An applicant should let participants confirm this Policy and give explicit consent to the processing of those personal data. If a participant is a minor, an applicant should get consent from the holder of parental responsibility over the child.
1. Category of personal data
We collect and process the following personal data in the context of our services:
(a)Identity and Contact Data, including name, sex, size, date of birth, nationality, address and e-mail address
(b)The point of view of health condition that we should care, including illness and allergy
(c)religion information with the limitation for a meal and more
(d)Technical Data, including cookies and the website viewing history；and
(e)If a visa is needed for entry into Japan, we process passport number and the information that is required with our registration form.
2. Purposes and legal basis for processing
We use personal data for the following purposes:
・To fulfill obligations under a contract or take steps linked to a contract, in particular：
(a)inquiry or contact to a participant
(b)examination, marking, enforcement of comment and publication of the contents about these
(c)Administration of IBO2020, including holding reception, recreation and event
(d)arrangement associated with IBO2020 administration, including staying, meal and transportation
(e) convenience improvement of the secretariat Web site by cookie ；and
(f) publication of the visa.
3. Recipients of personal data
We provide your personal data, including examination, marking, enforcement of comment and publication of the contents about these, to headquarters office of IBO. And we public these data on our website.
In addition, we may entrust processor with the processing of your personal data within the necessary scope to achieve arrangement associated with IBO2020 administration, including staying, meal and transportation
4. Source of personal data
We may acquire your personal data by an applicant.
5. Transfer to recipients in third countries
We provide your personal data, including examination, marking, enforcement of comment and publication of the contents about these, to headquarters office of IBO, Germany. And we public these data on our website.
6. Storage period
7. Your rights
You have the right to ask us: for a copy of your personal data ; to correct, delete or restrict(stop any active)processing of your personal data ; and to obtain the personal data you provided to us for a contract or with your consent in a structured, machine readable format(i.e. the right of data portability).
These rights may be limited, such as if the fulfillment of your request would reveal personal data about another person, where it would infringe upon the rights of a third party(including our rights) or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping, Relevant exemptions are included in both the GDPR and local EU laws on privacy.
To exercise any of these rights, please contact us in writing addressed to 〔・・・〕or by sending an email to 〔email@example.com〕.
8. Withdrawing consent
In case of processing the personal data of concerning health, religion or a child, we rely on your consent, you have the right to withdraw that consent at any time. Such withdrawal does not affect the lawfulness of any processing performed pursuant to the consent given prior to the withdrawal.
To exercise this right, please contact us in writing addressed to:
Secretariat of IBO2020
or by sending an email to firstname.lastname@example.org.
9. Personal data that is mandatory
Personal data that is mandatory is as prescribed in 1. Category of personal data. Where provision of personal data is mandatory, we are not able to provide our services to you if the relevant information is not provided.
10. Your right to complain to a supervisory authority
You have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence or place of work, or in the place of work, or in the place where the alleged infringement of the GDPR took place.
11. Contact details
Our contact details are as follows:
Secretariat of IBO2020
Our European representative for the purposes of this Policy is headquarters office of IBO:
Olshausenstrasse 62, 24118 Kiel, Germany.
Our Data Protection Officer can be reached at steering committee of IBO2020.