Privacy Policy

Handling of personal information

Basic policy on the handling of personal information

Hakuhodo Foundation will handle personal information it collects on its own or acquires from applicants in the awards and programs offered by the Foundation and information concerning the executives and employees of companies associated with the Foundation appropriately and in strict accordance with all related laws, industry standards and internal regulations.

Basic principles on the protection of personal information

Hakuhodo Foundation has established and will abide by the following basic principles concerning the handling of personal information.

1. Strict adherence with related laws and regulations

We will strictly abide by all laws, regulations, bylaws and internal regulations concerning personal information.

2. Appropriate acquisition and use of personal information from individuals

When obtaining personal information from an individual, we will explain in advance the purpose of utilization of the information, whether there is a possibility that the information will be provided to a third party and the purpose of such provision. Moreover, in such case as there is a change to the purpose of utilization or party to which the information is provided, we will notify the individual concerned and, if unable to obtain his or her consent, only utilize the information within the scope to which consent has been given. In such case as we receive a notice of refusal of utilization of part or all of an individual's information, we will comply with such request. In addition, we will make every effort to ensure the accuracy of the information, and will comply with any request concerning the disclosure, cessation of utilization or deletion of information.

3. Executive and employee education

Hakuhodo Foundation will promote the appropriate handling of personal information and strict adherence to all laws and regulations by conducting regular personal information training for executives and employees to educate them to the importance of the protection of personal information, the relevant legal requirements, management system and regulations for handling personal information, and the penalties for breaching such regulations.

4. Establishment of a system for managing the handling of personal information

We will set down a system of internal management and responsibility and appoint a management supervisor for personal information so as to ensure the protection of personal information.

5. Clarification of the handling of personal information

We will set down regulations concerning the viewing, utilization, storage, disposal and return of personal information to ensure the secure and appropriate handling of personal information and will abide by such regulations under the supervision of the management supervisor.

6. Provisions concerning unauthorized access

We will build appropriate information and information management systems and other measures to prevent the theft, loss, alteration or destruction of personal information due to unauthorized access.

7. Ensuring security when consigning personal information processing

In such case as we consign the processing of personal information to an external party, we will select a consignee that we confirm will manage the personal information securely in accordance with our internal regulations and will provide appropriate supervision.

8. Establishment of a rapid response system to address problems

We will build a system that will quickly and precisely comprehend any problems that should arise and address them appropriately.

9. Continuous improvement

We will strive to continuously improve by monitoring management and responding to external changes.

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 28 member states of the European Union and Iceland, Liechtenstein and Norway.

Enacted on January 1, 2020

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.

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 Information Received Purpose of Use Method of Acquisition
Type of Information Received/Purpose of Use/Method of Acquisition
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)
  • Screening of program participants
  • Management of program applications
  • Analysis of reference materials for issuing future invitations and application announcements
  • Mailing of notifications relating to the Foundation's main business, greeting letters, publications and questionnaires
Group A: At the time of program application form registration; to be received from the individuals through the website
Group B: At the time of program application; to be received from the individuals through the website
Information necessary for travel to and residing in Japan (passport information, residence permit application information, etc.)
  • Procedures and arrangements for program participants' travel to and residence in Japan
  • Analysis of reference materials for issuing future invitations
Once participation in the program has been confirmed; to be received from the individual through the website
Information necessary for residing in Japan (address, rent, bank account)
  • Fellowship payment
Before or after arrival in Japan; to be received from the individual through the website
Visual information (photographs, video)
  • Recording and publication of activities
  • Analysis of reference materials for issuing future invitations
During the program; to be obtained through photographs / films taken by a video editing company, event management / operating company, or the Foundation
Information related to recommender (address, name, gender, date of birth, nationality, phone number, email address, affiliated institution, position, address of workplace)
  • Screening of program participants
  • Analysis of reference materials for issuing future invitations
At the time of program application by the applicant; to be received from the applicant through the website

Japanese Language Exchange Program

Type of Information Received Purpose of Use Method of Acquisition
Type of Information Received/Purpose of Use/Method of Acquisition
Basic information (address, name, gender, date of birth, nationality, phone number, email address, academic background, professional background, face photo)
  • Screening of program participants
  • Management of program participants
  • Analysis of reference materials for future application rounds and application announcements
  • Mailing of notifications relating to the Foundation's main business, greeting letters, publications and questionnaires
At the time of program application; to be received from the individual or representative thereof in writing (application form drafted by the Foundation)
Information necessary for travel to and residing in Japan (passport information)
  • Arrangements for travel to Japan to participate in the program
Once participation in the program has been confirmed; to be received from the individual or representative thereof in writing
Information necessary for health and safety management (information on health, allergies, and religion)
  • Determining whether or not an individual can participate in the program
  • Health management and meal arrangements during the program
  • Other arrangements necessary for religious reasons
Once participation in the program has been confirmed; to be received from the individual or representative thereof in writing (using a health report drafted by the Foundation or entring data into a preexisting format) or through an interview
Images, visual information (Group A: images/video during participation in the program;
Group B: images/video during pre-program meetings)
Group A & B:
  • Recording and publication of activities
Group B:
  • Publication of a video message introducing the school, online meetings
Group A: During the program; to be obtained through photographs / films taken by a video editing company, event management / operating company, or the Foundation
Group B: During a pre-program meeting; to be obtained through photographs / films taken by the individual or representative thereof

If the Foundation acquires personal data of a type other than those listed above, it will use such information upon obtaining separate prior consent from the individual.
Further, if there is a change to the purpose of use, the Foundation will notify the individual of the change 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 "2. Appropriate acquisition and use of personal data from individuals," 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, 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 participant information (name of researcher, university) to the Foundation's website: Website design company
  • Travel arrangements: Travel agency
  • Data storage and management: System provider
  • Insurance arrangements: Insurance company
Japanese Language Exchange Program
  • Secretariat duties: The Japan Foundation, 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
  • 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

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.

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 EU personal data

The Foundation may obtain special categories of EU personal data (religion, health, allergies, etc.) only within the scope of each activity's purpose of use and upon obtaining the individual's prior 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. 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.

9. 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.

10. 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.

11. 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.

12. Rights of an individual

An individual has the following rights regarding his or her personal data held by the Foundation:

  1. Right to request access to personal data;
  2. Right to have personal data rectified or erased without undue delay;
  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 supervisory authority of an EEA member state or to the Foundation regarding any dissatisfaction with the Foundation's processing of personal data.

13. Continuous improvement

The Foundation will strive to continuously improve by monitoring management and responding to external changes.

14. 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 Landstr. 172, 60314 Frankfurt am Main, Germany