1. Compliance with laws and regulations

The Institute complies with the Act on the Protection of Personal Information (Act No. 57 of May 30, 2003), etc. (“Personal Information Protection Law” hereafter), guidelines decided by Japan, and other related laws and regulations related to the acquisition and use of personal information from users of the Site, and the handling of all other personal information.

2. Collection of personal information

1. 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).
    ・Screen name
    ・E-mail address
    ・The country/region where you are currently located (e.g., where you teach)
   After registration, you may update the registered information or cancel registration at any time.
   Those under the age of 16 can only use the Site with the consent of their parent, legal guardian, or teacher.
2. We collect information by means of an e-mail form when we receive inquiries regarding the Site. When using the e-mail form, your name, e-mail address and the country/region where you are currently located must be entered in order to establish contact, verify your identity and prepare a response.
3. If there is a change to the information entered when you registered as a user, please update the information immediately.

3. Usage purposes

The personal information that you register is used for the following purposes.
 ・To send a response from the Institute to the user’s inquiry.
 ・To prepare and analyze statistical data.
 ・To send information regarding the Site and other programs, such as the ‘Minna no Can-do’ website, by The Japan Foundation.
 ・To conduct questionnaire surveys and analyses 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 69, 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 69, 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. Handling of complaints

The Institute will respond promptly and appropriately to complaints and other enquiries from users concerning the handling of personal information. Contact information for complaints and other enquiries is written at the end of this privacy policy.

8. Use of cookies

1. 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.

2. cookies do not provide us with any personal information about users, but we may forward the cookies we obtain to administrative agencies for appropriate purposes.

9. 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.

10. Change of the Policy

The Institute may amend the policy without any prior notice. Those who continue to access and use the Site are deemed to have agreed with updated version of the policy.

Contact

Research and Development Section, Japan Foundation Japanese-Language Institute, Urawa,
Ｅ－ｍａｉｌ：kyozai@jpf.go.jp
Open: 9：15～17：45

Special Notes for the users in the EEA（European Economic Area） member countries

The Japan Foundation (the “JF”) shall comply with the EU General Data Protection Regulation (the “GDPR”) and other applicable national laws (“applicable laws”) in connection with the provision of any of the services that the JF provides (the “Services”) to users (the “Users”) in the European Economic Area (the “EEA”, and the countries that are members of the EEA are individually or collectively referred to as “EEA member countries”), and therefore hereby establishes this Privacy Policy (this “Privacy Policy”) in order to appropriately process the personal data and other data of Users in the EEA.

1. Processing Personal data, etc.
   
   1. Definitions
      “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.
      By manifesting their intention to consent to this Privacy Policy, Users will be deemed to have consented to the processing of their personal data by the JF within the scope of the above purpose of use, and The JF will process the Users’ personal data based on such Users’ consent; provided, however, that Users may withdraw such consent at any time. Even in that case, this will not affect the lawfulness of processing performed pursuant to consent before the Users’ withdrawal thereof.
      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.
   3. Retention Period
      The JF will retain the Users’ personal data as long as the JF requires such data for achieving the purpose of use specified above.
   4. Transfer
      The JF may share the Users’ personal data obtained by its overseas offices including those in London, Paris, Madrid, Rome, Cologne and Budapest with other offices including the headquarter in Japan, and may provide such data to third parties such as cloud vendors and outside contractors of the JF, etc., to implement the purpose of use specified above. Countries located outside the EEA (including, without limitation, Japan, the same shall apply hereafter) are among the third parties to whom the JF will disclose the Users’ personal data, and the Users shall be deemed to have consented to the following matters by consenting to this Privacy Policy:
      1. 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;
      2. The Users’ personal data will be provided and processed for the purpose specified above; and
      3. 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.

3. Contact
   

   In the event of Users having any questions or concerns regarding this Privacy Policy or the processing of personal data by The JF or having any requests concerning the access to, rectification of, erasure of, or restriction of processing of personal data, or regarding data portability, please contact the JF.
   The contact information for The JF is as follows:
   
   Research and Development Section,
   Japan Foundation Japanese-Language Institute, Urawa
   TEL：048-834-1183
   E-mail：kyozai@jpf.go.jp