1. Basic premise
The ASEAN Promotion Centre on Trade, Investment and Tourism (or ASEAN-Japan Centre, hereinafter referred to as “the Centre”), collects necessary personal information from those using the Official Website of the Centre (hereinafter referred to as “the Site”) for the purpose of the smooth operation of the services (i.e., information provision, distribution of email newsletter, distribution of press release, registration for events, use of the Photo Library, inquiries and request for publications, and etc.) provided by the Site. Information acquired will be handled appropriately within the scope of the purposes of use.
2. Definition of Personal Information
“Personal information” in this policy means that information relating to a living individual which falls under any of each following item:
- those containing a name, date of birth, or other descriptions etc. whereby a specific individual can be identified
- those containing an individual identification code
3. Scope of information acquisition and purposes of use
(1) The Site automatically collects and stores Internet domain names, IP addresses, information about access to the Site (i.e., the date and time you access the Site and the pages you visit) etc. The acquired information will be used as a reference for the smooth operation of the service provided by the Site.
(2) E-mail newsletter (Japanese form only) asks users to register their e-mail addresses, names, prefectures the users reside, organizations the users belong to and categories of business the users engage in. The acquired information will be used for the delivery of e-mail newsletters.
(3) Distribution service of a press release (Japanese form only) asks users to register their organizations the users belong to, names and e-mail addresses. The acquired information will be used for the delivery of press releases and media invitations.
(4) Event (seminar/webinar) registration system asks users to register their names, e-mail addresses, telephone numbers, organizations the users belong to and their business titles. The acquired information will be used for delivery of registration notice, information of the event the users have registered to, and post-event questionnaires. Meanwhile, the Center may conduct events, including webinars / seminars, with other co-organizers, or outsource a part of its work required for organizing events to external contractors. In this case, items of personal information required to register to an event may change.
(5) Digital Photo Library (Japanese form only) asks users to register their names, organizations the users belong to, prefectures the users reside, e-mail addresses. The acquired information will be used as a reference to analyze status of utilization of the service.
(6) Inquiry form asks users to register their names and e-mail addresses. If a user sends an inquiry e-mail directly to the Centre’s e-mail address, sender’s e-mail address will be recoded. If a user sends an inquiry e-mail directly to an e-mail address belongs to the Centre, the user’s e-mail address will appear at the recipient side. The acquired information will be used for responding to inquiries.
(7) Request form for PR materials and publications (Japanese from only) asks users to register their names, postal addresses, telephone numbers, e-mail addresses, and organizations the users belong to. The acquired information will be used for attending to requests for materials and publications.
4. Measures to ensure security
The Centre takes measures necessary to handle acquired information appropriately to prevent the leakage, loss, or destruction of acquired information.
5. Entrustment of business dealing with personal information
The Centre may conduct events, including webinars / seminars, with other co-organizers, or outsource a part of its work required for organizing events to external contractors. In this case, the Centre will select a co-organizer or a contractor which ensures to handle personal information appropriately; decide measures to prevent leakage of personal information, such as by stipulating a clause conferring fair management and confidentiality of personal information in the contract; and manage the personal information in an appropriate manner.
6. Limitations on use and provision of personal information
Except for cases of legal disclosure requests as well as cases of illegal access, threats and other unlawful acts or other special reasons, the Centre will not use the acquired information for any purposes, other than those described in 3., nor will provide the information to any third party. However, information that do not require prior consent of users, such as statistical information regarding access to the Site or information on users’ attributes, may be made public.
7. Disclosure of records on the use of personal information
(1) A users can, in accordance with the procedures set forth in (4), request the Centre to notify him/her of the purpose of using his/her personal information, or disclose of records of providing personal information to the third parties, within the scope permitted by the Act on the Protection of Personal Information of Japan. However, the Centre may not disclose information if any of the following items apply.
- When there is a risk of harming life, body, property or other rights and interests of the person or a third party
- When there is a risk of significant hindrance to the Centre’s proper business operation
- When there is a risk of violating other laws and regulations
- When the Centre cannot confirm that the request for disclosure is made by the user himself/herself
(2) A user may request the Centre to correct, add, or delete personal information in accordance with the procedures set forth in (4). In that case, the Centre will conduct an investigation without delay, and based on the results, correct, add, or delete the relevant personal information within the scope permitted by the Act on the Protection of Personal Information of Japan.
(3) A User may request the Centre to stop using his/her personal information and providing it to third parties in accordance with the procedures set forth in (4). In that case, the Centre will respond appropriately in accordance with the Act on the Protection of Personal Information of Japan.
(4) When a user makes a request stated in the above-mentioned paragraph (1) to (3), the user is required to send a request letter containing items stated in (i), with identity verification documents stated in (ii), to the address specified by the Centre in (iii).
(i) Matters to be stated on a request letter
- User’s name, address, phone number
- If the request is made by an agent, the agent’s address, name, and telephone number
- Contents of the request to the Centre
(ii) Identity verification documents
- If the request is made by the user himself/herself: Identity verification documents of the user himself/herself (personal number card (front), driver’s license, health insurance card, or passport copy)
- In the case of a request by an agent: In addition to the above-mentioned “identity verification documents of the user”, authorization letter and identity verification documents of the agent (personal number card (front), driver’s license, health insurance card, or copy of passport)
(iii) Postal address to send the documents
ASEAN Promotion Centre on Trade, Investment and Tourism (ASEAN-Japan Centre) Office of Secretary General / Office of General Affairs 1F Shin-Onarimon Building, 6-17-19 Shimbashi, Minato-ku, Tokyo 105-0004, Japan
8. Use of SSL (Secure Socket Layer)
The Site uses SSL and data communication between a web browser and the web server is encrypted. Therefore, personal information that users send through the Site is automatically encrypted.
9. Use of Cookies
The Site uses Cookies (information transmitted from the server to the user’s browser and stored on the user’s computer in order for the server to identify users) is used for the purposes to figure out the accurate number of accesses and to improve convenience of the browser display function. Collected user data is not personally identifiable. The Centre may share the data with the third party for the purpose of analyzing status of utilization of the Site. Users may disable cookies by changing their browser’s settings. Disabling cookies does not affect your browsing of this Site. Those users not having disabling Cookies are regarded to have no objection in using Cookies.
10. Scope of application
This privacy policy applies only to the Site.
11. Others (Use of third-party services)
For third-party services, including social media, being used by the Site, please review the respective privacy policies on the websites of these service providers. In browsing contents of the Centre’s social media, please also refer to the Centre’s Social Media Policy.
11. Contact
For further information on the Centre’s privacy policy, please contact the Office of Secretary General / Office of General Affairs by e-mail at toiawase_ga@asean.or.jp .