Privacy Policy for the 7th Japan-Mexico Rectors’ Summit
For the purposes described in Section 1 of this Privacy Policy, University of Tsukuba (hereinafter referred to as the “University”), a national university corporation, will request individuals planning to participate in the 7th Japan-Mexico Rectors’ Summit (hereinafter referred to as the “Rector’s Summit”), an international conference hosted by the University, to provide their personal data. The University may also take photographs and videos of participants during the Rector’s Summit.
All personal data provided will be processed appropriately in compliance with applicable Japanese laws and regulations, as well as the University’s rules, with due regard for the importance of data security.
All prospective participants of the Rectors’ Summit are required to read this Privacy Policy.
If you agree to its terms, please check the “Agree” box in the Privacy Policy Confirmation section (this method of consent shall hereinafter be referred to as “Blanket Consent”).
If you do not agree to the use of your personal data for the purposes listed below (hereinafter referred to as the “Non-operational Purposes of Use”), please indicate this in the “Special Needs” field and check the “Agree” box (this method of consent shall hereinafter be referred to as “Limited Consent”).
Non-operational Purposes of Use:
- To send invitations to conferences and events organized by the University in the future
- To conduct questionnaire surveys and collect feedback from participants
If you provide Limited Consent, your personal data will not be used for Non-operational Purposes of Use. You may still participate in the Rectors’ Summit and use its related websites without any disadvantage compared to those who provide Blanket Consent.
If you check the “Agree” box without indicating Limited Consent, you will be deemed to have agreed to all provisions of this Privacy Policy, including the Non-operational Purposes of Use.
If you do not agree to any provisions other than the Non-operational Purposes of Use (i.e., if you do not provide either Blanket or Limited Consent), please refrain from providing your personal data. In such a case, you will not be able to participate in the Rectors’ Summit or use its related websites.
[For residents of the European Economic Area (EEA) and the United Kingdom (UK)]
Personal data provided by residents of the EEA and the UK will be processed in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR), in addition to applicable Japanese laws and regulations, and the University’s rules. Such personal data will be transferred to Japan, which has been recognized by the European Commission as ensuring an adequate level of data protection pursuant to Article 45 of the GDPR.
If you agree to this condition, including the transfer of your personal data to countries outside the EEA and the UK, please check the “Agree” box in the Privacy Policy Confirmation section.
1. Purposes of the Use of Personal Data
The University will use personal data for the following purposes.
- To register participants for the Rectors’ Summit
- To provide announcements regarding the Rectors’ Summit and notify registered participants
- To display participants’ names, affiliations, departments, and other relevant information (primarily for speakers) on the websites, publications, and reports related to the Rectors’ Summit for operational purposes
- To publish photographs and videos in which participants appear on the websites, publications, and reports related to the Rectors’ Summit
- To manage the invitation procedure
- To conduct procedures related to export control compliance
- To perform accounting and financial procedures
- To transfer honoraria and reimburse necessary expenses
- To ensure participant safety and implement crisis management measures
- To respond to inquiries
- To accommodate special requests, including dietary requirements
- To conduct questionnaire surveys and collect feedback
- To analyze demographic trends among participants
- To send invitations to future events organized by the University
- To notify changes in laws or policies relating to personal data processing
- To carry out other necessary operations related to the management of the Rectors’ Summit
[For residents of the EEA and the UK]
The legal basis for processing personal data is the data subject’s consent (Article 6, paragraph 1, item (a) of the GDPR).
2. Personal Data to be Obtained
The University may collect personal data from participants and accompanying persons, including but not limited to:
- Name, affiliation, department, job title, e-mail address, country of residence, and other information provided through the registration form
- Photographs and videos taken at Rectors’ Summit
Where necessary, the University may additionally collect:
- Contact information of the place of employment (address, job title, e-mail address, telephone number)
- Residential address and telephone number
- A copy of the personal data page of the passport
- Curriculum vitae (CV) and photograph
- Information provided through inquiries, special requests, and questionnaires
- Bank account information
- Emergency contact information
– Other minimum information required for participation and related procedures
3. Management of personal data
The University will appropriately manage personal data and retain it for a period of five (5) years after the conclusion of the Rectors’ Summit, in accordance with the purposes set forth in Section 1.
4. Provision of personal data to third parties
The University will not provide your personal data to third parties except where consent has been obtained.
However, personal data may be disclosed to third parties within the minimum necessary scope in the following cases:
- Where required by laws and regulations.
- Where necessary to cooperate with governmental authorities or entities entrusted by them
– Where necessary to protect the life, health or safety of participants in emergencies
5. Outsourcing of the processing of personal data
The University may outsource the processing of personal data to external service providers within the scope necessary to achieve the purposes described in Section 1. In such cases, the University will enter into contracts with such providers imposing obligations regarding confidentiality and proper data handling, and will supervise them as necessary.
6. Rights of the data subject
Data subjects will have the following rights:
- Right to access to personal data and related processing information
- Right to rectification or erasure
- Right to restriction of processing
- Right to object to processing
- Right to data portability
- Right to withdraw consent at any time (without affecting prior lawful processing)
- Right not to be subject to automated decision-making, including profiling
- [For EEA/UK residents] Right to lodge a complaint with a supervisory authority
To exercise these rights, please contact the Secretariat below.
7. Contact information (Data controller)
The Secretariat of the 7th Japan-Mexico Rectors’ Summit
Office of Global Initiatives, University of Tsukuba
e-mail address: japanmexicosummit@un.tsukuba.ac.jp