1. BASIC POLICY
Personal information has generally come to be stored in and processed by computers in recent years due to the rapid advance of information technologies. Because such information can be easily reproduced and transmitted using the Internet, it has sometimes been misued. Informatization has thus not only made life more convenient but has also raised concerns about infringements of personal rights and interests.
In the light of the need to protect privacy, the Japan Foundation takes utmost care in handling personal information, taking appropriate measures in the gathering, use, and storage of such information in accordance with the Law Concerning the Protection of Personal Information by Incorporated Administrative Agencies (IAI Privacy Protection Law).
Outline of the Privacy Protection Law
“Personal information” is defined as information, such as name and birthdate, about living persons that can be used to identify a particular individual.
Information covered by the law
(1)Of such information the law applies to that meeting the following two criteria: Information prepared or acquired by employees of an incorporated administrative agency as necessary to conduct their activities; and
(2)Personal information in the possession of an incorporated administrative agency for internal use by employees.
Collection of personal information
In collecting personal information, the incorporated administrative agency is required to
(1)Not acquire information through deceit or other improper methods;
(2)Limit such activities to only such cases where necessary to carry out its legally established activities; and
(3)Elucidate, in principle, the purpose for which such information is to be used when it is acquired directly and in writing from an individual.
Use and management of personal information
Regarding the personal information in its possession, the incorporated administrative agency is required to:
(1)Undertake proper management so as to prevent its leakage, loss, or damage; and
(2)Secure its accuracy within the scope necessary for the purpose of use.
The provision and use of this information should be within the scope of the intended purpose of use.
Request for disclosure and correct usage
Regarding the personal information in its possession, the incorporated administrative agency is required to:
Of personal information possessed by an incorporated administrative agency, individuals may request the disclosure of that pertaining to him- or herself. If, after such a disclosure, errors are found, the law stipulates that the individual may seek a correction of that information or the termination of its use.
2 PROTECTION OF PERSONAL INFORMATION
The Japan Foundation has established a set of rules and regulations on the proper internal management of personal information collected in accordance with legal stipulations (in Japanese).
3 REGISTER OF PERSONAL INFORMATION FILES (in Japanese)
4 REQUEST FOR DISCLOSURE
As stipulated in the IAI Privacy Protection Law’s Article 14 concerning the legal obligation of independent administration institutions to disclose personal information in their possession, the Japan Foundation will, in principle, disclose such information about a person when requested to do so by that person him- or herself (excluding information that may infringe upon the rights or interests of third parties or which the person already has access to through legal means or by common practice). In case the person concerned is a minor or is under guardianship, that person’s legal representative may request the disclosure on the person’s behalf.
Please note that requests for disclosure can be made only about oneself or about a person for whom one is a legal representative.
Information that May Be Requested
A disclosure request may be made of information in the possession of the Japan Foundation (document, drawing, or electronically stored data prepared or acquired by a Japan Foundation employee for internal use) that pertains to the person making the request.
Making a Request
Disclosure requests may be made at the privacy protection counters of the Japan Foundation Headquarters, Japan Foundation Japanese-Language Institute Urawa, and Japan Foundation Japanese-Language Institute Kansai.
Weekdays: 10 a.m. to 5 p.m. (closed between 12:30 and 1:30 p.m.)
Closed on Saturdays, Sundays, and holidays and during the yearend and New Year break
- *Overseas Residents
Disclosure requests are not accepted at overseas Japan Foundation offices. Overseas residents seeking disclosure are asked to contact the Information Disclosure Office of Japan Foundation Headquarters.
Disclosures will be made only of the personal information about the individual submitting the request. For this reason, applicants must present or mail “the disclosure request form” with a copy of personal identification, such as a driver’s license, health insurance certificate, basic resident register card, residence card, special permanent resident certificate or other documents issued under prescribed law. Please refer to the disclosure request form for more information.
The fee for processing the request is 300 yen. Please pay this amount when making a disclosure request, either at the privacy protection desk or by bank transfer to the following account (the transfer fee must be borne by the applicant (in Japanese)
Disclosure Request Fee Account
Bank: Mizuho Bank
Account number/type: Shinbashi Branch, 8036602 (ordinary deposit account)
Account holder: (Kokusai koryu kikin joho kokai guchi)
Notification of (Non)Disclosure
Decisions regarding the (non)disclosure of information will be made in accordance with the Screening Standards for Action Based on the IAI Privacy Protection Law and processed within (in Japanese) (PDF:41KB), in principle, 30 days of the request. The decision will be notified in writing. Should the decision require more than 30 days due to processing difficulties, notification of the extension, along with the period of the extension, will be made.
Making the Disclosure
Those receiving a disclosure notification should select a specific disclosure method from among those cited in the disclosure method application form accompanying the notification, fill out all necessary items, and either submit it to the privacy protection desk or mail it back within 30 days.
The disclosure method can also be identified in advance when submitting the disclosure request form (in Japanese)
Those wishing to receive a copy of the information by postal mail should either send postage stamps along with the original request or the disclosure method application form or transfer the appropriate amount to the Japan Foundation bank account.
For details, see Instructions on Disclosure Methods (in Japanese).
5 REQUESTING CORRECTIONS OR TERMINATIONS OF USE
The person making a disclosure request on information about him- or herself in the possession of the Japan Foundation may request a correction of that information if he or she deems it to be contrary to fact. When such information is believed to have been collected in an illegal way or when it is being used or provided in violation of the provisions of the IAI Privacy Protection Law, the person may request that the use of such personal information be terminated or request its deletion.
Procedures for Correcting or Terminating the Use of Information
Fill out the prescribed correction request form (in Japanese) (PDF:19KB) or the termination request form (in Japanese) (PDF:16KB) as necessary and either submit or mail it to the privacy protection desk. Such requests are accepted for a period of up to 90 days following the disclosure of personal information.
Notification of Correction/Termination Decision
Decisions on whether to correct or terminate the use of personal information upon the receipt of a request will be made in accordance with the Screening Standards for Action Based on the IAI Privacy Protection Law (in Japanese) (PDF:19KB). In principle, the decision will be made within 30 days, and the applicant will be notified in writing. Should the decision require more time due to processing difficulties, applicants will be notified of the extension of the notification period.
6 FILING AN OBJECTION
If there are objections to the decisions made regarding information disclosure or action on correction or termination of use, individuals may petition the Japan Foundation to seek redress in compliance with the Administrative Appeal Law (Law. No.160 of 1962) within 60 days from the following day when interested parties acknowledge the existence of the decisions. In case that individuals file a lawsuit to request withdrawal of the decisions, such party may file a case against the Japan Foundation for withdrawal of the decisions in compliance with Administrative Case Litigation Law (Law No.139 of 1962) within 6 months from the day when the interested party acknowledges the existence of the decisions.
7 RELEVANT LAWS AND REGULATIONS (in Japanese)
Special Notes for the users in the EEA（European Economic Area） member countries
1.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.
(2)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.
(a)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;
(b)The Users’ personal data will be provided and processed for the purpose specified above; and
(c)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.
(5)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.
2.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:
[The Japan Foundation]
4-4-1 Yotsuya, Shinjuku-ku, Tokyo 160-0004, Japan
Tel: +81-(0)3-5369-6051 / Fax: +81-(0)3-5369-6031