EN

privacypolicy

Privacy Policy

The Tokyo Convention & Visitors Bureau ("TCVB" hereinafter) may collect personal information in provision of "HELLO! TOKYO FRIENDS" and related services ("Services" hereinafter, see "2. Scope of this Policy" below for details) managed and operated by TCVB.

In recognition of the importance of protecting personal information, TCVB has established a Privacy Policy related to the Services ("Policy" hereinafter) and strives to handle personal information collected from users appropriately and protect users' privacy in compliance with the Act on the Protection of Personal Information and other laws and regulations as well as the guidelines of the Personal Information Protection Commission ("laws, regulations, etc." hereinafter). Terms defined in the Act on the Protection of Personal Information shall have the same meanings in this Policy.

  1. 1. About TCVB

    Name: Tokyo Convention & Visitors Bureau
    Address: F15, Shinjuku Monolith Building, 2-3-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo 163-0915, Japan
    Representative: Shingo Kaneko, Chairman

  2. 2. Scope of this Policy

    The Services to which this Policy applies are services provided under the following domains:

    This Policy applies exclusively to the Services. It does not apply to other sites or services linked to the Services. Information on linked sites and provided within the Services is managed under the sole responsibility of the respective organizations. See such organizations' privacy policies for details.

  1. 3. Consent to this Policy

    Be sure to check and understand the content of this Policy before using the Services. This Policy is posted on the login page of the Services. Users are asked to check this Policy and consent to the latest version of this Policy as of the time of commencing use of the Services. Please refrain from using the Services if you do not desire collection, use, etc. of your personal information.

  1. 4. Items of information collected by TCVB and methods of collection

    In providing the Services, TCVB collects and handles the information described below, for the purposes of use described under 5 below.

    1. Information registered by users themselves when logging in
      • Email address
      • Email address registered with a social media account
    2. Information provided by users themselves when making inquiries, answering surveys, etc.
      • Information included in the content of inquiries, answers to surveys, etc.
    3. Information collected automatically through use of the Services
      • Information about Internet usage (OS, OS version)
      • Usage environment of device used in browsing (nation, region, city, language)
      • User ID and usage history (spots checked in, favorite spots, items obtained, number of tickets obtained)
    4. Information obtained from third party sources
      • User ID and usage history in Roblox online services obtained from Roblox Corporation (Tokyo Level)

  2. 5. Purpose of use

    TCVB uses personal information obtained within the scope necessary to achieve the following purposes of use.

    Purposes of use Items of personal information
    (1) To prepare and secure user accounts for the Services, authenticate users, and verify their identities Each of the items under 4(1) above
    (2) To notify users of Service maintenance, updates, changes to terms of use, and other information concerning use of the Services Email address
    (3) To notify users of promotional campaigns, prizes, and other events related to the Services Email address
    (4) To handle requests for documents, inquiries, consultations, complaints, and follow-up services for users Email address
    Each of the items under 4(2) above
    (5) In order to provide the Services to users securely, to identify and notify users who have violated the terms of use, and to investigate, detect, prevent, and otherwise respond to cases of fraud, intrusion, and other improper acts involving the Services Each of the items under 4 above
    (6) For Service planning and quality improvement Each of the items under 4 above
    (7) To analyze information collected and develop new products and services suited to user interests and preferences Each of the items under 4 above
    (8) For other purposes related to operation and provision of the Services Each of the items under 4 above

  3. 6. Provision to third parties

    TCVB will not provide personal data to third parties except in the following cases:

    • When the consent of the individual concerned has been obtained in advance
    • When necessary to protect human life, safety, or property and it would be difficult to obtain the consent of the individual concerned
    • When particularly necessary to improve public health or promote the sound rearing of children, and it would be difficult to obtain the consent of the individual concerned
    • When it is necessary to cooperate in the execution of operations as provided for in laws, regulations, etc. by a national or local public agency or a party entrusted by such an agency, and obtaining the consent of the individual concerned could impede the execution of such operations
    • When entrusting the handling of personal data to a third party within the scope necessary to achieve the purposes of use (in such a case, TCVB will carry out necessary and appropriate oversight of such entrusted to ensure the security of personal data)
    • In other cases pursuant to laws, regulations, etc.

7. Collection of information related to personal information

TCVB may obtain personal information by receiving user IDs and usage histories of users of the Roblox online service provided by Roblox Corporation and linking such information to users' personal information managed by TCVB. In such cases, TCVB will handle the information appropriately as personal information within the scope necessary to achieve the purposes of use under 5 above.

8. Method of accepting demands for disclosure etc.

As requested by the individual concerned through TCVB's established procedures, TCVB will take steps such as notification of the purposes of use of individually identifying personal data held, disclosure of personal data held or records of provision to third parties, correction of, addition to, or partial deletion of the content of personal data held, or suspension of use, full deletion, or suspension of provision to third parties of personal data held. Contact the email address under 10 below regarding specific means of making such requests.

  1. 9. Security measures

    1. Formulation of basic policies
      TCVB formulates basic policies to ensure appropriate handling of personal information as an organization.
    2. Maintenance of rules on handling of personal information
      TCVB formulates rules on matters such as methods of handling personal information, persons responsible and in charge of such handling, and their duties.
    3. Organizational security measures
      Based on its policies, TCVB establishes and maintains systems to protect personal information. In handling personal information, it restricts the staff handling such information and protects, manages, and uses it appropriately, under the guidance of the person responsible for handling personal information. The person responsible for handling personal information is obligated to carry out regular inspection of the management and use of personal information. If any improper handling of personal information is discovered in such inspection, the cause thereof is identified, corrective measures are taken, preventive measures are formulated, and employees and others are notified of them.
    4. Human security measures
      To handle personal information appropriately, TCVB implements training and awareness-raising activities for all persons employed in operations related to handling of personal information.
    5. Physical and technological security measures
      When using information systems to handle personal information, TCVB handles matters such as development, management, operation, and security of the information systems in accordance with rules on the handling of such systems. It maintains authentication and authorization systems to ensure that only authorized persons may conduct specific operations, and it monitors the status of handling to check for any problems.
    6. Ascertaining external environmental conditions
      When handling personal information in countries or regions outside of Japan, TCVB ascertains systems related to protection of personal information in such countries or regions and implements security measures incrementally.

  2. 10. Contact point for inquiries

    Address: F15, Shinjuku Monolith Building, 2-3-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo 163-0915
    Name: Tokyo Convention & Visitors BureauTCVB
    E-mail address: tcvbinfo@tcvb.or.jp

  3. 11. Procedures for amendment of this Policy

    This Policy is subject to updating in the event that self-inspection has shown the need for revision or it is necessary to adapt to changing circumstances. Please check the date of the most recent update.

Date of most recent update:
12/26/2024