation will not transfer personal data to a third party without the consent of the data subject.
[Hakuho Award]
- Secretariat-related work: Secretariat operating company, screening committee members
- Image uploading and editing work: Secretariat operating company, dedicated camera person
- Video editing and uploading work: Video editing company
- Uploading work to the Foundation's website: Website production company
[Research Grants for Child Education Practices]
- Secretariat-related work: Secretariat operating company, screening committee members
- Uploading work to the Foundation's website: Website production company
- Data storage management work: System management company
[Teacher Development Scholarship]
- Teacher Development Scholarship secretariat operation: Printing company, data management company
- Video editing and uploading work: Video editing company
- Uploading work to the Uploading work to the Foundation's website related to the teacher development scholarship: Website production company
- Data storage management work: Data management company
- Insurance work: Insurance company
- Alumni training support measures secretariat Event production company
- Alumni interviews for update articles Website production company
[Japanese Research Fellowship]
- Secretariat-related work: Host research organization, secretariat operating company, screening committee members
- Video editing and uploading work: Video editing company
- Uploading work to the Foundation's website: Website production company
- Travel arrangement work Travel agency
- Data storage management work: System vendor
- Insurance work: Insurance company
- Travel procedures work Attorneys, Immigration Services Agency of Japan, Ministry of Health, Labour and Welfare, tax office
[Japanese Language Exchange Program]
- Secretariat-related work: Incorporated administrative agencies, Japanese language teacher associations in each country (limited to contracted associations), doctors attending the program, event management and operating companies, screening committee members, teachers and students participating in the program, homestay host families
- Video editing and uploading work: Video editing company
- Uploading of participants' information to the Foundation website (name of teacher, name of school) Website production company
- Travel arrangement work Travel agency
- Data storage management work: System vendor
- Insurance work: Insurance company
[Surveys and Research Project]
(1) Photo-based Interview Survey
- Outsourcing of survey implementation: Survey company
- Report production: Editing and design company
(2) Annual Fixed-point Mail Survey
- Outsourcing of survey implementation: Survey company
(3) Curricula Research Exchange Meeting
- Secretariat-related work: Secretariat operating company
- Data storage management work: Secretariat operating company
[Social Enlightenment Business]
- Secretariat-related work: Secretariat operating company, selection committee members
- Uploading work to the Foundation's website: Website production company
- Data storage management work: Secretariat operating company
[Japanese Language Program]
① Invitation to Japan Training Program
- Secretariat-related work: The Japan Foundation (Headquarters, Bangkok Japanese Culture Center, Japanese-Language Institute), Japanese Language and Culture Teachers Association of Thailand (JTAT), secretariat operating company, selection committee members
- Video editing and uploading work: Secretariat operating company, video editing company, event management and operating company
- Uploading of participants' information to the Foundation website Secretariat operating company, website production company
- Travel arrangement work Secretariat operating company, travel agency, attorney
- Data storage management work: System vendor
- Insurance work: Insurance company
② Donations to universities and graduate schools providing Japanese language education and teacher training
- Secretariat-related work: The Japan Foundation (Headquarters, Bangkok Japanese Culture Center, Japanese-Language Institute), Japanese Language and Culture Teachers Association of Thailand (JTAT), secretariat operating company, selection committee members
- Video editing and uploading work: Secretariat operating company, video editing company, event management and operating company
- Uploading of participants' information to the Foundation website Secretariat operating company, website production company
- Travel arrangement work Secretariat operating company, travel agency
- Data storage management work: System vendor
- Insurance work: Insurance company
③ Award for Distinguished Persons and Contributions to Japanese Language Education and Japanese Culture and Entertainment
- Secretariat-related work: The Japan Foundation (Headquarters, Bangkok Japanese Culture Center, Japanese-Language Institute), Japanese Language and Culture Teachers Association of Thailand (JTAT), secretariat operating company, selection committee members
- Video editing and uploading work: Secretariat operating company, video editing company, event management and operating company
- Uploading of participants' information to the Foundation website Secretariat operating company, website production company
- Travel arrangement work Secretariat operating company, travel agency
- Data storage management work: System vendor
- Insurance work: Insurance company
4. Transfer to a third country
When transferring personal data of a data subject to a third party, the Foundation will take necessary measures pursuant to the PIPA such as obtaining the consent of the data subject and protect such personal data. In order to perform the works set forth in "3. Provision of personal data", the Foundation may provide personal data to Vimeo, Inc., a third party service provider located in the U.S. With respect to the system of personal information protection in the U.S, please read "Survey of Systems regarding Personal Information Protection in Foreign Countries" below issued by the Personal Information Protection Commission (Japanese only).
