In operating its website and services, the Osaka Art & Design 2024 Executive Committee (hereinafter referred to as “the Executive Committee”) respects the privacy of its customers and takes appropriate care to protect and properly manage personal information. The Executive Committee will entrust the handling of personal information to the secretariat of the Osaka Art & Design Executive Committee (Hankyu Hanshin Marketing Solutions, Inc.).

The Executive Committee recognizes that personal information is information about living individuals as defined in the Act on the Protection of Personal Information (i.e., name, age, address, telephone number, and other information by which a specific individual can be identified), e-mail addresses, passwords and other similar information used in connection with a specific individual, hobbies, and other personal attributes that are an integral part of personal information.

Cookies and IP address information are not considered personal information because specific individuals cannot be identified only by cookies or IP addresses. However, when cookies or an IP address are used in combination with personal information, they are also considered personal information.

When handling personal information, the Executive Committee will specify, to the extent practicable, the purpose for which the information will be used.

The Executive Committee will not use personal information beyond the scope necessary to achieve the specified purpose of use without obtaining the prior consent of the individual to whom such personal information pertains. If the Executive Committee collects personal information for any other reason, it will not use such information beyond the scope of the specified purpose of use prior to the succession without obtaining the prior consent of the individual to whom such information pertains. However, this does not apply in the following cases:

- When required by law

1. 1. It is necessary to protect the life, body, or property of an individual, and it is difficult to obtain the consent of the individual;
2. 2. It is essential to improve public health or promote the healthy growth of children, and it is difficult to obtain the consent of the individual to whom such personal information pertains; or
3. 3. It is necessary to cooperate with a government agency, a local public agency, or a party acting on behalf of such government agency or local public agency to carry out matters required by law, and obtaining the consent of the individual to whom such personal information pertains may impede the execution of such matters.

The Executive Committee will collect personal information in a proper manner and will not use deception or other improper means to collect personal information.

When collecting personal information, the Executive Committee will disclose the purpose of use in advance. However, this does not apply in the following cases:

1. 1. Notifying personally or announcing publicly the purpose of use may be detrimental to the life, body, property, or other rights or interests of the individual to whom the personal information pertains or a third party;
2. 2. Notifying personally or announcing publicly the purpose of use may be detrimental to the Company’s rights or legitimate interests; or
3. 3. It is necessary to cooperate with a government agency or a local public agency to carry out matters required by law, and notifying personally or announcing publicly the purpose of use may impede the execution of such matters, and the purpose of use is obvious from the circumstances under which the information is collected.

If the Executive Committee changes the purpose of use of personal information, such change must not exceed a scope that is reasonably related to the purpose of use before the change and will be notified to individuals who will be affected by such change or publicly announced.

The Executive Committee will take necessary and appropriate measures to ensure the security of personal information, including the prevention of leakage, loss, or damage.

If the Executive Committee entrusts all or part of the handling of personal information to contractors, it will conclude a confidentiality agreement with the contractors or require them to agree to the terms and conditions established by the Executive Committee and will exercise necessary and appropriate supervision to ensure that the contractors manage the security of the personal information.

The Executive Committee will not disclose personal information to any third parties without obtaining the prior consent of the individual to whom such personal information pertains, except for the following cases:

- When required by law

1. 1. It is necessary to protect the life, body, or property of an individual, and it is difficult to obtain the consent of the individual;
2. 2. It is essential to improve public health or promote the healthy growth of children, and it is difficult to obtain the consent of the individual to whom such personal information pertains; or
3. 3. It is necessary to cooperate with a government agency, a local public agency, or a party acting on behalf of such government agency or local public agency to carry out matters required by law, and obtaining the consent of the individual to whom such personal information pertains may impede the execution of such matters.

- When the following matters are notified or announced in advance

1. 1. The purpose of use includes disclosure to third parties;
2. 2. Data items to be disclosed to third parties;
3. 3. Means or method of disclosure to third parties; and
4. 4. At the request of the individual to whom personal information pertains, the Executive Committee will discontinue disclosing the individual’s personal information to third parties.

- However, the following cases are not considered to be disclosures to third parties as defined above:

1. 1. The Executive Committee entrusts all or part of the handling of personal information to contractors within a scope necessary to accomplish the purpose of use;
2. 2. Personal information is disclosed as a result of business succession for other reasons;
3. 3. The Executive Committee shares personal information with specific users and the information items to be shared, the scope of the shared users, the purpose of the shared use, and the name or title of the person who is responsible for managing such personal information are notified in advance or made readily available to the individual to whom such personal information pertains; or
4. 4. Where the Executive Committee shares personal information with specific users, if the purpose of the shared use or the name or the title of the person responsible for managing the personal information is to be changed, the change will be notified in advance or made readily available to the individual to whom such personal information pertains.

The Executive Committee will make the following matters concerning personal information available to the individual to whom the personal information pertains, and it will respond promptly to a request from an individual regarding disclosure of such matters. However, this does not apply to cases where the Act on the Protection of Personal Information provides that the disclosure is not mandatory. If the Executive Committee decides not to disclose the requested matter, it will so notify the individual concerned.
Purpose of use of personal information
Contact for inquiries regarding personal information

The Executive Committee will, upon a request by an individual, promptly disclose personal information pertaining to the individual. However, if disclosure will result in any of the following situations, the Executive Committee may decide not to disclose all or part of the information. The Executive Committee will promptly notify the individual if it decides not to disclose the information.

1. 1. Disclosure may be detrimental to the life, body, property, or other rights or interests of the individual concerned or a third party;
2. 2. Disclosure may hinder the proper conduct of the Company’s business; or
3. 3. Disclosure is a violation of other laws or regulations.

In principle, the Executive Committee does not disclose non-personal information, such as access logs.

If an individual requests correction, addition, or deletion of their personal information (hereinafter collectively referred to as “correction”) because the information is inaccurate, the Executive Committee will promptly and to the extent necessary to achieve the purpose of use conduct necessary investigation, except in cases where special procedures are required by other laws and regulations, make the correction based on the results of the investigation, and notify the individual of the correction..

If the Executive Committee receives a request from an individual to cease the use of or delete their personal information (hereinafter referred to as “cease use”) because it has been handled beyond the scope of the purpose of use announced in advance or it has been collected through deception or other improper means, the Executive Committee will promptly conduct necessary investigation, cease use of such personal information based on the investigation results, and notify the individual of the ceasing of use. However, if it is difficult to cease use of personal information pertaining to an individual because of the high cost or other difficulties of doing so and alternative measures can be taken to protect the rights or interests of the individual, the Executive Committee will take such alternative measures.

If the Executive Committee makes any of the following decisions regarding personal information despite a request from an individual to whom such personal information pertains, it will notify the individual of the decision and the reason for the decision:
not to notify the purpose of use to the individual,
not to disclose all or part of the personal information of the individual,
not to cease using the individual’s personal information, or
not to cease providing the individual’s personal information to third parties.

The contact point for inquiries regarding the Executive Committee’s privacy policy and personal information is as follows:
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Osaka Art & Design Secretariat Office
(Hankyu Hanshin Marketing Solutions, Inc.)
Phone: 06-6373-6635 
E-mail: info@osaka-artanddesign.com