Privacy Policy for APCMfI

This Privacy Policy describes how Japan Office of APCMfI (Institute of Mathematics for Industry (IMI), Kyushu University, Japan; hereinafter may be referred to "Japan Office" or "we") collects, uses fairly and stores safely your personal data through this web site or any activities of APCMfI. If you have any questions, concerns or would like more information about our Privacy Policy, please contact us through Enquiry form at Contact page of this web site.

We encourage you to read this Privacy Policy carefully. If you do not wish for your personal data to be used by us as set out in this Privacy Policy, please do not provide us with your personal data. Please note that in such case, we may not be able to provide you with our service.

1. The personal data we collect

The personal date we will collect from you are followings:
・Personal contact details: your name, affiliated institution (university, department, etc.), home address, work address, email address and phone number;
・Personal details: date of birth, gender, nationality/citizenship, and photograph;
・Identity personal data: passport number, date of issue, expiry date, place of birth and a copy of your passport; and
・Information including your enquiries, specific requests or questions; and
・Preferences, feedback, and survey responses that you provide to us.

2. How we collect your personal data

The personal data we will collect is directly from you, when you
・submit Application form at Membership page of this web site;
・request or enquire any information to be sent to you through Enquiry form at Contact page of this web site;
・attend or register for APCMfI’s event, seminar or workshop.
We would ask for your kind understanding that we have already kept some of your personal data identified in Section 1 above without collecting directly from you according to this Section 2.

3. How we use your person data

We use your personal data for the following:
・to provide any notice related to APCMfI’s events and activities through e-mail or post mail;
・to provide events, workshop and other activities services to you;
・to collect feedback from you;
・to answer your inquiries;
・to share your personal data with the travel agency which you request the service such as shuttle bus service, tickets service, booking hotel and other services provided by such travel agency;
・to process your personal data which you provide additionally for other purposes;
・to publish your name and affiliated institution at this web site; and
・to publish your personal data on the printed events guide and posters, e-mail newsletters or any other materials.

We may also process your personal data in relation to compliance with our legal obligations. For fulfilling this respect, we may use your personal data for the following:
・financial audits;
・compliance with our regulatory and legal obligation; and
・prevention and detection of crime.

Information such as health or religion may be considered "sensitive personal data" under the EU General Data Protection Regulation ("GDPR"). These personal data might include information necessary to arrange booking, to fulfill medical purposes, or to protect your or other person’s vital interests. We are only prepared to accept sensitive personal data on the condition that we have your explicit consent.

4. Sharing your personal data with third parties

Your personal data may be shared with the following relevant organization:
・Kyushu University;
・Ministry of Education Culture, Sports, Science and Technology, Japan (MEXT);
・Ministry of Finance, Japan (MOF);
・Ministry of Economy、Trade and Industry, Japan (METI);
・Immigration Bureau, Ministry of Justice, Japan; and
・any other related government departments in Japan.

If we want to use your personal data for a reason other those purposes set out above, or transfer your personal data to other third parties, you will be notified, and asked for consent, if the data transfer process requires us to do so.

5. How long we keep your personal data

Your personal data we collected from you will only be kept until you would leave APCMfI and for a period that is set based on the legal requirements of the national and local authorities in Japan.

6. Your rights

Once your personal data has been collected, you have the right
・to request an access to your personal data that we hold;
・to rectify or erasure your personal data;
・to restrict or object to processing concerning your personal data;
・to ask for a copy of your personal data in a format that allows easy transfer
("data portability"); and
・to withdraw consent at any time, without affecting the lawfulness of processing based on consent before this withdrawal.

7. Cookies* policy:

We will use cookies to collect some personal data when you browse this web site.
The personal data collected by cookies will only be used for our services mentioned above.
We also use cookies to deliver our services and targeted advertising based on your use of this web site.
Advertising technologies which may set cookies on our site including, but not limited to, Facebook, Instagram, Twitter, YouTube and others.
We also use Google Analytics and Adobe Analytics and others to collect information on how visitors use our site.

Cookies policy for Google Analytics
Cookies policy for Adobe Analytics
Data about how cookies can be controlled within the various browsers:
Cookies in Internet Explorer
Cookies in Safari
Cookies in Opera
Cookies in Google Chrome
Cookies in Firefox
Please refer the website above to each cookies policy to opt out cookies.

*Cookies are small text files including a unique identifier, which are stored to your computer or other device when you visit our website, if your browser allows it.

8. How we protect your personal data

We are improving security measures to protect your personal data, information security policies that must be read and understood by all staffs of Japan Office. The personal data is only available to those members of staffs who require access as part of their duties.
We may update this Privacy Policy at any time. The most current version will be available on our website.

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