Privacy Policy

Basic Policy on the Handling of Personal Information

Kyoto International Conference Center (ICC Kyoto Public Interest Incorporated Foundation; hereinafter, “ICC Kyoto” or “we”) believes that we have the social responsibility to properly protect personal information.

In order to fulfill such responsibility and properly acquire, use and manage personal information, ICC Kyoto has established the following “Basic Policy on the Handling of Personal Information” to satisfy users’ trust.

< Business Operator Information >
ICC Kyoto Public Interest Incorporated Foundation
422 Iwakura Osagi-cho, Sakyo-ku, Kyoto 606-0001
Shunichi Uchida, President

1. Compliance with Laws and Regulations, Etc.

ICC Kyoto shall comply with the “Act on the Protection of Personal Information” and other relevant laws and regulations regarding the handling of personal information held by ICC Kyoto.

2. Acquisition of Personal Information

ICC Kyoto shall acquire personal information through lawful and fair means, such as by clarifying in advance the purposes of use, the scope of information to be provided, and the contact desk for users.

ICC Kyoto also acquires information related to personal information (*) from users, which does not, by itself, constitute personal information. When a user uses ICC Kyoto’s services and provides ICC Kyoto with personal information, and ICC Kyoto links such information with information related to personal information, the information related to personal information will also be treated as personal information.

* Information related to personal information means information relating to a living individual as listed below which doesn’t fall under personal information,

pseudonymized personal information or anonymized personal information:
• Cookie information
• IP address
• Identifier information, such as subscriber and unique terminal IDs
• Information relating to an individual that cannot identify a specific individual (e.g., log information pertaining to internet usage)

Aside from the foregoing, pursuant to the guidance provided by the relevant authorities, security cameras are installed and operated in ICC Kyoto’s facilities for crime and disaster prevention and for appropriate operation of our facilities. In addition, ICC Kyoto records and films for the purpose of public relations activities for ICC Kyoto and its events.

3. Purposes of Use of Personal Information

Any information acquired from users and held by ICC Kyoto shall be used for the following purposes:

(1) For use of the facilities managed and operated by ICC Kyoto, and for various procedures and communications, etc.
  relating to ICC Kyoto’s business activities;
(2) To provide information on the use of ICC Kyoto’s facilities and information on ICC Kyoto’s business activities;
(3) For various statistics and analysis relating to use of facilities and provision of services;
(4) To conduct questionnaire surveys concerning the development of new services and business and the improvement
  of user satisfaction;
(5) To provide various types of information, such as public relations magazines, invitations to activities/events sponsored
  by ICC Kyoto, announcements and promotions of information related to ICC Kyoto’s services, and the sending of email
  newsletters;
(6) To survey and analyze the usage history, etc. of ICC Kyoto’s services, and use the results thereof for improvement and
  development of services and for marketing purposes;
(7) To provide notices on service maintenance and other important notices, etc.;
(8) To conduct packing and shipping services for products, etc.;
(9) To handle situations in accordance with the provisions of laws and regulations, or circular notices or guidances by
  administrative government agencies; and
(10) In addition to the foregoing, other purposes of use that are clearly indicated in advance at the time of acquiring
    the personal information.

4. Restriction on Use of Personal Information

ICC Kyoto will restrict the use of personal information provided by users to within the purposes specified in Section 3 above. When it becomes necessary to use personal information beyond the scope of the above-specified purposes, ICC Kyoto shall notify the users of such purposes in advance.

5. Restrictions on Provision of Personal Information to Third Parties

ICC Kyoto shall not disclose or provide personal information to any third party, except in the cases set forth below:

(1) as based on the laws and regulations;
(2) where there is a need to protect the life, wellbeing or property of an individual, and it is difficult to obtain the consent
  of the relevant user;
(3) where there is a special need to improve public wellbeing or promote the healthy development of children, and it is
  difficult to obtain the consent of the relevant user;
(4) where there is a need to cooperate with a national government organ, local government, or person entrusted thereby
  with performing the functions prescribed by the laws and regulations, and obtaining the consent of the relevant user
  is likely to interfere with the performance of those functions; or
(5) where ICC Kyoto has provided advance notification or disclosure to the relevant user of the matters required
  by the laws and regulations, and ICC Kyoto has notified the Personal Information Protection Committee.

