Privacy Policy of JASSO Website (for Personal Data of Users in Europe, U.K., and Thailand)

1. Basic Concept

Japan Student Services Organization (hereinafter referred to as “JASSO”) will collect and carefully handle personal data of all users of the official website of JASSO Study in Japan Virtual Fair (hereinafter referred to as the “JASSO Website”) as pertains to General Data Protection Regulation 2016/679 (GDPR) of the European Union and Personal Data Protection Act of Thailand (PDPA). JASSO will strive for appropriate management and operation of the data to the extent necessary for seamless operation of the services provided on this Website.
This privacy policy (hereinafter referred to as the “Privacy Policy”) describes the processing of personal data of users in the European region (hereinafter referred to as the “EEA”), consisting of the EU Member States, Norway, Iceland, and Liechtenstein, U.K., and Thailand in relation to the services provided by JASSO. Please refer to the privacy policy of JASSO Website for the handling of personal information of users located outside of the EEA, U.K., and Thailand.

2. Collection of Personal Information

When using the services provided by JASSO, you may be required to provide your personal data. Personal data provided will be used within the scope necessary to achieve the purpose of use, and will not be used for any purpose other than the purpose of use without the consent of the user.

(1) Among JASSO’s services, the following are examples of those for which JASSO may require users to provide personal data:

Websites
①Registration for fairs and seminars
②“Inquiry”
With regard to the personal information of users supplied in response to inquiries, such data is obtained by the JASSO outsourcing contractor. Contractor then utilizes the information in question only to the extent necessary to reply to the inquiries, followed by its proper storage and management. JASSO maintains a contractual agreement with contractor to require the appropriate handling, avoid unauthorized disclosure and otherwise uphold the integrity of all user personal information.

(2) Examples of personal data you will provide:
Name
Nationality, place of residence
E-mail address
Other information necessary for providing specific services

3. Purposes of Use of Personal Information

JASSO will use the personal data it has collected with respect to users for the following purposes. JASSO will use your personal data only to the extent necessary to achieve these purposes.

(1) Accepting user opinions and inquiries, and responding to such opinions and inquiries.
(2) Implementation and operation of services, events, seminars, etc., for which the user has registered.
(3) To conduct questionnaires concerning services, events, seminars, etc. in which users participate, and to grasp the outcomes of such services, events, seminars, etc.
(4) To provide information on JASSO’s services, events and seminars that users are interested in.
(5) To improve JASSO services to make them more user-friendly.
(6) To analyze and collect statistics on users using JASSO’s services.
(7) To achieve other purposes of use which were clearly indicated at the time of acquiring the personal data of users.

4. Cookies and Google Analytics

When you visit this Website, we use cookies for purposes of user authentication, confirmation of the user’s log-in status, and improvement of user convenience. In addition, for purposes of improving the usability of this Website for users, this Website may record access logs, such as the client’s IP address, date and time of access, link source, files accessed, browsers used, etc. We use log information automatically stored on the server and technology called “web beacons” and “cookies” from Google Analytics, a service of Google, Inc. to create such records.
In addition, we use content sharing functions provided by social media platforms such as Twitter and Instagram and the video streaming function of YouTube on the JASSO Website. Cookies issued by third parties such as these social media platforms are used to track information that is provided by users or is obtained from users’ use history.
JASSO may also analyze your interests based on your behavioral history on this Website, such as the date and time of access and the files you accessed, for the purpose of providing you with useful information, etc.
For a detailed explanation of our use of cookies and cookie Policy, please refer to the following link:

Cookies Policy

5. Placement of Advertisements on Third-Party Distributors

JASSO advertisements are carried on various Internet websites, including those of Google, Facebook, Instagram and other third-party distributors. Such third-party distributors (including the aforementioned Google, Facebook, Instagram and other social media platforms) utilize cookies and other identifying information to transform personal information owned by the JASSO website and personal information owned by third-party distributors into irreversible status, rendering it impossible to determine the identity of the party involved. This is followed by the process of matching by the third-party advertising distributors, leading to cases of advertisements being distributed on the basis of those results. Third-party distributors will not make use of such information for purposes other than the distribution of advertisements.
Pursuant to agreement with this Privacy Policy, it is considered that consent has likewise been obtained for the supply of personal information to third-party distributors.

6. Lawfulness of Processing

JASSO will only process your personal data within the scope permitted by law. JASSO will process your personal data based on the following grounds:

(1) Consent: This is when JASSO receives consent from the user for processing personal data. By indicating agreement with this policy, the user is giving consent to the use of personal information by JASSO as indicated by this Policy.
(2) Performance of contractual obligations: This is when JASSO needs to process your personal data in order to perform a contract entered into with you.
(3) Legal obligations: This is when JASSO needs to comply with legal obligations.
(4) Legitimate interests: This is when processing of the user’s personal data is necessary for the legitimate interests pursued by JASSO or by a third party, provided that the user’s interests and fundamental rights are not overridden by the above interests.

7. Provision of Information Handled

JASSO may share your personal data with the following types of recipients.

(1) Service providers: Service providers include companies in the IT industry, such as internet service, cloud service, information security and data analytics, etc.
(2) Subcontractors: This is when the processing of personal data is necessary for the execution of operations relating to JASSO’s outsourcing of operations to a third party.
(3) Co-organizers and supporters of events, seminars, etc. for which users have participated: These include Embassies and Consulate-Generals of Japan, government-affiliated organizations and other organizations.

8. Transfer of Personal Information Outside Europe, U.K., and Thailand

The personal data JASSO has with respect to users may be transferred to third parties outside the EEA, U.K., or Thailand and may be retained by such third parties. If JASSO transfers your personal data to a third party outside the EEA, U.K., and Thailand, we will ensure the following: The region to which the transfer is to be made has been certified by the European Commission, U.K. government, or Thailand government as ensuring an adequate level of protection for the rights and freedoms of the users’ personal data.
International transfer of personal information to Japan will be based on the written text of PDPA, or European Commission’s decision regarding the adequacy of personal information protections acquired by Japan. For information regarding the adequacy of personal information protections provided by Japan, please refer to the European Commission’s website or written text of PDPA.

European Commission’s website

9. Data Retention Period

JASSO will retain personal data collected with respect to you during the period we provide you with our services. Personal data related to users that is no longer needed after the service provision period will be deleted. The retention period of personal data collected by JASSO will vary for each category of personal data, and personal data will be retained only for the period necessary for purposes of use according to each type of data. However, this shall not apply to personal data that is required by law to be retained for a longer period, and such personal data will be retained for the period of time required by law.

10. Data Protection Measures

JASSO will take necessary measures to prevent the leakage, loss or damage of information it handles and to appropriately manage such information.
In addition, JASSO may outsource operation of this site. In such case, the outsourcer must also comply with GDPR, PDPA, and related laws, protect data against breaches, losses and other harm, and take all appropriate measures to provide for proper management of data.

11. Scope of Application

JASSO will not be able to manage your personal data at websites that are not under JASSO’s control, including the websites of public/private organizations and institutions to which this Website links. These websites may collect your personal data independently. JASSO recommends that you handle your personal data carefully and review the privacy policy of each website.

12. Rights of the Data Subject

You have the following rights relating to the personal data JASSO retains with respect to you.

(1) The right to acquire information related to the processing of the user’s personal data and the right to access the personal data held by JASSO with respect to the user.
(2) The right to request the correction of any inaccurate or incomplete personal data of the user.
(3) The right to request that JASSO erase your personal data under certain circumstances, including, but not limited to, the following circumstances:
when JASSO is no longer required to retain your personal data in the light of the purpose for which it collected the personal data;
when JASSO may process personal data only with the consent of a user and the user withdraws the consent;
when you object to JASSO’s processing of personal data based on legitimate interests and JASSO’s legitimate interests do not prevail over your own interests, rights, and freedoms.
(4) The right to require JASSO to restrict JASSO’s processing of personal data under certain circumstances, including, but not limited to, the following circumstances:
when you challenge the accuracy of your personal data (only for the period JASSO needs to confirm its accuracy);
when JASSO no longer needs the personal data (excluding cases where JASSO needs the personal data for bringing, exercising or defending legal claims);
when you object to JASSO’s processing of personal data based on legitimate interests (only for the period necessary to determine whether the legitimate interests of JASSO prevail over their own interests, rights and freedoms).
(5) The right to object to JASSO in relation to the processing of the user’s personal data.
(6) The right to receive personal data in a structured, commonly used, and machine-readable form and/or to require JASSO to transfer such personal data directly to the recipient to the extent technically feasible, when processing personal data is based on your consent and other grounds are not applicable. Please be aware that this right is only permitted for personal data provided by you to JASSO.
(7) The right to withdraw your consent to the processing of your personal data at any time. Please note, however, that JASSO may continue processing your personal data if it can rely on another legal basis.

You may exercise your rights by contacting JASSO as described in Section 15. If you believe that JASSO has infringed your rights, you may file a complaint with a data protection authority.

13. Note

Some social networking services (SNS) provide “buttons” that when included on other websites will cause personal information such as user IDs and information about sites visited to be automatically transmitted to the SNS even if the button is not clicked.
For information regarding the privacy policies of social media services used by this site, please refer to the websites of individual social media service providers.

14. Updates to Privacy Policy

If this Privacy Policy is changed, JASSO will publish the changed Privacy Policy on this Website and update the revision date.

15. Contact Information

If you have any questions regarding this Privacy Policy, the exercise of your rights, or any other matters related to the protection of personal data, please contact the following contact address:

Study in Japan Unit, Information Services Division, Student Exchange Department
Independent Administrative Institution Japan Student Services Organization (JASSO)
2-2-1 Aomi, Koto-ku, Tokyo 135-8630 Japan
TEL：+81-3-5520-6111
FAX：+81-3-5520-6121
E-mail： infoja@jasso.go.jp

Published: September 30, 2024