U.S. (Federal) https://www.ppc.go.jp/files/pdf/USA_report.pdf
U.S. (New York) https://www.ppc.go.jp/files/pdf/newyork_report.pdf
Information obtained by the third party service provider will be processed in accordance with the Privacy Policy available in the following link. https://vimeo.com/privacy
5. Personal data of persons under the age of 18
The Foundation will not obtain nor process information on minors under the age of 18 without the consent of their guardian. Please promptly inform the Foundation if, in any case, it is found that a minor under the age of 18 has provided personal data to the Foundation without the consent of his//her guardian.
6. Special care-required personal information
The Foundation may obtain special care-required personal information (information on religion, health, allergies, etc., including those described in "2. Proper acquisition and use of personal data from data subjects" and "3. Provision of personal data" above) of the data subject within the scope of the purpose of use for each project only if stipulated in the PIPA or if prior consent is obtained from the data subject.
7. Anonymously processed information
The Foundation will publicize the following information as anonymously processed information upon appropriate protection measures so that no specific individual can be identified from such information and so that the personal data used for anonymization cannot be restored.
"Items of information related to individuals" included in anonymously processed information prepared by the Foundation
school age, age, sex, household income
8. Retention period
The Foundation will retain personal data only for the period necessary to accomplish the purpose of use set forth in "2. Proper acquisition and use of personal data from data subjects" above or the period required by the PIPA and other laws and regulations (including the retention period of records of provision to third parties), and will appropriately delete or destroy the same after the passage of such period.
9. Establishment of information processing management system
In order to protect personal data, the Foundation clarifies its internal management and responsibility system and appoints a person responsible for the management of personal data.
In order to protect personal data, the Foundation implements the following information processing management system to prevent theft, loss, alteration or destruction of personal data through unauthorized access.
- (Formulation of basic policy)
- In order to ensure the appropriate processing of personal data, the Foundation establishes basic policies on "Compliance with related laws, regulations and guidelines, etc." and "Contact point for responding to inquiries and complaints".
- (Establishment of regulations concerning the processing of personal data)
- The Foundation establishes regulations concerning the processing of personal data regarding the processing method, person responsible and person in charge and their duties for each stage of obtaining, use, retention, provision, deletion and destruction, etc.
- (Organizational security control measures)
- In addition to the placement of persons responsible for the processing of personal data, the Foundation clarifies the employees who process personal data and the scope of personal data processed by such employees and has established a system for reporting to and communicating with the persons responsible in the event that the Foundation becomes aware of facts or signs of any violation of the PIPA or the processing regulations.
The Foundation conducts regular self-checks and implements audits by other departments or third parties with respect to the processing status of personal data. - (Human security control measures)
- The Foundation provides regular training to employees with respect to matters which require attention in the processing of personal data.
Matters regarding confidentiality of personal data are described in the Rules of Employment. - (Physical security control measures)
- The Foundation manages the entry and exit of employees and imposes restrictions on the equipment that is allowed to be brought into areas where personal data is processed. In addition, measures are taken to prevent unauthorized persons from accessing personal data.
The Foundation takes measures to prevent theft or loss of equipment, electronic media and documents that process or contain personal data, and implements measures to ensure that personal data is not easily revealed when such equipment, electronic media, etc. are moved, including within the site of business. - (Technical security control measures)
- Access is controlled to limit the scope of persons in charge and of personal information databases, etc. processed.
