The Japan Foundation Japanese-Language Institute, Urawa, (“the Institute” hereafter) collects information on users of ‘Minna no Kyozai’ website (“the Site” hereafter) as necessary in order to smoothly operate site services. Information collected is handled carefully within the range of usage purposes.
Special Notes for the users in the EEA（European Economic Area） member countries.
2. Collection of personal information
User registration is required to use the Site (except for the use of some features, such as the use of sample materials designated by the Institute).
Three pieces of information are needed for registration.
・Country where you teach
After registration, you may update the registered information or cancel registration at any time.
Those under the age of 16 must use the Site with consent of the person responsible for protection.
- We collect information by means of an email form when we receive inquiries regarding the Site. When using the email form, your name, email address and country where you teach must be entered in order to establish contact, verify your identity and prepare a response.
- If there is a change to the information entered when you registered as a user, please update the information immediately.
3. Usage purposes
Personal information you register is used for the following purposes.
・Send a response from the Institute to the user’s inquiry.
・Prepare and analyze statistical data.
・Send information regarding the Site and other programs, such as ‘Minna no Can-do’ website, by The Japan Foundation.
・Conduct questionnaire surveys and analysis to enrich and improve the Site.
4. Use within the scope of the purpose of use
The Institute only handles users’ personal information within the scope necessary to attain the purpose of use previously specified and publicised. However, if circumstances occur that apply to each item of article 9, paragraph 2 of the Personal Information Protection Law, it is possible that a user’s personal information could be handled in a way exceeding the scope necessary to attain the purpose of use previously specified and publicised without obtaining the user’s agreement. The circumstances that apply to each item of article 9, paragraph 2 of the Personal Information Protection Law include the following:
- ・if personal information is offered to the person concerned
- ・if the Institute uses personal information internally to the extent necessary to execute administrative affairs prescribed by law (but the use of the concerned personal information is limited to a reasonable justification for its use)
- ・when personal information is provided to administrative agencies, other independent administrative corporations, local public entities, etc., if the personal information provided is used to the extent necessary to execute administrative affairs or business prescribed by law.
- ・other circumstances include: if personal information is provided exclusively for the purpose of academic research or preparing statistics, if providing personal information to someone other than the person concerned is clearly of benefit to the person concerned, if there is another special reason for providing retained personal information
5. Limits to providing personal information to third parties
The Institute does not as a general rule intentionally disclose personal identifying information gathered from users to third parties. However, this is not the case in the three exceptional cases given below:
- ・when based on laws and regulations.
- ・when providing information, particularly when agreement regarding disclosure to a third party was obtained from the user concerned who is the subject of the personal information.
- ・when consigning to a vendor the management of information collected by the Institute, information is disclosed to the extent necessary for the performance of the business.
6. Safety management measures
Together with endeavoring to keep users’ information accurate and up to date within the scope necessary to attain the purpose of use previously specified and publicised, the Institute will take necessary and appropriate safety control measures for users’ personal information in order to protect it from unauthorised access, tampering, leakage, loss and damage.
7. Supervision of consignees
The Institute may consign all or part of the handling of users’ personal information to a third party (“the consignee” hereafter). In this case, the Institute may provide users’ personal information to the consignee within the scope necessary for the performance of the consigned work. The Institute will perform necessary and appropriate supervision of consignees, so that the consignee can securely manage users’ personal information.
8. Handling of complaints
Cookies are used on the Site. The purpose of their use is as follows:
・Creation of usage statistics
In order to measure how many people are using the Site, cookies are sent to each browser that accesses the Site.
・Provision of customised services
Cookies will be used to check the users using the Site, and to access the various contents on the Site.
If cookies are not accepted, it may not be possible to receive some services.
- The Institute may consign all or part of the handling of users’ personal information to a third party (“the consignee” hereafter). In this case, the Institute may provide users’ personal information to the consignee within the scope necessary for the performance of the consigned work. The Institute will perform necessary and appropriate supervision of consignees, so that the consignee can securely manage users’ personal information.
10. Application of local law
In light of the laws of each country, if the Institute determines from, for example, the user’s age that there is a problem with the collection of personal information, some or all of the collected information may be deleted or registration may be refused.
11. Change of the Policy
The Institute may amend the policy without any prior notice. People who access and use the Site are deemed to agree with updated version of the policy.
Research and Development Section, Japan Foundation Japanese-Language Institute, Urawa,
Special Notes for the users in the EEA（European Economic Area） member countries
- Processing Personal data, etc.
“Personal data” means any data relating to an identified or identifiable natural person, including, without limitation, names, addresses, dates of birth, telephone numbers, e-mail addresses, and any other information collected in connection with providing the Services.
“Processing” means any operation or set of operations which is performed on personal data, etc. or on sets of personal data, etc, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Purpose of use of personal data, etc.
The JF will process the Users’ personal data to provide, improve and develop the Services.
In the case of processing the Users’ personal data for purposes other than the above, the JF will notify Users in advance of such new purposes of use and other matters as required by applicable laws.
The personal data that Users are to provide is necessary in order for the JF to provide the Service to the Users, and there may be cases in which Users who have not provided such data will be unable to use the Service.
The JF will retain the Users’ personal data as long as the JF requires such data for achieving the purpose of use specified above.
- In the case that the country in which the third party is located is outside the EEA, such country does not have the same data protection laws as EEA member countries, i.e., many of the rights provided to data subjects in the EEA may not be given;
- The Users’ personal data will be provided and processed for the purpose specified above; and
- The Users’ personal data will be provided to third parties located outside the EEA.
In addition to the above, in the case that the JF provides the Users’ personal data to a third party located in a country outside the EEA, the JF will ensure that adequate measures such as standard contract clauses based on the GDPR are taken concerning the protection of the Users’ personal data.
Rights of Users
The Users may request from the JF access to, rectification or erasure of, and restriction of processing of their personal data, may object to the processing of the Users’ personal data, and may request data portability. The JF accepts such Users’ requests at the contact point set forth in “3. Contact” below.
The JF may refuse the Users’ requests if the JF deems that there is no basis for such Users’ requests or if they are deemed excessive.
The Users may raise objections with the data protection authorities having jurisdiction over the location of the Users’ domicile with regard to the processing of their personal data.
Safety Management Measures
In order to protect from unauthorized access to personal data, loss, etc. of personal data, taking into account the type of personal data, the degree of sensitivity and the degree of economic influence and mental harm caused to Users in the case of a personal data breach, the JF comprehensively evaluates and judges the risks of personal data breaches, implements appropriate personal, organizational and technical safety management measures based on the risk of a personal data breach, if necessary, checks such safety management measures, sets up a process for correction, and constantly strives to improve security.
The JF shall strive to appropriately manage personal data by restricting the entry of outsiders into the offices which are processing personal data, conducting educational awareness activities for all officers and employees involved in the protection of personal data, and placing a manager in charge for each division processing personal data.
The contact information for The JF is as follows:
Research and Development Section,
Japan Foundation Japanese-Language Institute, Urawa