Privacy Policy

At Japan Convention Services, Inc., we carry out our business activities in various fields such as conference management, interpretation & translation services, and temporary staffing services. In any of these business fields, we need to handle our customers’ and temporary workers’ personal information.

Therefore, we have created our Privacy Policy as below for appropriate handling of personal information, recognizing our responsibility as a company. We take necessary steps to fully communicate our Privacy Policy to all our employees and those involved in our business.

Privacy Policy

  1. We formulate an appropriate compliance programme and put it in place as well as comply with legislation, guidance, and other regulations, such as the Act on the Protection of Personal Information and Japan Industrial Standards (JIS Q 15001:2006 Personal Information Protection Management Systems - Requirements).
  2. When we collect your personal information, we inform you of the purposes for which we will use it as well as our contact details. We will use such information solely to the extent necessary for fulfilling the purposes, and take measures to prevent using it for any purposes other than those informed at the time of collection.
  3. We will not disclose or provide your personal information to third parties except in cases where we have your prior consent or outsource handling of personal information.
  4. We implement appropriate security measures to prevent leakage or loss of, or damage to personal information as well as corrective measures to ensure secure and proper management of personal information.
  5. We provide contact details on our website so that we can respond to opinions, complaints, or questions about our handling of personal information in an appropriate manner.
  6. We will strive to continually improve our personal information security management responding to changes in the social environment.
  7. This Privacy Policy shall apply mutatis mutandis to personal information that includes an Individual Number, or My Number.

Created: September 15, 2002
Last revised: April 1, 2016
Hirotake Chikanami
President
Japan Convention Services, Inc.

For enquiries about our handling of personal information:
Data Security Officer: Compliance Programme Officer (Head of HR & Management)
Daido Seimei Kasumigaseki Bldg.
1-4-2 Kasumigaseki, Chiyoda-ku, Tokyo 100-0013, Japan
E-MAIL:cpcs@convention.co.jp

About handling of personal information

At Japan Convention Services, Inc. (JCS), we are committed to protecting your personal information in accordance with our Privacy Policy.

Japan Convention Services, Inc.
JCS Hospitality Programme Office

  1. Purposes of use of personal information

    We will use your personal information for the following purposes:
    • For our work related to sale of the Official Hospitality Programme as an authorised Sales Agent;
    • To provide you with information concerning services handled by us and our Group companies in relation to the work above;
    • To respond to enquiries and requests from our business partners, conduct business communication and marketing surveys, host events, and plan and develop our new services; and/or.
    • For other purposes of which you have been informed and to which you have given your prior consent.
  2. Purpose of use of Individual Numbers, or My Numbers

    • We will use your Individual Number, or My Number, only to carry out our administrative responsibilities required by relevant laws and regulations and will not hold it once the purpose of use has been fulfilled.
  3. Providing personal information to third parties

    We will not provide your personal information to third parties except in the following cases:
    • When we have your prior consent.
    • When it is necessary to provide it to the providers of the Official Hospitality Programme, i.e. Fédération Internationale de Football Association (FIFA) and MATCH Hospitality, in order to perform the services that we handle, to travel/accommodation agencies in relation to such services, or to security authorities in order to ensure security.
    • When required by laws and regulations.
    • When necessary in order to protect human life and/or property.
    • When cooperating with national agencies, local public bodies, etc. in carrying out their duties.
  4. Outsourcing handling of personal information

    We may outsource handling of personal information to our subcontractor(s). However, we will ensure that we appropriately manage and supervise them in respect of the handling of personal information.
  5. Disclosing, correcting, and stopping use of personal information

    We will respond to a request to disclose, correct, or stop using your personal information only after confirming that the request has been made by you. Please contact us at the details provided below for necessary procedures.

    ◆For enquiries regarding handling of personal information

    JCS Hospitality Programme Office
    e-mail : hospitality@convention.co.jp
  6. You do not need to provide us with your personal information. However, you may not be able to utilize some or all of each service we offer if you do not provide necessary information.
  7. For questions and complaints about our handling of personal information, please contact JCS Hospitality Programme Office (or Head of HR & Management).

Japan Convention Services, Inc.
JCS Hospitality Programme Office

Daido Seimei Kasumigaseki Bldg.
1-4-2 Kasumigaseki, Chiyoda-ku, Tokyo 100-0013, Japan
E-MAIL:hospitality2018@convention.co.jp

Name of Authorized Personal Information Protection Organization to which we belong and its contact details for complaints

PrivacyMark Office (consultation service for consumers)
JIPDEC
Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
Tel: 03-5860-7565 / 0120-700-779