Translate
Sylff

MENU

GDPR Privacy Policy

 

1. Introduction

The Tokyo Foundation for Policy Research (“Foundation”) respects your privacy and is committed to protecting the personal data of its users, including those who visit this website (“user”). This Privacy Policy explains how the Foundation collects and processes personal data in the course of administering its fellowship and support programs.

Users are asked to read this Privacy Policy in its entirety before using this site, participating in the Foundation’s fellowship and support programs, or contacting the Foundation.

 

2. Definitions

The terms used in this Privacy Policy are defined as follows:

  1. Personal Data
    Personal data refers to information about an identified or identifiable natural person (“data subject”). An identifiable natural person refers to a person who can be directly or indirectly identified, especially by reference to such identifiers as name, identification number, location data, or online identifier, or by reference to one of several characteristics that express the physical, physiological, genetic, mental, economic, cultural, or social identify of the person.
  2. Data Subject
    A data subject is an identified or identifiable natural person whose personal data is processed by the controller. For the purposes of this Privacy Policy, the data subject refers to the user.
  3. Controller
    A natural person, legal person, government authority or agency, or other entity that, alone or in conjunction with others, determines the purposes and means of processing personal data. For the purposes of this Privacy Policy, the controller refers to the Foundation.
  4. Processor
    A natural or legal person, public authority or department, or other organization that handles personal data on behalf of the controller.

 

3. Basic Information

  1. Name and Contact Information of the Controller
    Name: Tokyo Foundation for Policy Research (public interest incorporated foundation)
    Representative: Izumi Kadono, President

    Address: Roppongi Grand Tower 34F, 3-2-1 Roppongi, Minato-ku, Tokyo 106-6234
    Website: https://www.tkfd.or.jp/
  2. Name and Contact Information of the Privacy Representative
    The Foundation has appointed the Prighter Group and its local partners as our privacy representative and your point of contact for the European Union (EU) and the United Kingdom (UK).

    Name: Prighter Group
    Contact information: https://prighter.com/q/13483592389
    Visit the above website to contact Prighter or to exercise your privacy-related rights (e.g., request access to or erasure of personal data).

 

4. Handling of Personal Data

  1. Types of Personal Data Collected
    The Foundation collects the following personal data in administering its fellowship and support programs.
    • Name
    • Address
    • E-mail address (personal/work)
    • Phone number (personal/work)
    • Name of university, department, degree
    • Identification numbers (ID)
    • Online identifiers (cookies, IP addresses, etc.)
    • Personal photo
    • Bank account and credit card information
    • Information regarding fellowships and support program awards
    • Employment information (resumes, curricula vitae, letters of recommendation)
  2. Purpose of Processing Personal Data
    The Foundation processes personal data for the following purposes in its fellowship and support programs.
    Type of data Purpose of processing
    Personal data of nominees To screen nominees and disburse fellowships
    To contact nominees
    Personal data of fellowship recipients To remit and disburse fellowships
    For publication on the Sylff website
    To send email newsletters
    For monitoring purposes
    Personal data of support program applicants To screen applicants
    To remit awards
    Reports by fellowship and support program recipients Monitoring of fellowship and support program recipients
    For publication on the Sylff website
  3. Methods and Sources of Personal Data Collection
    The Foundation collects personal data in the following ways:
    • Provision by the user
      The Foundation collects personal data from the user in writing (including electronically), orally, or through video or audio recordings, etc.
    • Automatic collection
      Some information about visitors to the Sylff website are collected automatically. For details, please see our Cookie Policy.
    • External sources
      In certain exceptional cases, the Foundation may obtain information from third parties, such as universities and other foundations.
    • Derived data
      The Foundation may conduct research and analysis regarding users’ personal data, and this may result in the generation of derivative data.
  4. Legal Bases for Processing Personal Data
    The legal bases for the processing of personal data are as follows:
    • User consent
      The user has given his/her consent for the processing of his/her personal data for one or more specific purposes.
    • Performance of a contract
      The processing is necessary to carry out a contract to which the user is a party or to take steps at the user’s request prior to the conclusion of such a contract.
    • Performance of legal obligations
      The processing is necessary to comply with the legal obligations to which the controller is subject.
    • Protection of life
      The processing is necessary in the interest of protecting the life of the user or other natural persons.
    • Public interest
      The processing is necessary to serve the public interest or to perform duties in the exercise of the public authority granted to the controller.
    • Legitimate interests
      The processing is necessary to serve the legitimate interests as required by the controller or a third party. The legitimate interests of the Foundation refer to the following:
      1. Ensuring business continuity
      2. Ensuring security
      3. Managing user accounts, etc.
      4. Providing programs to the user
      5. Improving and creating programs and advertisements
      6. Informing you of changes to our programs
      7. Informing you of our policies and terms and conditions
      8. Analyzing, researching, and auditing data
  5. Processing Special Categories of Personal Data
    Special categories of personal data include those that reveal one’s racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, along with genetic data, biometric data intended to uniquely identify a natural person, health data, or data concerning the sex life and sexual orientation of a natural person. The Foundation will not process such special categories of personal data, except as provided for in Article 9(2) of the GDPR.
  6. Provision and Sharing of Personal Data
    The Foundation may share personal data with the following third parties for the purposes described in section (2) of this article. If this is necessary, the Foundation will comply with applicable privacy laws and regulations.
    • Professional experts, such as lawyers, tax accountants, and labor and social security attorneys
    • Financial institutions
    • Service providers and suppliers
  7. Transfer of Personal Data to Third Countries or International Organizations
    The Foundation may transfer users’ personal data to countries or regions outside the EU and the UK. In such cases, the Foundation will take one of the following measures in accordance with the GDPR:
    • Transfers based on an adequacy decision
      Legitimacy is recognized under the GDPR for transfers to certain countries or territories that have been recognized by the European Commission as providing an adequate level of personal data protection.
    • Transfers based on appropriate safeguards
      The Foundation will ensure the legitimacy of transfers of personal data in the absence of an adequacy decision through, in principle, the conclusion of contracts with standard contractual clauses (SCCs), as provided for in the template developed by the European Commission.
    • Transfers on other legal grounds
      In addition to the above, the Foundation may also transfer personal data to a third country in cases where the conditions provided for in the “Derogations for Specific Situations” (Article 49) of the GDPR are met.
  8. Rights of Users
    Users are granted the following rights under the GDPR, and the Foundation will promptly respond to any claims, etc. from users based on these rights.
    • Right to be informed
    • Right of access
    • Right to rectification
    • Right to erasure
    • Right to restriction of processing
    • The right to data portability
    • The right to object
  9. Personal Data Protection Measures
    To adequately protect personal data, the Foundation implements organizational, personnel-based, physical, and technical security measures in accordance with the protection rules established by the Foundation.
  10. Retention Period of Personal Data
    Collected personal data will be promptly deleted after the purpose of processing has been achieved as stipulated in section (2) of this article and after the expiration of the period as required by law and as necessary for the Foundation’s legitimate interests.

 

5. Miscellany

The Foundation may revise this Privacy Policy from time to time.

 

TOP