- Names, addresses, telephone numbers, e-mail addresses and other information that can be used to identify individuals (referred to hence as ‘personal information’) is subject to precautions to protect against its loss, publication, misuse, or theft.
- Where personal information is collected, it shall be done with clearly stated purpose, and not be done for reasons other than the purpose given. As a rule we will only collect personal information from users when their permission is given.
- Responsibility for privacy and personal information is assigned to a section within the center, and is handled with care.
- We will always let you have copy of the personal information that we have about you should you request it. We will suspend, update or amend this information at your request.
- We will undertake to provide training and information on the secure handling of data to all that work in relevant functions with the center.
- For any enquiries and requests relating to our handling of personal information, these may directed to the below contact address
About the Privacy notice for visitors and attendees of the trade event of the Tokyo Metropolitan Small and Medium Enterprise Support Center (“Tokyo SME Support Center” or “TSSC”)
This policy notice (the “Policy”) applies to all visitors and/or attendees of the pavilion/booth set up by the Tokyo SME Support Center (“TSSC”) in major international trade exhibitions in the world in which TSSC is participant as supporter of Tokyo-based SMEs.
The purpose of the Policy is to describe (a) the conditions under which TSSC, as controller (i.e. the legal entity that decides on the purposes and means of personal data processing) processes personal data (i.e. data relating to an identified or identifiable individual, such as yourself and your relevant employees and other representatives) and (b) your rights and our obligations in relation to such processing.
I. WHO WE ARE
Tokyo SME Support Center is a public organization which has useful data of excellent SMEs located in Tokyo established in July, 1966 by the Tokyo Metropolitan Government. Our major purpose is to support Tokyo-based SMEs. We therefore actively participate in substantial international exhibitions in order to support them and make them develop their global business, open new sales channels and/or expand business opportunities and our pavilions and/or tradeshow booths will open the space as a meeting point for business.
This Policy is applicable to all present and future visitors and/or attendees of these pavilions or tradeshow booths organized and/or managed by the TSSC in these international exhibitions.
Your personal data are processed by TSSC who shall determine the purposes and manes of the processing. For any enquiries and requests relating to our processing of your personal data, please contact:
Tokyo Metropolitan Small and Medium Enterprise Support Center
7-2-5, Aoto, Katsushika-ku, Tokyo 125-0062
II. WHICH INFORMATION WE OBTAIN? / YOUR DUTY TO INFORM US OF CHANGES
In general, we collect general identification information about you such as the name, title, position, company name, professional and/or private email and/or postal address, fixed and/or mobile phone number as well as any information provided directly by such persons (e.g. by email, by filing TSSC’s request form or through providing business cards).
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
III. WHAT WE DO WITH YOUR PERSONAL DATA?
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of personal data||Legal basis|
|1||the organization of these the events; attendees’ administration; networking; sharing certain details with some Japanese SMEs supported by TSSC; setting up of a directory||name, title, position, company name, professional and/or private email and/or postal address, fixed and/or mobile phone number as well as any information provided directly by such persons (e.g. by email or through providing business cards).||(a) Your consent
(b) Necessary for our legitimate interests (to keep our records updated and to study how customers use our services)
|2||marketing purposes (including sending or emailing of information about our activities)||name, title, position, company name, professional and/or private email and/or postal address, fixed and/or mobile phone number as well as any information provided directly by such persons (e.g. by email or through providing business cards).||(a) Your consent
(b) Necessary for our legitimate interests (to study how customers use our services, to develop them and grow our business)
PROMOTIONAL OFFERS FROM US
We may use your personal data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you.
We will share your personal data for marketing purposes with our contractors/subcontractors, publishers, printing companies and/or postal service companies.
You can ask us or third parties to stop sending you marketing messages at any time by emailing us.
CHANGE OF PURPOSE
We will only use your personal data for the purposes above, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to obtain an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you unless such usage is allowed in accordance with the law.
IV. HOW YOUR PERSONAL DATA IS COLLECTED?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your personal data by giving us your business card or by filling in forms such as request form or registration form or by corresponding with us by post, phone, email or otherwise.
- Third parties or publicly available sources. We may receive personal data about you from various third parties and publicly available sources.
V. DISCLOSURES OF YOUR PERSONAL DATA
We will not share your personal data with any third party without your consent or our compelling legitimate interest unless such sharing is necessary to process the purpose of which you contacted us or is expressly indicated in this Policy.
For example, upon your request, we will contact some of Japanese SMEs that we support (“Supported SMEs”) and we may share your personal data with them in order to create business relationship between you and Supported SMEs; provided however that we require Supported SMEs to respect the security of your personal data and to treat it in accordance with the law. To respond to your request, these Supported SMEs shall be allowed to use your personal data in order to contact you and/or to create business relationship with you but they are not allowed to use your personal data for other purposes than initially expected.
Your personal data may be also shared with trusted partners such as organizers of the international expositions with whom we have contract to set up a pavilion or a tradeshow booth as well as TSSC’s contractors/sub-contractors who set up, coordinate, establish and/or manage the pavilion or tradeshow booth for or on behalf of TSSC.
TSSC has no intention to transfer your personal data from or out of Japan.
Otherwise, we have no intent to disclose your personal data to any third party without your consent except for the following circumstances:
- When it is necessary to comply with applicable laws, court orders or other valid legal processes;
- When it is necessary to protect and defend our rights, assets and properties, including to protect against your or any third party’s misuse or unauthorized use of our services; or
- When it is necessary to protect your or third party’s public safety, asset and/or property.
VI. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed and endeavor to improve it continuously. In addition, we limit access to your personal data to those employees, officers, directors, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We are fully responsible for privacy and security of your personal data and will handle with care.
We recognize the importance to comply with and familiarize all employees, officers and directors of TSSC with the applicable laws, regulation, ordinances as well as internal rules for the secure handling of your personal data, which we endeavor to ensure strictly.
VII. HOW LONG WILL WE USE YOUR PERSONAL DATA?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements but not more than  years.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
VIII. YOUR LEGAL RIGHTS
Under certain circumstances, you have the following rights in relation to your personal data:
- Right to access
This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it upon your request.
- Right to correct
This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Right to erasure
This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Right to object
This enables you to object where we are relying on a legitimate interest (or those of a third party) but there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Right to restrict
This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Right to data portability
We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Right to withdraw
This enables you to withdraw your consent if the legal basis of the processing was your consent. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. Please note that if you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
IX. NOTICE UPDATES
Please note that we may revise this Policy from time to time, in particular each time there is any material change such as the way in which we collect or use personal data, the category of third party we share the personal data or any other aspect and if we make any substantial changes, we will notify you by posting a prominent notice on the website.
Tokyo Metropolitan Small and Medium Enterprise Support Center
7-2-5, Aoto, Katsushika-ku, Tokyo 125-0062
Last updated on January 21, 2019