PRIVACY POLICY

Privacy Policy

The Visual Industry Promotion Organization (hereinafter, “the Organization”) recognizes that personal information obtained through its non-profit activities is a valuable personal asset that must be strictly protected. Accordingly, the Organization has established the Privacy Policy and is committed to implementing it and maintaining its effectiveness.

• The Organization appoints a privacy officer to ensure the proper acquisition, use, and provision of personal information according to the nature and scale of its activities. The Organization handles personal information in compliance with the Japanese Industrial Standard JIS Q 15001:2023 “Personal Information Protection Management System.”
• The Organization uses personal information only for the specified purposes and takes necessary measures to ensure compliance.
• The Organization complies with all applicable laws, government guidelines, and other codes related to the handling of personal information.
• The Organization implements necessary and appropriate security measures to prevent the leakage, loss, or damage of personal information and takes corrective action where required.
• The Organization promptly and diligently responds to user inquiries, consultations, complaints, or requests for disclosure or correction concerning the handling of their personal information, and also promptly addresses inquiries regarding its Personal Information Protection Management System.
• The Organization establishes internal rules and codes of conduct to protect personal information and ensures they are observed. To maintain effectiveness and continually improve these efforts, the Organization regularly reviews, audits, and revises its practices.

Enacted on July 1, 2024
Visual Industry Promotion Organization
Takayuki Matsutani, Chairman

Privacy Policy Contact

Visual Industry Promotion Organization
General Affairs Department
2nd Floor, Togeki Building, 4-1-1 Tsukiji, Chuo-ku, Tokyo

Handling of Personal Information

1. Purpose of use

The Organization uses personal information only for the following purposes.

Personal Information Category	Purpose of Use
Seminar and Event Participants	・To provide information on seminars and events to requesters. ・To communicate with participants, confirm attendance, and, upon request, provide follow-up information on appropriate services.
Seminar Instructors	・To communicate seminar-related information and arrange honorarium payments.
Operational	For activities commissioned by government agencies: ・To execute activities per outsourcing agreements with government agencies. ・To report to commissioning parties and comply with inspections required by law. ・To manage personal information during a legally mandated retention period. For the Organization’s independent activities: ・To operate VIPO Academy’s human resource development programs. ・To distribute information on VIPO Academy. ・To conduct and manage surveys, interviews, etc., related to VIPO Academy.
Membership Program	・To offer appropriate services requested by members and to manage member information.
Board Members	・To communicate and manage matters related to Board of Directors meetings.
Job Applicants and Current/Former Officers and Employees	For job applicants: ・To conduct the recruitment process. For current/former officers and employees: ・To manage human resources and employee attendance.
Individuals Requesting Information (Including Newsletter Subscribers)	・To provide information from the Organization. ・To distribute VIPO e-newsletters. ・To manage e-newsletter subscriptions, including unsubscribing and updating subscriber information. ・To fulfill information or material requests. ・To email announcements on the Organization’s activities and services.
Inquiries via the Organization’s Website	・To respond to inquiries. ・To manage correspondence records. ・To send related materials. ・To provide information on the Organization’s services upon request.
Other Inquiries	・To respond to inquiries, manage correspondence, and send related materials.
Information Collected Through Cookies and Similar Technologies	・To analyze and improve website usage. ・To improve user experience. ・To generate statistical data on website access. ・To ensure website security. Notes: Users can disable cookies in browser settings. Although cookie data alone does not identify individuals, it may become personally identifiable when combined with other information. For that reason, such data is treated as personal information.
Use of Analytics Tools, such as Google Analytics	・To analyze and understand website usage. ・To analyze visitor demographics and interests. ・To improve the website and enhance services. ・To prepare and analyze statistical reports. Notes: Users can disable cookies in browser settings or use the Google Analytics Opt-out Add-on. Please refer to Google Analytics Terms of Service for details. The Organization is not responsible for any issues arising from the use of Google Analytics services.

2. Voluntary provision of personal information

Providing personal information to the Organization is voluntary. However, if personal information is not provided, the user may not be able to access all or part of the services outlined under the purpose of use.

3. Measures to secure personal information

To protect personal information, the Organization has established personal information protection regulations based on its Privacy Policy, which complies with the JIS Q 15001 standard. The Organization operates a Personal Information Protection Management System, taking into account changes in external environments.
Security measures are implemented across four areas: organizational, personnel, physical, and technical. For details on these measures, please contact us via the inquiry form.

4. Provision of personal information to third parties

The Organization does not provide personal information to third parties. However, disclosure may occur in the following cases, to the extent permitted by applicable laws:
(1) When disclosure is requested by legal procedures from government agencies or other authorities.
(2) When necessary to protect an individual’s life, body, or property.
(3) When particularly necessary to improve public health or promote the healthy development of children.
(4) When deemed appropriate for a third party to respond to opinions or inquiries.
(5) When the user has given consent for a specific purpose.
Notes: The Organization will inform the user of the third party’s name, the type of information to be provided, and the purpose of the disclosure before sharing personal information with the third party.

5. Outsourcing the handling of personal information

To comply with the purposes of use in Section 1, the Organization may outsource all or part of the handling of personal information to external contractors. Contractors are selected based on their capability to properly manage personal information. Outsourcing agreements include obligations regarding security, confidentiality, and restrictions on subcontracting. The Organization regularly monitors contractors to ensure that personal information is handled securely.