Measures are also in place to protect the information systems that process personal data from unauthorized external access and unauthorized software. - (Understanding the external environment)
- The Foundation executes security control measures based on an understanding of the systems for the protection of personal information in the U.S., where personal data is stored.
10. Establishment of an immediate response system in the event of occurrence of a problem
The Foundation will have in place an organizational system to, in the case of occurrence of a problem, accurately understand the situation without delay and execute appropriate decisions and measures.
11. Rights of data subjects
The data subject has the following rights with respect to his/her personal data held by the Foundation. The data subject may exercise these rights by using the contact information described in "13. Personal Data Management System" below.
- ① Right to request access to personal data
- ② Right to request correction or elimination/deletion of personal data without undue delay
- ③ Right to restrict processing of personal data (including suspension of use or elimination, or suspension of provision to a third party)
- ④ Right to withdraw consent given by the data subject to the processing of personal data at any time (however, such withdrawal of consent will not affect the legality of the processing or transfer of personal data conducted before the withdrawal)
- ⑤ Right to file complaints to the contact point of the Foundation if unsatisfied with the Foundation's processing of personal data
- ⑥ Right to request disclosure of records of provision of personal data to third parties
12. Continuous improvement
The Foundation continuously makes various improvements through monitoring of management status or in response to changes in the external environment (including, but not limited to the revision of these basic principles).
13. Personal data management system
Hibiya Kokusai Building 14F, 2-3 Uchisaiwaicho 2-chome, Chiyoda-ku, Tokyo, 100-0011
Hakuhodo Foundation
Hirokazu Toda, Chairman
Inquiry form: https://www.hakuhodofoundation.or.jp/en/contact/form/eeapd/
Handling of Personal Data Subject to GDPR
The Foundation handles personal data it collects and the personal data of individuals residing in the EU/EEA regions* that it receives from award recipients, fellowship recipients or invitees appropriately in compliance with the General Data Protection Regulation of the European Union (hereinafter, "GDPR").
*"EU/EEA regions" means the 27 member states of the European Union and Iceland, Liechtenstein and Norway.
Basic Principles for Protection of Personal Data
The Foundation has established and will abide by the following basic principles concerning the handling of personal data.
1. Compliance with related laws and regulations, etc.
The Foundation will abide by laws, regulations, agreements and its internal rules, etc. with regard to personal data.
2. Appropriate acquisition and use of personal data from individuals
The Foundation will handle the personal data collected from individuals within the scope of the "purpose of use" set forth below, only with the consent of said individuals to such handling and in accordance with relevant laws and regulations.
In the course of its operations, the Foundation may handle personal data subject to GDPR in relation to the Japanese Research Fellowship and the Japanese Language Exchange Program.
Japanese Research Fellowship
| Type of Personal Data Received | Purpose of Use | Method of Acquisition | Lawful basis of Use |
|---|---|---|---|
| Basic information (Group A: Address, name, gender, date of birth, nationality, phone number, email address; Group B: academic background, professional background, affiliated institution, position, address of workplace, language ability, history of residing in Japan, face photo) |
|
Group A: At the time of program application form registration; to be received from the individuals in writing or through the website Group B: At the time of program application; to be received from the individuals through the website |
Individual's consent |
| Information necessary for travel to and residing in Japan (passport information, residence permit application information, etc.) |
|
Once participation in the program has been confirmed; to be received from the individual through the website | The Foundation's legitimate interests and legal obligations |
| Information necessary for residing in Japan (address, rent, bank account) |
|
Before or after arrival in Japan; to be received from the individual through the website | The Foundation's legitimate interests |
| Visual information (photographs, video) |
|
During the program; to be obtained by filming | Individual's consent |
| Information related to recommender (address, name, gender, date of birth, nationality, phone number, email address, affiliated institution, position, address of workplace) |
|
At the time of program application by the applicant; to be received from the applicant through the website | Recommender's consent |
Japanese Language Exchange Program
| Type of Personal Data Received | Purpose of Use | Method of Acquisition | Lawful basis of Use |
|---|---|---|---|
