Handling of Personal Information at the Tokyo Media Center

Enacted on September 27, 2019

The Tokyo Media Center’s Privacy Policy

The Tokyo Metropolitan Government (TMG), which operates the Tokyo Media Center, will stipulate a policy concerning the handling of information by which the relevant person can be identified (hereinafter referred to as “Personal Information”) that TMG will collect through operational work for the Tokyo Media Center and clarify the rights of the relevant person, such as the right to request disclosure, correction, or discontinuation of the use of the possessed Personal Information, and it will also stipulate the roles of TMG and thereby strive for proper operation of the Tokyo Media Center while also working to protect the rights and interests of the relevant person.

1. Collection and use of Personal Information

When TMG, acting as data controller, collects Personal Information, it will specify in advance the purposes of utilization and then use lawful and fair means to collect the information after notifying the relevant person of the specified purposes of utilization or publicly announcing them. Excluding cases that will be allowed under a law or ordinance, TMG will use the collected Personal Information only within the scope that is necessary in order to accomplish the purposes of utilization that were specified in advance.

2. Security control measures of Personal Information

In order to prevent unauthorized access to Personal Information and the loss, destruction, alteration, and leaks of Personal Information and to otherwise conduct proper management of Personal Information, TMG will appropriately implement organizational, physical, and technical measures. It will also appropriately implement human-related measures for people who handle Personal Information, such as education and activities to raise awareness for personal information protection.

3. Provision of Personal Information to external parties

Excluding cases that fulfill the requirements of a law or ordinance, TMG will not provide Personal Information to external parties without obtaining the relevant person’s agreement in advance.

4. Respect for the relevant person’s rights

TMG will respect the rights of the relevant person in relation to Personal Information, and when TMG receives a request from the relevant person for disclosure, correction, or discontinuation of use of possessed Personal Information or when it receives notification of a complaint, it will follow the stipulations of laws or ordinances and sincerely and promptly handle the request or complaint.

5. Continuous improvement

TMG will create a mechanism for continuously improving the management system for personal information protection, and it will also conduct risk assessment, reflect that assessment in TMG’s policies, and thereby aim to maintain and improve awareness about the protection of Personal Information.

Yuriko Koike, Governor of Tokyo

Publicly Notice at the Tokyo Media Center

1. Purposes of Utilization

Personal Information that TMG collecte will be used for the purposes below.

(1) Purposes of utilization of Personal Information that is collected through a site use application
  • (a)Provision of functions for login to the site for a member who is registered for site use (hereinafter referred to as the “Member”)
  • (b)Changes of the password for the site intended for the Member, the choice of whether or not email newsletters are received, changes of icons, and provision of functions for inquiries
  • (c)Handling of inquiries or consultations concerning this service
  • (d)Provision of an application form for an accreditation (hereinafter referred to as “AD”)
  • (e)Ascertainment of the state of registration of the Member’s information and the state of use to allow proper management of your requests
  • (f)Provision of information about maintenance of the site intended for the Member
  • (g)Handling of actions that violate terms of use related to this service
(2) Purposes of utilization of Personal Information that is collected through an AD application
  • (a)AD issuance and screening associated with issuance
  • (b)Management of registration information of the AD collector
  • (c)Provision of functions to confirm AD application information
  • (d)Management of AD within Tokyo Media Center facilities, collection of records of entering and exiting the Center, and monitoring by using surveillance cameras
  • (e)Handling of theft and lost items at the Tokyo Media Center
(3) Newsletter

2. Handling of cookies

With your consent, which is optional and free, the Office may send you newsletter to deliver information about the Tokyo 2020 Olympic Games and the host city. Providing your personal data for the newsletter (marketing) purposes is optional and in case of refusal, this will not affect in any way your possibility to register for site use, to receive the site services and benefit from site functionalities, as well as to receive replies to your questions to the Office. Handling of cookies

TMG may use cookies online or collect terminal information in order to operate, improve, and analyze websites and automatically provide customized services and deliver advertisements. Matters related to the use of cookies will be according to the stipulations governing the handling of cookies.

3. The legal bases and the voluntary nature of provision

The processing of Personal information for the purposes listed above are based on
(i) the performance of the contractual obligations between you and TMG while using the website
– for the purposes under point 1. Letters a) to f)
for the purposes under point 2. Letters a) to d)

(ii) the legitimate interest of TMG to protect the TMC facilities, visitors and to defend or exercise legal claims
– for the purposes under point 1. Letters g)
– for the purposes under point 2. Letters e) and f)

and (iii) your prior consent, in order to select your choice about receiving the newsletter
– for the purpose under point 3.

The provision of Personal Information for the purposes above listed is necessary when the processing is functional to perform contractual obligation and is optional for purposes legitimized by the legitimate interest of TMG. IIn the event that you do not provide personal information for the above listed purposes, there is a possibility that you may not be able to receive the products/services/information that you request.