6. Handling of personal information received through commissioned work

When the Organization is contracted by government entities or private companies, it may receive personal information from them. The Organization will properly handle such personal information in accordance with the outsourcing agreement and will never use it for purposes outside the commissioned scope.

7. Handling of personal information received through commissioned work with government agencies

When the Organization receives personal information through commissioned work with national or local governments or other public entities (hereinafter “government agencies”), it is handled as follows:
(1) Personal information is properly managed in accordance with the outsourcing agreement, project specifications, and related laws (e.g., laws related to proper execution of grant budgets).
(2) Use of personal information is limited to the purpose defined by the commissioning government agency.
(3) Requests for disclosure, correction, suspension of use, etc., are handled properly in consultation with the commissioning agency, in accordance with the outsourcing agreement and applicable laws.
(4) After the commissioned work concludes, personal information is retained and managed for the period required by the outsourcing agreement and applicable laws.
Notes: Government agencies include national agencies, local governments, independent administrative agencies, and other equivalent organizations.

8. Inquiries

For inquiries regarding the Organization’s handling of personal information, please contact:

Visual Industry Promotion Organization
General Affairs Department
2nd Floor, Togeki Building, 4-1-1 Tsukiji, Chuo-ku, Tokyo

Procedure to Request Disclosure of Personal Information

Individuals or their authorized representatives may request the following regarding personal information held by the Organization: notification of the purpose of use, disclosure, correction, addition, deletion, suspension of use, erasure, suspension of provision to third parties, and records of provision to third parties.

Personal Information Category	Purpose of Use
Seminar and Event Participants	・To provide information on seminars and events to requesters. ・To communicate with participants, confirm attendance, and, upon request, provide follow-up information on appropriate services.
Seminar Instructors	・To communicate seminar-related information and arrange honorarium payments.
Operational	For the Organization’s independent activities: ・To operate VIPO Academy’s human resource development programs. ・To distribute information on VIPO Academy. ・To conduct and manage surveys, interviews, etc., related to VIPO Academy.
Membership Program	・To offer appropriate services requested by members and to manage member information.
Board Members	・To communicate and manage matters related to Board of Directors meetings.
Job Applicants and Current/Former Officers and Employees	For job applicants: ・To conduct the recruitment process. For current/former officers and employees: ・To manage human resources and employee attendance.
Individuals Requesting Information (Including Newsletter Subscribers)	・To provide information from the Organization. ・To distribute VIPO e-newsletters. ・To manage e-newsletter subscriptions, including unsubscribing and updating subscriber information. ・To fulfill information or material requests. ・To email announcements on the Organization’s activities and services.
Inquiries via the Organization’s Website	・To respond to inquiries. ・To manage correspondence records. ・To send related materials. ・To provide information on the Organization’s services upon request.
Other Inquiries	・To respond to inquiries, manage correspondence, and provide related materials.

Notes: Requests for disclosure of personal information received through commissioned work with government agencies will be handled according to Section 7: “Handling of personal information received through commissioned work with government agencies,” based on the relevant outsourcing agreements and applicable laws.

1. Name of the organization

Visual Industry Promotion Organization

2. Address and representative

2nd Floor, Togeki Building, 4-1-1 Tsukiji, Chuo-ku, Tokyo
Takayuki Matsutani, Chairman

3. Contact information of privacy officer

Director of General Affairs, Visual Industry Promotion Organization
privacydesk@vipo.or.jp

4. Contact for complaints regarding handling of personal data

Director of General Affairs, Visual Industry Promotion Organization
privacydesk@vipo.or.jp

5. How to request disclosures, etc.

(1) Submitting requests

①Please download and complete the request form, and mail or bring it in person to the address below:

〒104-0045
2nd floor, Togeki Building, 4-1-1 Tsukiji, Chuo-ku, Tokyo　
General Affairs Department, Visual Industry Promotion Organization

②For identity verification, please submit one of the following documents along with the request form by mail or in person.

• A copy of an official identification document, such as a driver’s license, passport, or certificate of seal registration (must be valid and show the requester’s name and address).

③If a requester’s representative submits the request, please also provide the following, in addition to 1) the request form and 2) the identification document:

• A document proving the representative’s authority, and a copy of the representative’s identification, such as a driver’s license, passport, or certificate of seal registration (must be valid and show the representative’s name and address).
• If the representative is an attorney, a document showing their registration number.
• A power of attorney authorizing representation.

(2) Responding to requests

The Organization will respond to requests without delay as follows:

＜When disclosure is available＞

①For requests for notification of the purpose of use, disclosure of personal information, or disclosure of records of provision to third parties, the Organization will respond to the requester, using the delivery option specified in the request form. If the specified delivery option is not available, the response will be sent by postal mail.

②For requests to correct, add, delete, suspend the use of, erase, or stop sharing personal information with third parties, the Organization will notify the requester by phone or email once the request has been processed.

＜When disclosure is not available＞

Regardless of the type of request in ① or ② above, the Organization will notify the requester by phone or email.

6. Other

• Written responses will be sent to the address in the request form provided by the requester or their authorized representative.
• If identification documents include a registered domicile, you may delete that information.
• Identification documents will be securely destroyed within six months of receipt.