Personal Information Protection Policy
Certified Specified Nonprofit Corporation Japanese Association for the Advancement of Science (hereinafter referred to as “the Corporation”) fully recognizes its social mission to protect all personal information it handles, and complies with laws and regulations concerning the protection of personal information, as well as safeguarding the rights of individuals.
In addition, to embody the policies outlined below, the Corporation establishes a personal information protection management system. We hereby declare that the entire organization will be committed to its continuous improvement, while remaining aware of the latest trends in IT technology, changes in societal demands, and shifts in the business environment.
1. Compliance with Laws and Regulations Related to Personal Information Protection
The Corporation shall comply with the “Act on the Protection of Personal Information”, related laws and regulations, as well as guidelines and other standards established by the national government, and shall handle personal information appropriately.
Personal information refers to information about a living individual that can identify a specific individual based on details such as name, date of birth, and other descriptions contained in the information (including information that can be easily cross-referenced with other information to identify a specific individual).扱います。
2. Acquisition of Personal Information
When acquiring personal information, the Corporation will make efforts to clarify the purpose of use and will obtain the information by lawful and fair means.
3. Use of Personal Information
The personal information obtained by the Corporation will be used only to the extent necessary for the performance of its operations, within the scope of the purposes indicated at the time of acquisition (including use within a reasonably related scope), as well as for the following purposes:
(1) Purposes of use for personal information related to Regular Members, Supporting Members, Sponsoring Members, and Honorary Members of the Corporation
- To provide benefits such as annual reports
- To contact members with information about events, etc.
- For administrative communication related to membership enrollment
- For other operations incidental or related to the above items
(2) Purpose of Use for Personal Information Related to Donors
- To communicate regarding donations
- To provide information such as event announcements and activity reports
- To request cooperation for institutional newsletter interviews, surveys, activity reports, etc.
- For other operations incidental or related to the above items
(3) Purpose of Use for Personal Information Related to the Corporation’s Directors and Auditors
- To publish on the Corporation’s website and other media separately designated by the Corporation
- For administrative communication related to the Corporation
- For other operations incidental or related to the above items
(4) Purpose of Use for Personal Information Related to Collaborators
- To communicate regarding collaboration, agreements, and joint research
- For other operations incidental or related to the above item
(5) Purpose of Use for Personal Information Related to Media Personnel
- For disseminating information such as press releases
- For other operations incidental or related to the above item
(6) Purpose of Use for Personal Information Related to Logo Usage
- For verification of work related to logo usage applications
- For other operations incidental or related to the above item
(7) Purpose of Use for Personal Information Related to Interview Requests, Lecture Requests, and Other Inquiries to the Corporation
- To respond to applications, requests, and inquiries, and for other administrative communications
- For other operations incidental or related to the above items
(8) Purpose of Use for Personal Information Related to Event Participants and Other Users of the Corporation’s Services
- To manage application documents related to the use of each service
- For administrative communication regarding each service
- To improve the quality of services provided by the Corporation
- To provide information, announcements, and other promotional activities related to events and programs for each service
- To disseminate information such as sending out newsletters
- To request cooperation for newsletter interviews, surveys, activity reports, etc.
- To use for public relations activities related to each service
- To use for public relations activities related to events associated with each service
- To use for public relations activities showcasing the Corporation’s past achievements
- To confirm facts and conduct investigations in case of troubles, etc.
- For other operations incidental or related to the above items
（9）Purpose of Use for Personal Information Related to the Secretary-General, Staff, and Volunteers
- For calculation and payment of salaries
- For business management
- For safety management
- For personnel and labor management
- For other operations incidental or related to the above items
(10) Purpose of Use for Personal Information Related to Job Applicants, etc.
- For recruitment activities at the Corporation, personnel and labor management, safety management after hiring, and related operations
- For other operations incidental or related to the above items
（11）Personal Information Related to Respondents of Surveys
- For analysis as statistical data
- To provide benefits for survey responses
- For other operations incidental or related to the above items
（12）Other Personal Information Obtained in the Course of Business Operations
- For other business operations of the Corporation
- For other operations incidental or related to the above items
4. Provision of Personal Information to Third Parties
The Corporation will not provide personal information to third parties without obtaining prior consent from the individual, except in the following cases:
When it is necessary to cooperate with national or local government agencies or their contractors in the execution of affairs prescribed by law, and obtaining the individual’s consent may impede the execution of those affairs
2. When required by law
3. When it is necessary to protect a person’s life, body, or property, and obtaining the individual’s consent is difficult
5. Management of Personal Information
The Corporation will implement reasonable safety measures to prevent risks such as leakage, loss, or damage of personal information by allocating management resources appropriate to the business circumstances and continuously improving the personal information protection management system. In addition, if any issues related to personal information protection are identified, corrective actions will be taken promptly.
6. Education and Supervision of Personal Information Handlers
The Corporation appoints a personal information protection officer responsible for handling personal information, establishes and implements a personal information protection management system to ensure the safe management of personal information, and exercises appropriate supervision.
7. Supervision of Contractors
The Corporation may outsource all or part of the handling of personal information to third parties within the necessary scope to achieve the purposes specified in Article 3. In such cases, the Corporation will select contractors who are recognized as capable of properly handling personal information based on their safety management measures. The Corporation will appropriately define matters related to the handling of personal information—such as safety management, confidentiality, conditions for subcontracting—in the outsourcing contract. Additionally, the Corporation will monitor the handling of personal information by the contractors and conduct necessary and appropriate supervision.
8. Response to Requests for Disclosure, Correction, and Deletion of Personal Information
If you wish to confirm the contents of your personal information held by the Corporation, or request correction, deletion, or other changes, we will verify your identity and respond promptly and sincerely.
9. Changes to the Purpose of Use
If the Corporation changes the purposes of use specified in Article 3, it will not do so beyond a scope reasonably recognized as related to the previous purposes, and will publicly announce the changed purposes of use.
10. Revision of the Personal Information Protection Policy
The personal information protection management system will be reviewed timely and appropriately in response to changes in the environment surrounding the Corporation, continuously promoting improvements. As necessary, within the scope that does not violate laws or guidelines, the Corporation may revise all or part of this policy. In the event of any such revisions, the details of the revised policy and the effective date will be posted on the Corporation’s website to notify the public.
11. Inquiries Regarding Personal Information
We will respond promptly, sincerely, and appropriately to complaints and consultations regarding the handling of personal information. For requests or inquiries about the handling of personal information you have provided, please contact us at infosec@jaas.science.
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March 2022 Japanese Association for the Advancement of Science
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Regarding the English Version of the Policies Herein
The English text of the policies above were translated from the Japanese version of each. In case of conflicting interpretation between the English and the Japanese versions, the Japanese version shall prevail.
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