| Basic information (address, name, gender, date of birth, nationality, phone number, email address, academic background, professional background, face photo) |
|
At the time of program application; to be received from the individual or representative of his/her affiliation organization in writing | Individual's consent |
| Information regarding previous international exchanges and Japanese language proficiency (Previous international exchanges, Japanese Language Proficiency Test, time spent in Japan, Japanese language study, writing and Japanese language proficiency self-assessment checklist) |
|
At the time of program application; to be received from the individual or representative of his/her affiliation organization in writing | Individual's consent |
| Information necessary for travel to and residing in Japan (passport information) |
|
Once participation in the program has been confirmed; to be received from the individual or representative of his/her affiliation organization in writing | The Foundation's legitimate interests and legal obligations |
| Information necessary for health and safety management (information on health, allergies, and religion) |
|
Once participation in the program has been confirmed; to be received from the individual or representative of his/her organization in writing or orally | Individual's explicit consent |
| Images, visual information (Group A: images/video during participation in the program; Group B: images/video during pre-program meetings) |
Group A & B:
|
Group A: During the program; to be obtained by filming and by recording video chat services such as Zoom Group B: During a pre-program meeting; to be obtained by filming and by recording video chat services such as Zoom from the individual or representative of his /her affiliation organization |
Individual's consent |
Social Enlightenment Business
| Type of Personal Data Received | Purpose of Use | Method of Acquisition | Lawful basis of Use |
|---|---|---|---|
| Basic information (address, name, gender, date of birth, name of school attended, grade in school, name of the guardian, address of the guardian, telephone number of the guardian, the email address of the guardian, relationship between the data subject and the guardian, the guardian's signature) |
Only Personal Data of the winners are handled after winning a prize
|
At the time of application for the competition: to be obtained in writing from the guardians | Individual's consent |
Further, if there is a change to the purpose of use, the Foundation will notify the individual of the change. In the event that the change requires the individual's consent and if the individual does not consent to the change, the Foundation will use personal data only to the extent the individual has consented to.
3. Provision of personal data
In order to fulfill the purpose of use provided in Section 2 above, the Foundation may provide personal data to service providers within the "scope of work" set forth below; provided, however, that if processing of personal data is outsourced to an external service provider, the Foundation will select a service provider that it confirms will manage the personal data securely in accordance with its internal regulations, including but not limited to this Policy about its Handling of Personal Data Subject to GDPR, and will provide appropriate supervision thereon. Further, the Foundation will not disclose or provide personal data to third parties without the individual's consent except as required by relevant laws or regulations.
Japanese Research Fellowship
- Secretariat duties: host research institutes, secretariat operating company, screening committee members
- Video editing and uploading: Video editing company
- Uploading to the Foundation's website: Website design company
- Travel arrangements: Travel agency
- Data storage and management: System provider
- Insurance arrangements: Insurance company
- Travel procedures duties: Lawyers, Immigration Services Agency, Ministry of Health, Labour and Welfare, and Tax Office
Japanese Language Exchange Program
- Secretariat duties: Incorporated administrative agencies, Japanese teachers' association in each country (limited to those with which an agreement has been signed), physicians present in the program, event management/operating company, screening committee members, Program participating teachers and student, host families of the homestay program
- Video editing and uploading: Video editing company
- Uploading participant information (name of teacher, school) to the Foundation's website: Website design company
- Travel arrangements: Travel agency
- Data storage and management: System provider
- Insurance arrangements: Insurance company
Social Enlightenment Business
- Secretariat-related services: secretariat management company, selection committee members
- Uploading of the Foundation's website: website production company
- Date storage and management: Secretariat management company
4. Transfer to a third country
The Foundation will transfer individuals' personal data from the EU/EEA regions to Japan. The European Commission has adopted an adequacy decision on data protection in Japan, and such personal data will be managed appropriately in accordance with this policy.