6. Entrustment

ICC Kyoto may entrust an entrustee with all or part of the handling of the personal information collected from users to the extent necessary to achieve the purposes of use. In such case, ICC Kyoto will thoroughly examine the eligibility of the entrustee, and stipulate in the agreement executed with the entrustee the confidentiality obligations and other matters necessary and sufficient for the protection of personal information, and will thereby strive to establish a system under which users’ personal information is appropriately managed.

7. Appropriate Protection of Personal Information

ICC Kyoto shall take appropriate measures to ensure that users’ personal information is accurate and up-to-date.
In addition, ICC Kyoto shall establish provisions concerning the management of personal information and take necessary and appropriate measures for managing the security of personal information in order to prevent any leakage, destruction, damage, loss, disposal, unauthorized access, unauthorized use, alteration, etc. of personal information. For details of the measures taken by ICC Kyoto for managing the security of personal information, please contact General Affairs & PR Department  as specified in Section 13.

8. Handling of Anonymized Personal Information

ICC Kyoto shall take the following measures when preparing anonymized personal information (personal information that has been processed in a manner where it is impossible to identify a specific individual and to restore the information to its original state).

(1) Appropriately process personal information in accordance with the standards prescribed by the laws
  and regulations;
(2) Take measures for managing the security of anonymized personal information in accordance with the standards
  prescribed by the laws and regulations;
(3) Disclose the items of information contained in the anonymized personal information that has been prepared;
(4) Not take any action to identify a person identifiable by personal information based on which the anonymized
  personal information is prepared; and
(5) Comply with any other matters required by the laws and regulations.

9. Disclosure, Correction, Deletion, Etc. of Personal Information, Etc.

With respect to the personal information, etc. held by ICC Kyoto, when ICC Kyoto has confirmed that the request is made by the relevant user him/herself, ICC Kyoto will accommodate a request for 1) disclosure, 2) notification of the purposes of use, 3) correction, 4) addition, 5) deletion, and 6) erasure or suspension of use (including suspension of provision to third parties), except in the cases stipulated below. Please note that the prescribed fee will be charged for requests for disclosure and notification of the purposes of use.

(1) It is likely to cause harm to the life, body, property, or other rights or interests of the relevant user or
  a third party;
(2) It is likely to hinder the ensuring of public safety and the maintenance of order;
(3) It is likely to hinder the proper execution of ICC Kyoto’s business;
(4) Disclosure is not permitted pursuant to the provisions of laws and regulations, etc.; or
(5) It is not possible to confirm that the request is made by the relevant user him/herself.

10. SSL (Secure Socket Layer)

ICC Kyoto’s website (the “Website”)  is SSL-compatible, which encrypts communications between web browsers and web servers. Personal information entered by users, such as name, address and telephone number, is automatically encrypted.

11. Cookies

The Website uses cookies to improve the efficacy of users’ use of the Website and to enhance the quality of the provision of services. While cookies identify the computer used by the user, they do not identify the user personally.

Cookie information acquired on the Website shall be used for the following purposes:
• Operation of the Website;
• Improving functionality;
• Analysis and performance improvement; and
• Marketing

(1) Disabling and Enabling Cookies
Users can choose to accept or decline cookies by changing the settings on their browser. In addition, users can delete cookies stored in the cookie folder of their browser. If a user disables or deletes cookies, certain functions of the Website may not be available. If you do not know how to disable or delete cookies in your browser, please select “Cookies” in your browser’s help function and confirm the details.

(2) Access Analysis
This Website collects computer environment information (e.g., the time of the visit, the host name from which the user accesses the Website, the OS and browser versions, the URL of the link source, and monitor information) through the use of analytical tools and conducts access analysis. The information collected through the use of cookies does not contain any information to identify or distinguish individuals.

(3) Collection, Analysis and Marketing of Usage Status
In order to provide users with appropriate information on products, services and events, ICC Kyoto may collect and analyze users’ browsing history and usage status, and may use the same in association with users’ personal information (e.g., email address) that ICC Kyoto acquired after obtaining users’ consent.

12. Continuous Review of Handling and Management of Personal Information

ICC Kyoto will continuously review its regulations and management system concerning the protection of personal information, including this Basic Policy, and strive to improve the same from time to time.

13. Inquiries on Personal Information

ICC Kyoto Public Interest Incorporated Foundation
General Affairs & PR Department
422 Iwakura Osagi-cho, Sakyo-ku, Kyoto 606-0001
TEL: 075-705-1205
Opening Hours: Mondays through Fridays, 9:00 a.m. to 5:30 p.m.
(excluding national holidays and year-end and New Year holidays)