1.Rakusuikai’s Definition of Personal Data
Personal data are data that distinguish one individual from another such as the user’s name, age, address, telephone number, affiliations, and e-mail address. Personal data also refer to information related to the number of hits Rakusuikai’s website receives, as well as the number of inquiries its secretariat receives. In addition, even when these personal data are insufficient to identify an individual, information is included that combines a multitude of available data to identify that particular individual.
2.Regarding Personal Data Management
At Rakusuikai, the person in charge of managing its personal data management (i.e., the Vice Deputy Chairman) implements the personal data in a strict and appropriate manner to ensure (1) that all personal data held by Rakusuikai are accurate and up-to-date; and (2) that necessary steps are taken to avoid, among other things, unlawful access, loss of data, alteration of data, and data leakage or data re-provision (except when otherwise stated in “4. Regarding the Procedure for Providing Personal Data to a Third Party”).
3.Regarding the Purposes of Private Data Use
Information Rakusuikai receives are kept confidential and used only for managing the personal data of its members and for its operations (e.g., sending out newsletters and notices of general meetings). However, if attendees at an executive meeting should deem it beneficial for Rakusuikai members, notices containing personal data will be enclosed in the association’s newsletters and the like. Such notices may also be delivered by mail or electronically (e.g., notices, etc. from Tokyo Institute of Technology concerning Graduate School for Working Adults Program, lectures and alumni meetings).
4.Regarding the Procedure for Providing Information to a Third Party (As a general rule, Rakusuikai does not provide personal data to third parties.)
Rakusuikai does not provide personal data concerning any of its members to any third party unless the member gives his/her consent. This provision will not apply if (1) Rakusuikai receives a formal request for such data from the police, the court, or some other official body; (2) the provision of such data is deemed necessary to protect the rights, property, etc. of Rakusuikai when the action of its members violate Rakusuikai’s bylaws; or (3) when there is an urgent need to protect human life, body, property, etc.
5.Compliance with Laws, Regulations, etc. and the Revision of Personal Data Protection Policy
At Rakusuikai, personal data are managed and used pursuant to Japanese laws, regulations, etc. Rakusuikai may revise its personal data protection policy for various reasons, including to keep up with changes in Japanese laws, regulations, etc., or to render personal data protection more fool-proof. Members are therefore urged to periodically make sure they have Rakusuikai’s latest personal data protection policy.