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, dates of birth, addresses, etc., of members and non-members who are involved in the activities of the society (hereafter, referred to as "members, etc."). Non-members mainly include non-member conference participants and members of Jeconet (the mailing list managed by the Ecological Society of Japan).
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, etc.
- If ESJ needs to contact members, etc. for any reason.
- When ESJ analyzes the information in order to improve its operations (in this case, individuals will not be identified).
3.Management of Personal Information
ESJ takes the utmost care in handling the personal information of its members, etc. and manages it strictly. In addition, the procedure will be established separately for problem recognition, notification, and resolution in the administrative processes.
4.Retention period and deletion of personal information
ESJ will, in principle, retain the personal information provided until the dissolution of the Society, unless a provider of the personal information requests that the information be deleted, for the purposes of compiling statistical data and historical records related to ecology. When a provider of personal information requests the deletion of personal information, we will promptly delete the information that can identify individuals. However, we may not be able to comply with the request for reasonable reasons.
5.Provision and Disclosure of Personal Information
ESJ will not provide or disclose the personal information of its members, etc. to any third party, except in the following cases
- If the members, etc. 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.
6.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, etc., and any changes will be posted in the newsletter and on the Society's website.