Ecological Society of Japan is conforming to GDPR, currently GDPR policy is preparing. You can refer to our private policy here. The General Data Protection Regulation (GDPR) adopted by EU member countries fortifies data privacy rights, given individuals control over when and how personal information is gathered and used. GDPR mandates go into effect May 25, 2018.
The Ecological Society of Japan (hereafter referred to as the "ESJ") recognizes the importance of handling the personal information of its members (hereafter referred to as "members") and has established a basic policy for the protection of privacy as the "Policy on Handling of Personal Information". ESJ shall collect personal information of its members in a fair and lawful manner to the extent necessary for the management of the Society, and shall use and provide personal information only for the purposes for which it was collected in accordance with this policy. ESJ shall take reasonable organizational and technical preventive and corrective measures against unauthorized access, loss and leakage of personal information. In addition, the Society shall periodically review this policy and the measures taken to protect personal information based on it, and strive for continuous improvement.
1. What is personal information?
Personal information refers to information that can be used to easily identify specific individuals, such as names and dates of birth of members and non-members who are involved in the activities of the society.
2. Purpose of Use of Personal Information
ESJ will only use personal information for the following purposes
- If ESJ sends a bulletin or other publication or information to members.
- If ESJ needs to contact members for any reason.
- When ESJ analyzes the information in order to improve its operations (in this case, individual members will not be identified).
3. Management of Personal Information
ESJ takes the utmost care in handling the personal information of its members and manages it strictly. In particular, the retention period of personal information, and the regulations for automatic deletion and how we handle requests from members to delete personal information are separately established.
4. Provision and Disclosure of Personal Information
ESJ will not provide or disclose the personal information of its members to any third party, except in the following cases
- If the member has given his or her consent.
- If the Society is required by law to do so by a public institution.
- The minimum information is provided to a third party such as a subcontractor that has signed a confidentiality agreement with ESJ.
5. Changes to the Personal Information Protection Policy
ESJ will continually strive to improve its handling of personal information. Any changes to our private policy will be made with the approval of the Board of Directors. This policy is subject to change without notice to ESJ members, and any changes will be posted in the newsletter and on the Society's website.