Privacy Policy

Who we are

The Japan Society is a not-for-profit organisation and the leading independent body in the United Kingdom dedicated to the enhancement of the British-Japanese relationship since 1891 and to promoting Japanese education in the UK. At the Japan Society, we are committed to protecting your privacy. We do not share your information with other companies and businesses for marketing purposes. In this Privacy Policy, we have provided detailed information on:

• What information we collect about you
• Why we collect personal information about you and how we use that information
• The limited conditions under which we may disclose it to others
• Security
• Access to your information and amending your information
• Our website terms and conditions
• Cookies policy
• Sending your data to other countries
• How long we keep your personal information
• Changes to our privacy policy
• How to contact us

What information we collect about you

We collect information about you when you become a member, make a donation, sign up to our mailing lists, register for events, interact with our social media, and through cookies when you use our website. This information is given by you by email, various forms on the website, over the telephone, face-to-face or by postal mail. Specifically, this may include your name, position, postal address, age, phone number, email address, names of family members (if applicable), and gift aid information. In the case of corporate members, this may also include names of the CEO, main contact person and other key staff and their email addresses.

Why we collect personal information about you and how we use that information

We collect information about you when we have judged that there is a legitimate interest for us to do so, i.e. to provide our services and, if you agree, to send you information about our past and upcoming events and activities that we think may be of interest to you, to register you for our events, to contact you if we need to obtain additional information, to keep our records up-to-date, and for educational purposes. Furthermore, from time to time, we may use your information to contact you for conducting surveys to better tailor our services to your interests.

The limited conditions under which we may disclose it to others

The Japan Society does not engage in reciprocal mailings. We may disclose/share your data with our service providers who are carrying out work for us on your behalf such as delivering postal mail, sending emails, and processing payments. These service providers are contractually obligated to act on our instructions and in accordance with applicable laws, including GDPR.

Security

We are committed to ensuring that your personal information is kept safe. With this in mind, we have put into place appropriate physical, electronic and other procedures to safeguard the information we collect. To this end, staff are aware of their information security obligations and the need to protect your personal data. Access to your personal data is limited to those who have a genuine business need to know.

Access to your information and amending your information

You have a right to get a copy of the information we hold about you, under your ‘subject access request’ rights under the GDPR Act of May 2018. Please email info@japansociety.org.uk or write to us at The Japan Society, 13/14 Cornwall Terrace, London NW1 4QP. Please note we may charge a small administrative fee for this information/service.

We wish to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. Although we may retain basic information about you to avoid sending you unwanted mailings in the future and to avoid duplication of information. You also have the ‘right to be forgotten’, in which case all your data will be removed from Japan Society systems.

Our website terms and conditions

Please refer to our website terms and conditions.

Cookies policy

Cookies are text files, used by your computer’s browser, that store visitor session data. Cookies, by themselves do not identify the individual user nor do they harm your system. If you want to know more about cookies please go to www.allaboutcookies.org, which explains how cookies work and how you can disable them.

More detailed information about our cookies policy can be found in our website terms and conditions.

Sending your data to other countries

We may need to send your data to other countries, which may not have the same level of data protection as the UK. For example:

• For the purposes of establishing a school partnership with an institution in Japan
• If you transfer your membership to an organization we have reciprocal membership agreements with

How long we keep your personal information

We will only hold data as long as Japan Society requires such data for our legitimate interest purposes. This applies to all data, including members, donors, staff, job applicants and any other information we hold on individuals.

Changes to our privacy policy

We aim to review our privacy policy periodically. Any changes will placed in this page: https://www.japansociety.org.uk/privacypolicy

How to contact us

Please contact us if you have any questions about our privacy policy or the information we hold about you.
By email: info@japansociety.org.uk or membership@japansociety.org.uk
By post: The Japan Society, 13/14 Cornwall Terrace, London NW1 4QP

This privacy policy was last reviewed and updated in May 2018.