Further, in the event that personal data is transferred to a country outside of the EU/EEA regions other than Japan, in principle such transfer will be performed in accordance with GDPR and the applicable laws and regulations of the EU/EEA member states and following the execution of standard contract clauses (SCC), except where personal data is transferred to a country on which the European Commission has adopted a data protection adequacy decision. The protective measures taken in accordance with GDPR can be made available to the individuals upon request.
5. Personal data of individuals under 16 years of age
The Foundation will not obtain or process information related to children under 16 years of age without their guardians' consent. If it is discovered that a child under 16 years of age has provided personal data to the Foundation without their guardian's consent, please contact the Foundation promptly.
6. Special categories of personal data
The Foundation may obtain special categories of personal data (religion, health, allergies, etc.) only within the scope of each activity's purpose of use and upon obtaining the individual's prior explicit consent.
7. Executive and employee education
The Foundation will promote the appropriate handling of personal data and strict adherence to all laws and regulations by conducting regular personal data trainings for executives and employees to educate them on the importance of personal data protection, the relevant legal requirements, management system and regulations for handling personal data, and the penalties for breaching such regulations.
8. Storage period
The Foundation will only store personal data for as long as necessary to meet the corresponding purposes listed in Section 2 of this Policy or otherwise required by applicable laws.
9. Establishment of a system for managing the handling of personal data
The Foundation will clarify a system of internal management and responsibility and appoint a management supervisor for personal data so as to ensure the protection of personal data.
10. Clarification of the handling of personal data
The Foundation will establish regulations concerning the viewing, utilization, storage, disposal and return of personal data to ensure the secure and appropriate handling of personal data and will abide by such regulations under the supervision of a management supervisor.
Further, acquired personal data will be appropriately deleted or destroyed after the expiration of the storage period required by law or performance of work as stated in Section 8 of this Policy.
11. Provisions concerning unauthorized access
The Foundation will establish appropriate information and information management systems and other measures to prevent the theft, loss, alteration or destruction of personal data due to unauthorized access.
12. Establishment of an immediate response system to address problems
The Foundation will establish a system that will quickly and precisely identify any problems should they arise and address the problems appropriately.
13. Rights of an individual
An individual has the following rights regarding his or her personal data held by the Foundation, which the individuals can exercise by using the contact details listed in Section 15 below:
- (1) Right to request access to personal data;
- (2) Right to have personal data rectified or erased without undue delay, unless the Foundation has a lawful basis to keep the personal data;
- (3) Right to restrict the processing of personal data;
- (4) Right to receive personal data in a commonly used machine-readable format and the right to transmit the data to the management of another organization without hindrance;
- (5) Right to object to the processing of personal data for the benefit of the Foundation or a third party or for direct marketing;
- (6) Right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning the individual or similarly significantly affects the individual;
- (7) Right to withdraw at any time consent to the processing of personal data given by the individual (however, such withdrawal of consent shall not affect the legality of processing or transmission of personal data performed prior to such withdrawal); and
- (8) Right to lodge a complaint to a competent supervisory authority or to the Foundation regarding any dissatisfaction with the Foundation's processing of personal data.
14. Continuous improvement
The Foundation will strive to continuously improve by monitoring management and responding to external changes, including but not limited to amendments of this Policy from time to time. Individuals can always access the most up-to-date version of this Policy on the Foundation's website.
15. System for managing personal data
Personal data controller
Special Secretariat Office for the General Data Protection Regulation (GDPR) Compliance, Hakuhodo Foundation
14F HIBIYA KOKUSAI BUILDING, 2-2-3 Uchisaiwaicho,
Chiyoda-ku, Tokyo
100-0011, Japan
Contact form: https://www.hakuhodofoundation.or.jp/en/contact/form/eeapd/
The Foundation's representative within the EU:
Hakuhodo Deutschland GmbH (Hakuhodo Germany), Representative of the Foundation in the EU
Address:
Hanauer Landstraße 172, 60314 Frankfurt am Main, Germany
Contact:
Telephone: +49699494800