4. Provision of Personal Information to external parties and international transfers

Personal Information will be accessed and processed only by duly authorized personnel of TMG on a need to know basis only.
Excluding cases that are allowed under a law or ordinance (e.g. if asked by regulators and/or authorities), TMG will not provide Personal Information to an external party without obtaining the data subject’s consent. In the event that the data subject’s consent was obtained and Personal Information will be provided to an external party, TMG will clearly indicate to the data subject in advance the party to which provision will be made and the type of personal data that will be provided. Excluding cases that are stipulated in a law or ordinance, TMG will not provide Personal Information to an external organization in a foreign country. In that case, any appropriate measure shall be adopted by TMG to ensure a high level of data protection.

Personal Information may be shared with third service providers of TMG (e.g. providers of technical, administrative and / or organizational services, such as IT and hosting support, application providers) acting as data processors on the basis of the instructions they receive from the Office.

TMG may share Personal Information with the Japan National Tourism Organization for performance of services relating to the handling of your inquiries and providing relevant tourism information on behalf of TMG. The Japan National Tourism Organization will act as data processor of TMG, handling Personal Information according to the instructions received by TMG.

The Japan National Tourism Organization is located in Japan, a third country which has been recognized by the EU Commission as providing an adequate level of data protection, so the transfer to Japan is allowed under the GDPR.

5. Supervision of trustees

TMG may provide the collected Personal Information to the trustees to which work is consigned within the scope that is necessary in order to accomplish the purposes of utilization that are specified in “1. Purposes of utilization”. In such a case as well, TMG will ask the trustees – and therefore provide appropriate instructions – to properly handle the Personal Information that TMG provided, and it will conduct sufficient and appropriate supervision.

6. The data subject’s rights

(1) Withdrawal of consent

In the event that Personal Information will be used on the basis of the data subject’s consent, the data subject can withdraw that consent at any time, without causing an effect on the lawful handling based on the consent before withdrawal. Provided, however, that even if it is a case in which consent was withdrawn, Personal Information may be handled, limited to cases that will be allowed based on a law or ordinance.

(2) Request for disclosure and others

If you want to make a request for access to your Personal Information, disclosure, correction, erasure, or interruption of the use of your own Personal Information (hereinafter referred to as the “request for disclosure and others”), please contact the Secretariat of “9. Receipt of inquiries and objections concerning Personal Information” below and then make a request by following the procedures that TMG separately stipulates. When such a request is made, the Secretariat will collect information by which an individual can be identified (name, address, telephone number, date of birth, and email address) and confirm that you are the relevant person. For details, please contact the office for inquiries below. Provided, however, that in a case that will be allowed under a law or ordinance, TMG may not respond to the request for disclosure and others of Personal Information.

(3) Data portability

You may have the right to receive personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and you may have the right to transmit that data to another entity.

(4) Right to object and rights related to automated decision-making

Under certain circumstances, you may have the right to object, on grounds relating to your particular situation, at any time to the processing of your Personal Information, including profiling, by us and we can be required to no longer process your personal data. This may include requesting human intervention in relation to an automated decision so that you can express your view and to contest the decision.

(5) Complaint to the supervisory authority

If you have an objection about the handling of your Personal Information, or if you have an objection about the method of handling your Personal Information, you can lodge a complaint with the competent supervisory authority.

(6) Other rights of the data subject

In addition to what is stated above, the relevant person has the rights that are allowed as the data subject’s rights in laws or ordinances. The exercise of these data subject’s rights may be restricted, for example in a case in which a third party’s Personal Information will end up being made clear if the relevant person’s request is followed, in a case in which a third party’s rights will be infringed, in a case in which an obligation arises under a law or ordinance, or in a case in which deletion of Personal Information is requested despite the fact that TMG has a pressing and valid interest for saving the Personal Information. If you will exercise your rights for your own Personal Information, please inform TMG by using “9. Receipt of inquiries and objections concerning Personal Information” below.

7. Retention period for Personal Information

TMG will store Personal Information that was collected by electronic and non-electronic means for no for longer than is necessary in order to accomplish the purposes of utilization above. In addition, TMG may also store or use Personal Information related to the relevant person who deleted an account for the purpose of an obligation based on a law or ordinance, problem resolution, or exercise of a right, or for the purpose of various types of investigations that are necessary for such matters. When archiving Personal Information, TMG will adopt adequate technical and organisational security measures.

8. Changes of the Privacy Policy or the Privacy Notice

TMG may change the Privacy Policy or the Privacy Notice at any time in accordance with the necessity for handling the change in a law or ordinance or for operations. For such a change, please check the contents of the change as posted on TMG’s website.

9. Receipt of inquiries and objections concerning Personal Information

If you would like to make an inquiry concerning the Privacy Policy or the Privacy Notice, please contact the secretariat below. After receipt of an inquiry, TMG will cooperate with the Data Protection Officer and then reply to the relevant person without delay. When an inquiry is made, TMG may request the provision of additional information from the relevant person in order to appropriately handle that inquiry. Thank you for your understanding in advance.

Data controller: The Tokyo Metropolitan Government
Email: inquiry@tokyo.mediacenter.jp
Address: 8-1 Nishi-Shinjuku 2-chome, Shinjuku-ku, Tokyo 163-8001

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