Established on November 21, 2001
Last revised on March 30, 2022
Collecting Personal Information
The mission of IPSJ is to contribute to the development of science, culture, and industry through the promotion of academic and technical activities in the area of information processing, with a focus on computing and communication. IPSJ shall collect information provided by members and non-members, including users or customers of the various services offered by IPSJ, as well as examination or screening committee members engaged in IPSJ’s projects or programs, to the extent necessary for pursuing its mission.
Using Personal Information
IPSJ shall use the personal information provided by members and non-members for the following purposes. IPSJ shall not disclose or provide any personal information to a third party without obtaining the consent of the person to whom the information belongs, excluding the specific provisions set out below.
1. Verifying identity; offering services related to subscriptions or applications; billing service fees; notifying any changes in service terms and conditions, suspending or discontinuing services, or terminating service agreements
2. Giving notice about general meetings of members, providing information on voting in elections, dispatching IPSJ bulletins or other printed materials
3. Communicating with members in connection with the operation of IPSJ, including with the board of directors, committees, study groups, branches, and other parties
4. Providing information on services and events offered or hosted by IPSJ, as well as services and events offered or hosted by other organizations in cooperation or partnership with, sponsored by, or cohosted by IPSJ.
5. Research aimed at enhancing services
Notwithstanding the foregoing, IPSJ may use, disclose, or provide personal information for purposes other than the foregoing in any of the following cases.
1. When the use, disclosure, or provision is based on applicable laws and regulations
2. When a person gives consent for the use, disclosure, or provision of the personal information of the person in question
3. When IPSJ outsources operations for handling personal data, in whole or in part, to the extent necessary for achieving its mission
(e.g., giving name and address data to delivery service providers or other business operators, etc.)
Managing Personal Information
IPSJ undertakes to properly manage any personal information it collects to prevent the unauthorized disclosure, destruction, tampering, or loss thereof. However, IPSJ’s responsibility to properly manage personal information does not extend to personal information either disclosed by the persons themselves or already in the public domain.
If IPSJ is unable to reach a person for a period exceeding 10 years or there is any other similar unavoidable circumstance, IPSJ may cease usage of the personal information of the person in question.
Requests for Disclosure of Personal Information
If IPSJ receives a request from a person to disclose said person’s personal information, IPSJ shall promptly disclose the personal information to the person in question. Any requests for disclosure should be made in writing.
However, IPSJ may refuse to disclose the requested personal information, in whole or in part, in any of the following cases.
1. When the disclosure is likely to harm the life, body, property, or other rights or interests of the person in question or any third party
2. When the disclosure is likely to be significantly detrimental to the proper execution of IPSJ’s services or activities
3. When the disclosure would violate any laws or regulations
When it is decided that the requested disclosure will be refused, or if the requested personal information is not held by the IPSJ, IPSJ shall inform the person in question without delay.
Requests for Correction, Addition, or Deletion of Personal Information
If the personal information held by IPSJ contains content that is not factual, IPSJ shall correct, add, or delete the relevant information based on a request from the person in question. Any requests for correction, addition, or deletion should be made in writing.
However, IPSJ may refuse to make the requested correction, addition, or deletion, in whole or in part, in any of the following cases.
1. When an assertion that the personal information is not factual is found to be false
2. When the correction, addition, or deletion is deemed unnecessary in light of the usage purposes publicly set out by IPSJ
3. When applicable laws or regulations require certain special procedures to be carried out in responding to a request
If the requested correction, addition, or deletion has been made, or the decision is made to refuse the request, IPSJ shall inform the person in question without delay.
Request for Cessation of Use or Deletion of Personal Information
If any of the following facts is ascertained based on a request from the person in question, IPSJ shall promptly carry out procedures for ceasing the use of or deleting the personal information. Any requests for cessation of use or deletion should be made in writing.
1. The personal information has been handled for a purpose other than those published and disclosed by IPSJ without the person’s consent (except where such handling is permitted under applicable laws or regulations)
2. The personal information has been acquired through deception or any other wrongful means
3. The personal information has been used in any way that is likely to encourage or provoke an illegal or unjust act
If, however, it is deemed difficult to cease the use of or delete the personal information and any alternative measures necessary for protecting the person’s rights and interests are to be taken, IPSJ may refuse the request, in whole or in part.
When the use of the personal information has been ceased or the information has been deleted, or the decision is made to refuse the request, IPSJ shall inform the person in question without delay.
When a request for disclosing, correcting, ceasing the use of, or deletion of a person’s personal information is received, the person making the request is requested to submit a document for verifying their identity in order that the IPSJ can confirm that the request has been made by the person in question.
Handling of Personal Information on the IPSJ Website
The responsibility for each user’s use of the website created and operated by IPSJ (the “IPSJ Website”) shall rest with the user. IPSJ shall bear no responsibility or liability whatsoever for any loss or damage of any kind arising from the use of information acquired from the IPSJ Website or any other website linked to the IPSJ Website.
Handling of Personal Information at Events, etc.
Photos or videos of events or other activities organized by IPSJ may be taken by members of the press or news reporters. Photos and videos taken at these events may be published in IPSJ’s journals, public relations magazines, on the website, or in other media. Please be aware that headline speakers and lecturers, as well as award winners, are more likely to attract press attention and receive media coverage.
Inquiries Concerning the Handling of Personal Information
For any complaints, inquiries, requests for disclosure, correction, etc. or any other communication in connection with IPSJ’s handling of personal information, please contact the following section.
IPSJ Administration Section
Kagaku Kaikan (Chemistry Hall) 4F, 1-5 Kanda-Surugadai, Chiyoda-ku, Tokyo 101-0062 Japan
Tel: +81 3-3518-8374
Fax: +81 3-3518-8375