Privacy policy

Personal information protection policy (privacy policy)

The NPO Asia-Pacific Children's Conference in Fukuoka recognizes the importance of protecting and utilizing personal information in a global and highly digitalized information society, and complies with all relevant laws and regulations regarding all personal information handled in the course of business. We will comply with the following. Based on this, we will formulate, operate, and manage voluntary regulations regarding the protection of personal information, ensure that all employees and related parties are thoroughly informed, and continually maintain and improve them.

1. Our organization acquires personal information in an appropriate manner and does not collect it illegally.
2. Our organization clarifies the purpose of using personal information and handles it within the scope necessary to achieve that purpose.
3． Our organization strives to keep the personal information it holds accurate and up-to-date to the extent necessary for the purpose of use.
Four. When handling personal information, our organization takes care to ensure that the information subject (individual) is appropriately involved.

Personal information protection regulations <Specific handling policy>

01. basic way of thinking

The NPO Asia Pacific Children's Conference in Fukuoka (hereinafter referred to as APCC) collects personal information to the extent necessary in order to understand the attributes and contact information of project participants and related parties, such as host families and volunteers. Masu. Personal information is of the utmost importance to our organization, and in order to protect personal information, we will pay close attention to the following regulations.

02. Definition of personal information

Personal information includes information that can identify a specific individual, such as name, date of birth, address, etc.; information such as telephone number, email address, etc. that is used in conjunction with the individual; personal preferences, family composition, etc. We consider it to be attribute information about individuals.
APCC primarily collects personal information in the following ways.
・Project participants or related parties write or enter information on designated forms (paper or online application forms, registration forms, etc.) and provide them to APCC.
・Information in letters, faxes, emails, etc. sent to APCC
・Activities such as interviewing, filming, and recording by APCC

03. Purpose of collecting personal information

APCC collects personal information for the following purposes:
・Implementation of various APCC projects such as homestay, camping, school attendance, etc. invitation projects, overseas dispatch projects, training projects such as the Wing Kids Program, bridge projects, charity golf events, and other projects that collect donations and support funds. to do
・In order to understand the attributes of participants in APCC projects such as homestays, camps, etc. invitation projects, dispatch projects, training projects, bridge projects, donation/support money collection projects, etc., and to contact them from APCC, or to inform them of the groups they belong to. to keep in touch between
・For host families/overseas participants of APCC projects such as invitation projects, dispatch projects, training projects, bridge projects, etc., to provide information on host families/overseas participants to corresponding overseas participants/host families and host schools.
・For participants in invitation projects, dispatch projects, training projects, and bridge projects, to make travel arrangements and insurance enrollment procedures, etc.
・Understand the attributes of volunteers involved as operational staff in APCC projects such as invitation projects, dispatch projects, training projects, bridge projects, and donation/support money collection projects, and communicate with them from APCC or between groups to which they belong. to compete for
・Producing paper or web media, etc. to widely publicize and disseminate APCC projects such as invitation programs, dispatch programs, training programs, bridge programs, and donation/support collection programs, as well as public relations activities through these. for use in
・For the operation of APCC board of directors meetings, etc., and for communication from APCC to each officer
・To provide information such as event guides and recruitment information from APCC or business partners and other supporters in accordance with the interests of information registrants.
・To investigate, analyze, and statisticize information that cannot be used to identify individuals, such as the attributes and preferences of information registrants, as marketing data, and create and publish materials.

04. Scope of personal information collected

When handling personal information, APCC specifies the purpose of use as described above, further specifies as necessary, and limits the scope of information collected to only what is necessary. APCC acquires personal information appropriately and never through false or other illegal means.

