The Tokyo Metropolitan Foundation for History and Culture (the “Foundation”) recognizes that it has an important obligation to provide appropriate protection for the personal information (including Individual Number and other Specific Personal Information ) of visitors and other related parties. The Foundation applies the following policies in striving to protect personal information.
1．Compliance with Relevant Laws and Ordinances
The Foundation will comply with the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure (the “Number Act”) and the Act on the Protection of Personal Information (the “Personal Information Protection Act”), as well as other government ordinances based upon them.
2．Collection of Personal Information
The Foundation collects personal information through fair and lawful methods after clarifying the administrative objective for handling personal information and, in principle, after providing notice or disclosure in advance. When personal information is collected it will, in principle, be collected directly from the individual concerned.
3．Use of Personal Information
The Foundation uses personal information within the scope of the purpose of use indicated at the time the information is collected and within the limits necessary for carrying out its business. In the event that the handling of personal information is entrusted to a third party, the Foundation will exercise all necessary and appropriate supervision to ensure the secure administration of personal information, entering into a contract with such third party to maintain confidentiality and clarifying where responsibility lies.
4. Provision of Personal Information to Third Parties
The Foundation will not, in principle, provide personal information to third parties other than in the situations prescribed below:
- When the visitor has provided consent; or
- As provided in the Number Act, the Personal Information Protection Act, or other ordinance.
5．Management of Personal Information
The Foundation will maintain the accuracy of personal information, managing it securely and in accordance with laws and ordinances. In order to prevent leakage, loss, or degradation of personal information, personal computers used by officers and staff will be equipped with firewalls, and appropriate, effective information security measures will be implemented to prevent computer viruses.
6．Disclosure, Correction, Suspension of Use, and Deletion of Personal Information
The Foundation will respond promptly in the event that visitors and other related parties request the disclosure, correction, suspension of use, or deletion of their own personal information. Please direct inquiries concerning procedures and disclosure methods to:
Personal Information Desk, General Affairs Section, General Affairs Division, Foundation Secretariat
(TEL: +81-3-5610-3500 *Japanese only)
- Note: Disclosure requires a fee as separately provided.
7．Public Announcement of Matters Concerning Retained Personal Information
When the Foundation publicly announces its purpose of use for retained personal information (personal information prepared or obtained by Foundation employees in the course of their duties and held for organizational use by its employees), any changes thereto, or other matters as provided in laws and ordinances and the statutes of the Foundation, it will do so through its website: https://www.rekibun.or.jp/
8．Organization and Structure
The Foundation will appoint its Deputy Chairman as Personal Information Protection Manager and Specific Personal Information Protection Manager, and practice secure management of personal information. Each workplace will have a designated Personal Information Work Officer and Special Personal Information Administrator who will be responsible for handling personal information. All employees will undergo training in the protection of personal information and be thorough in handling personal information appropriately in the course of their daily duties.
9．Establishment, Implementation, and Improvement of Personal Information Protection-related Regulations
The Foundation, in order to drive the policies described above, will establish personal information-related regulations, ensure that officers, staff and other related personnel are made aware of and implement them, and make improvements as necessary.
Tokyo Metropolitan Foundation for History and Culture