Privacy Policy
Personal information protection policy of Kyoto City International Foundation
The Public Interest incorporated Kyoto City International Foundation (hereafter, the Foundation) considers protecting personal information a serious social responsibility imposed on public facilities and an indispensable requirement while trying to maintain the trust needed from a multicultural society. Based on the following personal information protection policy, the Foundation strictly manages personal information of those who use the facility and involved parties.
１．Management of Personal Information
The Foundation complies with the Private Information Protection Law and other related laws and takes all necessary and proper measures to safely manage the personal information it has.
２．Purpose of Collecting Information and Range of Collection
When the Foundation requests people to provide personal information, including their names, addresses, telephone numbers, and e-male addresses, it explains the purpose of usage and provides a contact number inquiries and collects only appropriate personal information.
３．Usage of Personal Information
The Foundation uses the personal information of users and involved parties only within the range that those users and involved parties have agreed to.
４．Prohibition of Disclosure and Data Submission to Third Parties
The Foundation does not disclose and/or provide personal information of users and involved parties to any third party unless there is a valid excuse, such as being required to disclose them by users and involved parties or requests made based on laws and regulations. However, the Foundation may make some data public for use as statistical data in a form in which individuals cannot be identified.
５．Supervising the Outsourcing of Companies/Individuals
When the Foundation outsources tasks that involves the use of personal information which users and involved parties have agreed to, it supervises the outsourcing companies/individuals in a proper manner including making an agreement that they thoroughly manage such personal information at the same level as the Foundation and require them follow the contents of such agreement.
６．Disclosure, Correction, Deletion of Personal Information
When a person and an involved party requests the Foundation to disclose, correct or delete his/her own personal record, it does so within a rational scope as far as the Foundation can confirm the person making the request is the very person whose personal information is requested to be disclosed, corrected or deleted.
７．Securement and Improvement of Information Security
To prevent the loss, falsification and divulgence of personal information from users and involved parties, the Foundation conducts strict security measures and manages the data in such a way that is very difficult for people outside of the organization to access it. Additionally, the Foundation appoints the people in charge of personal information management and continuously maintains security conditions to ensure and improve the confidentiality and strictness of personal information.
８．Revision of the “Privacy Policy”
This policy is subject to revision due to enactment and amendment of related laws and regulations.
９．Contact for Complaints/Inquiries Regarding Personal Information
Contact the following for making claims or inquiries regarding the handling of personal information of users or involved parties, and requests for disclosure, etc.
Types of Personal Information (including owned personal data) and Purpose of Their Use
Personal information kept by Kyoto City International Foundation and Kyoto City International House and their purpose of use are as follows:
| Type | Purpose of Use |
|---|---|
| Registered people/ Application Information | • Contacting registered people regarding registration and application, and management of correspondence records. • Providing information and promotion of projects and other service conducted by Kyoto City International Foundation. |
| Information of students taking classes, etc. | • Contact students involved in corresponding classes, and management of correspondence records. • Providing information and promotion related to lectures, classes and other services conducted by Kyoto City International Foundation. |
| Information of instructors | • Contact instructors about corresponding classes and attendance of students, and management of correspondence records. • Publishing simple personal histories, etc. in promotion materials provided on the premise of disclosure. |
| Information of consulting records | • Contacting involved parties regarding corresponding counseling, and management of correspondence records. |
| Information of responders to questionnaires | • Contacting responders regarding their opinions, etc. in the answers, and management of correspondence records. • Statistical analyses for planning projects and improving services (It may be disclosed as statistical data in a form in which no individual information can be identified). • Providing information and promotion related to lectures, classes and other services conducted by Kyoto City International Foundation. |
| Information of people on the Board of Directors and committees | • Contacting those people regarding the operation of corresponding committees, and management of correspondence records. • Providing information and promotion related to lectures, classes and other services conducted by Kyoto City International Foundation. • Requesting cooperation including the answering of questionnaires |
| Information of people who use the facilities | • Contacting corresponding people regarding the contents of using corresponding facilities, and management of correspondence records. • Confirming payment of fees to use facilities. • Sending copy of application forms, etc. • Publishing the names of events and their organizers on promotion materials provided on the premise of disclosure. • Providing information and promotion of projects and other service conducted by Kyoto City International Foundation. |
| Information of events conducted by facility users | • Publishing events, their organizers, telephone numbers, and names of people in charge of these events on promotion materials provided on the premise of disclosure. |
| Information of lecturers and performers in lectures and performances | • Contacting the corresponding people of corresponding events regarding appearance, entry and exhibition, and management of correspondence records. • Publishing simple personal histories, etc. in promotion materials provided on the premise of disclosure. • Providing information and promotion of projects and other service conducted by Kyoto City International Foundation. |
| Information of responders to questionnaires | • Contacting responders regarding their opinions, etc. in the answers, and management of correspondence records. • Statistical analyses for planning projects and improving services (It may be disclosed as statistical data in a form in which no individual information can be identified). • Providing information and promotion related to lectures, classes and other services conducted by Kyoto City International Foundation. |
| Information of other inquiries and requests for information | • Contacting the corresponding people to answer inquiries, and management of correspondence records • Sending related information |
※If you do not want to receive information about projects, events and services conducted by Kyoto International Foundation by regular mail and e-mail, etc., please contact us and we will stop sending you such information and promotional materials.
Matters subject to disclosure requests (“Retained Personal Data” that could lead to one’s identity being revealed)
The following are the items of “Retained personal Data” subject to disclosure.
- ・Name
- ・Gender
- ・Age, Birthdate
- ・Address
- ・Nationality
- ・Telephone Number
- ・E-mail Address
- ・Occupation, Workplace Information
- ・Brief Personal History