05. Regarding restrictions on the use of personal information

APCC will not handle personal information beyond the scope of the purpose of use without obtaining the prior consent of the person concerned. However, this does not apply in the following cases.
・When based on laws and regulations. When it is necessary to cooperate with a national agency, local government, or a person entrusted by them in carrying out the affairs stipulated by law. However, only when obtaining the consent of the person concerned is likely to impede the execution of the relevant affairs. When we judge that it is necessary for the protection of the person, property, or rights, is urgent, and it is difficult to obtain the consent of the person by the deadline.
・If a parent or legal representative exists and the parent or legal representative has consented, or if there is no need to obtain consent.
・If it is determined that there is no way to confirm the person's identity.

06. About management

APCC has established management rules to prevent leakage, loss, damage, etc. of personal information, and strives to manage it appropriately and protect the personal information it holds. In addition, we will educate our employees on the appropriate handling of personal information, and strive to ensure its protection.

07. Regarding provision to third parties

APCC will not provide personal information to third parties except in the following cases.
(1) When we have obtained the consent of the person in advance
(2) When providing personal information to a subcontractor, etc. that APCC appropriately supervises in order to achieve the purpose of use.
(3) When personal information is acquired for the purpose of providing it to a third party, and the purpose, data items provided, method of provision, and destination for requesting suspension are notified or made readily available.
(4) When it is necessary to protect a person's life, body, or property and it is difficult to obtain the consent of the person concerned.
(5) When ordered to provide information based on laws and regulations by a judicial or administrative agency, etc.
(6) If a parent or legal representative exists and the parent or legal representative has consented, or if there is no need to obtain consent.

08. Third party provision to foreign countries

When APCC provides personal information about participants in invitation, dispatch, training, or bridge projects to a third party overseas, we will obtain the consent of the individual, except in the following cases:
(1) When providing personal information to a subcontractor, etc. that APCC appropriately supervises in order to achieve the purpose of use.
(2) When it is necessary to protect a person's life, body, or property and it is difficult to obtain the consent of the person concerned.
(3) When ordered to provide information based on laws and regulations by a judicial or administrative agency, etc.
(4) If a parent or legal representative exists and the parent or legal representative has consented, or if there is no need to obtain consent.

09. Personal information requiring special consideration

When APCC acquires the personal information of a participant in an invitation program, dispatch program, training program, or bridge program, such as the person's race, creed, and medical history, or provides it to a third party, the following information is collected: Unless otherwise specified, we will ask for your consent.
(1) When providing personal information to a subcontractor, etc. that APCC appropriately supervises in order to achieve the purpose of use.
(2) When it is necessary to protect a person's life, body, or property and it is difficult to obtain the consent of the person concerned.
(3) When ordered to provide information based on laws and regulations by a judicial or administrative agency, etc.
(4) If a parent or legal representative exists and the parent or legal representative has consented, or if there is no need to obtain consent.

Ten. Regarding inquiries and procedures regarding disclosure of personal information, etc.

(1) If you or your representative wish to inquire about, change, or suspend use of your personal information, please contact the APCC Secretariat for procedures and communications.
(2) When making an inquiry, we may ask you to confirm that you are the person in question or the person's legitimate representative, so please cooperate with us.
(3) Please note that if you wish to perform procedures such as disclosure of personal information, a fee of 1,000 yen (excluding tax) will be required for each request.
(4) Please note that we may not be able to respond to your request if any of the following apply.

1. If it is not possible to confirm the identity of the person or his/her legitimate representative.
2. If disclosing personal data held by our organization may harm the life, property, body, or other rights and interests of the person or a third party.
3． When disclosing personal data held by APCC may significantly impede the proper implementation of our organization's business.
Four. If disclosing personal data held by APCC would violate other laws or regulations;
Five. If a request is made to suspend the use of personal data held by APCC, and it is difficult to suspend the use, etc., and the rights and interests of the individual can be protected by alternative means.

11. About revision

APCC may revise these "Personal Information Protection Regulations" in response to changes in the purpose of use, improvements in security, or revisions to related laws and regulations. We ask all concerned parties to regularly check our organization's website.

(As of October 2023)