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Privacy Policy

Last amended:2021.04.13

Privacy Policy for Conference Participants

This Privacy Policy describes how National University Corporation Kyushu University in Japan (“KU” or “we”) collects, uses fairly and stores safely your personal data about conference participants we hold. If you have any questions, concerns or would like more information about our privacy policy, please contact us at joho-kokai@jimu.kyushu-u.ac.jp.
We encourage you to read this Privacy Policy carefully. If you do not wish for your personal data to be used by us as set out in this Privacy Policy, please do not provide us with your personal data. Please note that in such case, we may not be able to provide you with our conference service.

1. The personal data we collect

The personal date we will collect from you are followings:
・Personal contact details: your name, home address, email address, phone number;
 Personal details: date of birth, gender, nationality/citizenship, and photograph
・Identity personal data: passport number, date of issue, expiry date, date and place of birth and a copy of your passport;
・Contact data including your home/work address, citizenship, email address, and phone number and photo;
・Information including your enquiries, specific requests or questions,  preferences, feedback, and survey responses that you provide to us;
・Information about your accompanying family as part of the application process; and
・Information about your bank accounts details.

2. How we collect your personal data

The personal data we will collect is directly from you, when you
・submit the application documents by e-mail, or,
・request or enquire any information to be sent to you;
・complete an online registration;
・request assistance with initiating visa application process; and
・attend or register for our conference, seminar, workshop or summer camp;
・visit our campus ; and
・request additional conference services such as transportation, accommodation and dining.

3. How we use your person data

Receiving and processing your personal data, as mentioned above, for registration, is based on your consent and is exclusively used in application for conference.
We may further process your personal data because it is necessary for the performance of a contract with you or in order to take steps at your request prior to entering into a contract. For fulfilling this respect, we use your personal data for the following:
・to provide our conference service to you;
・to collect feedback from you after the conference;
・to retain your contact information to inform you about future conference and events;
・to administer financial documents, statements and receipts;
・to ensure participant’s safety and security;
・to share your personal information with the conference hotel to organize your accommodation;
・to share your personal information with the travel agency to booking your air ticket;
・to publish your personal information publicly on the printed conference guide, materials and/or the our website to give participants and the public a clear understanding of the conference content;
・to pay your daily allowance to your bank account; and
・to process your personal data for other purposes for which you provide it to us.
In any case, we will share your personal data with high attention to the third parties’ level of technical and organizational ability to process personal data as required by the EU General Data Protection Regulation (“GDPR”).
We may also process your personal data in relation to compliance with our legal obligations. For fulfilling this respect, we may use your personal data for the following:
・financial audits;
・compliance with our regulatory and legal obligation; and
・prevention and detection of crime.
Information such as health or religion may be considered “sensitive personal data” under the GDPR. These personal data might include information necessary to arrange booking, to fulfill medical purposes, or to protect your or other person’s vital interests. We are only prepared to accept sensitive personal data on the condition that we have your explicit consent.

4. Sharing your personal data with third parties

Your personal data may be shared with the following types of relevant organization:
・Ministry of Education Culture, Sports, Science and Technology,
・Immigration Bureau, Ministry of Justice; and/or
・Japan Society For the Promotion of Science.
Your personal data may be transfer to insurance companies, as part of our legal obligations.
If we want to use your personal data for a reason other those purposes set out above, or transfer your personal data to other third parties, you will be notified, and asked for consent, if the data transfer process requires us to do so.

5. How long we keep your personal data

Your personal data we collected through either the application process or directly from you, will be stored for a period of one (1) year following the conference.
If you participate in the conference, information and personal data will retained according to the legal requirements of the local authorities to maintain your record.

6. Your rights

Once your personal data has been collected, you have the right
・to request an access to your personal data that we hold;
・to rectify or erasure your personal data;
・to restrict or object to processing concerning your personal data;
・to ask for a copy of your personal data in a format that allows easy transfer (“data portability”); and
・to withdraw consent at any time, without affecting the lawfulness of processing based on consent before this withdrawal.

7. Cookies* policy:

We will use cookies to collect some personal data when you browse our website. 
The personal data collected by cookies will only be used for our services mentioned above. 
We also use cookies to deliver our services (including, but not limited to, “Application Form” and “Language Setting”, and “Survey”) and targeted advertising based on your use of our web site.
Advertising technologies which may set cookies on our site including, but not limited to, Facebook, Twitter, YouTube and others.
We also use Google Analytics and Adobe Analytics and others to collect information on how visitors use our site. 

Cookies policy for Google Analytics 

Cookies policy for Adobe Analytics
Data about how cookies can be controlled within the various browsers:
Cookies in Internet Explorer

Cookies in Safari
Cookies in Opera

Cookies in Google Chrome 

Cookies in Firefox
Please refer the website above to each cookies policy to opt out cookies.

*Cookies are small text files including a unique identifier, which are stored to your computer or other device when you visit our website, if your browser allows it.

8. How we protect your personal data

We are improving security measures to protect your personal data, information security policies that must be read and understood by all member of staffs. The personal data is only available to those members of staffs who require access as part of their duties.
We may update this Privacy Policy at any time. The most current version will be available on our website or it can be notified to you by e-mail.

Please refer to the following for the Japanese translation: