To ensure compliance with the "Act on the Protection of Personal Information" (Act No. 57 of 2003) and other related laws and regulations, Amnesty International Japan will make every effort to implement the following items.
Establishment of Rules and Regulations for Compliance with the Personal Information Protection Law
Amnesty International Japan establishes this fundamental principle for the protection of personal information, as well as rules for the handling of personal data at each stage of acquisition, use, storage, transfer, deletion, etc., and will ensure that all relevant staff and members are fully aware of these rules.
Publication of Purposes of Use:
When obtaining personal information from participants in campaigns, promotional activities, and other activities in which Amnesty International Japan is involved, and in furtherance of the purposes stipulated in the Articles of Incorporation, Amnesty International Japan shall announce the purposes of use in advance. The acquired personal information shall not be used beyond the scope of the purposes of use publicly announced in advance without the consent of the participants, except as permitted by laws and regulations. Amnesty International Japan will not acquire personal information through deception or other wrongful means.
Thorough management within the organisation:
Amnesty International Japan will appoint a Personal Data Manager, clarify his/her authority and responsibilities, and establish a system to ensure that he/she can properly perform his/her duties related to the protection of personal information as a business operator handling personal information. In addition, Amnesty International Japan will strengthen our security management system by concluding non-disclosure agreements for personal data not only with the Chief Privacy Officer but also with staff and members who have access to personal data.
Management of contractors:
With regard to the current outsourcing of personal data handling, from the viewpoint of personal data protection, Amnesty International Japan will clarify the selection criteria, review them to ensure that measures for safe management of personal data are secured at the outsourcing partner, and take all possible measures for future supervision.
Clarification of Procedures for Disclosure and Complaint Processing:
Amnesty International Japan will establish procedures for disclosure, correction, addition, or deletion of content, suspension of use or elimination, suspension of provision to third parties, etc., regarding personal information, as well as a contact point for complaints by all participants to ensure appropriate handling of such complaints.
Enhancement of auditing system and training and education:
Amnesty International Japan will continuously improve its internal management system for the protection of personal information, as well as provide training and education for relevant staff and members.
Disclosure of Purpose of Use of Personal Information:
Amnesty International Japan will use personal information obtained from participants within the scope necessary to achieve the following business activities and purposes of use. Amnesty International Japan will not use personal information beyond the scope of the purposes of use without the prior consent of the participants. The same applies to information obtained indirectly from public information.
- Promotion of Amnesty International's human rights protection activities;
- Collection, organisation, and provision of human rights information worldwide;
- Promotion of human rights education;
- Publication of the journal and publications;
- Liaison and cooperation with related domestic and international organisations; and
- Other activities which are necessary to achieve the objectives of Amnesty International Japan.
Purpose of use
- To provide information on human rights protection activities, collection and organisation of human rights information, and human rights education;
- To provide information on our newsletters, publications, sales materials, concerts, events, etc;
- To research and study our business policies by conducting questionnaire surveys and data analysis related to our business content;
- To provide information such as activity reports, preliminary accounts, and policy settings to participants in order for them to make decisions as an organisation;
- To conduct administrative work such as exchanging opinions with participants;
- To confirm the identity of participants or their agents;
- To properly carry out the entrusted work if all or part of the processing of personal information is entrusted by another business or other entity, etc; and
- To ensure the appropriate and smooth operation of Amnesty International Japan and its participants.
Amnesty International Japan will not use or provide to any third party any information regarding the race, creed, family origin, legal domicile, or other special non-public information of participants, other than for the proper operation of the Organisation's business and other purposes deemed necessary.
Amnesty International Japan will appropriately manage the personal information of participants, and will not provide personal information of participants to third parties without obtaining the prior consent of the participants. However, Amnesty International Japan will not provide personal information to third parties without the prior consent of participants, except in the following cases:
- When required by law;
- When it is necessary for the protection of the life, body, or property of an individual and it is difficult to obtain the consent of the individual;
- When it is especially necessary to improve public health or to promote the sound growth of children, and it is difficult to obtain the consent of the individual concerned;
- When it is necessary to cooperate with a national agency, a local government, an individual, or an entity entrusted by either a national agency or local government to execute affairs prescribed by law, and obtaining the consent of the individual may impede the execution of such affairs;
- When all or part of the personal data is entrusted to a third party based on an outsourcing agreement that includes a confidentiality obligation. However, Amnesty International Japan will establish "Criteria for Selection of Consignee" and appropriately supervise the consignee to ensure that the consignee manages personal data safely; and
- In the event of a change to the publicly announced purposes of use, Amnesty International Japan will notify participants of the changed purposes of use or publicly announce the change.
Matters Concerning Procedures for "Requests for Disclosure":
The purpose of use of the retained personal data of Amnesty International Japan is the same as the purpose of use set forth above.
If any of the following requests for disclosure of retained personal data is made by a participant, Amnesty International Japan will respond appropriately in accordance with the provisions of the Personal Information Protection Law:
- Request for disclosure of retained personal data;
- Requests for correction, addition, or deletion of retained personal data when the contents of such data are different from the facts;
- If the retained personal data is used for purposes other than the intended purpose, a request for suspension of use or deletion;
- If the retained personal data has been obtained illegally, a request for suspension of use or deletion; and
- If retained personal data is provided to a third party without the consent of the participants, a request for cessation of provision.
Procedure for Disclosure:
Requests shall be made by the individual concerned or his/her representative. In principle, the request shall be made by postal mail, and upon the request of the individual, it may be accepted by either facsimile transmission or e-mail communication. However, even in the case of facsimile or e-mail transmission, all responses will be made by postal mail.
"Requests for Disclosure" should be addressed to the Tokyo Office, Executive Director, as indicated below. Documents to be submitted in the case of "Request for Disclosure" are as listed below:
- An application form that identifies the requested matter by one of the following titles
- Application for Disclosure of Retained Personal Data
- Application for Correction, etc. of Retained Personal Data
- Application for Suspension of Use of Retained Personal Data
A copy of driver's license, health insurance card, passport, and/or alien registration card.
In the case where the request is made by a representative:
For a legal representative (a person with parental authority or a guardian of an adult), a letter of attorney certifying that the representative is a legal representative, and if the representative is a delegated agent, a "letter of attorney" and a certificate of the seal impression of the representative.
Fee for disclosure:
The fee for disclosure is 1,325 yen (including postage).
Please pay the fee by either postal stamps or cash.
Method of response to "Request for Disclosure":
Amnesty International Japan will respond in writing to the person who requests disclosure (even if the application is made by an authorized representative, Amnesty International Japan will respond to the person who requests disclosure). In the case of an application by a legal representative, the response will be addressed to the legal representative.
Purpose of Use of Personal Information Obtained in Connection with "Requests for Disclosure":Personal information will be used only to the extent necessary for the "Request for Disclosure". Documents submitted will be retained for 5 years and then destroyed.
Reasons for non-disclosure of retained personal data:
In the following cases, Amnesty Internationa Japan will not disclose personal information. In the case of non-disclosure, the applicant will be notified of the reason for the non-disclosure.
- In cases where the identity of the applicant cannot be confirmed, such as when the address on the application form, the address on the documents for identification, and the address reported to Amnesty International Japan do not match;
- When an application is submitted by a proxy and the authority of representation cannot be verified;
- When the prescribed application documents are incomplete;
- When the fee has not been paid (*);
- When the subject of the request for disclosure, etc. does not fall under the category of "retained personal data;
- If there is a risk of harm to the life, body, property, or other rights or interests of the person in question or a third party; and
- If there is a risk of a significant hindrance to the proper conduct of Amnesty International Japan's business.
(*) If the fee is insufficient, or if the fee is not paid, Amnesty International Japan will notify the requester to that effect. However, if payment is not made within the prescribed period, Amnesty International Japan will assume that no request for disclosure has been made.
In addition, requests for correction, addition, deletion, suspension of use, elimination, suspension of provision to third parties, etc., will be handled appropriately upon an investigation of the facts by Amnesty International Japan.
Matters concerning receipt of "complaints":
Amnesty International Japan takes all possible measures to handle the personal information of participants, but in the unlikely event that you have a complaint, please follow the procedure described below. Amnesty International Japan will investigate and confirm the facts of your complaint and respond to it appropriately and promptly.
Contact: Tokyo Office
How to contact Amnesty International Japan: By telephone, letter, facsimile, or e-mail
The person in charge of handling complaints at Amnesty International: The Executive Director
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Please address inquiries about the personal information to:
Amnesty International Japan
Seika Bldg. 7F, 2-12-14 Kanda Ogawamachi, Chiyoda-ku, Tokyo 101-0052, Japan