1 Introduction
Tokyo Metropolitan Government (TMG) processes the personal data of visitors to TMG's website (the "Website") and individuals who contact TMG("you") in accordance with the EU General Data Protection Regulation (including where it applies to the European Economic Area (EEA) under the EEA Agreement; the "GDPR") and the UK General Data Protection Regulation and the Data Protection Act 2018 of the UK (together, the "UK GDPR"). The GDPR and the UK GDPR are collectively referred to as the "Applicable Data Protection Laws". This Privacy Policy explains how TMG processes personal data in connection with the Website.
2 Contact Details
(1) Controller
Name: Bureau of Citizens and Cultural Affairs, Culture Promotion Division, Planning and Coordination Section, Public Relations Desk, Tokyo Metropolitan Government
Address: Tokyo Metropolitan Government Building No. 1, Nishi-shinjuku 2-8-1, Shinjuku-ku, Tokyo
Email address: S1161601(at)section.metro.tokyo.jp
* The email address notation has been modified as a measure against spam. Please replace (at) with @ when sending email.
* For information security reasons, we do not check the content of links or attachments included in email messages. Thank you for your understanding.
3 Personal Data Processed, Purposes and Legal Basis
TMG processes the following personal data for the following purposes and on the following legal bases.
| Personal data | How it is obtained | Purposes of the processing | Legal basis |
|---|---|---|---|
| Enquiry information (name, email address, company name, content of the enquiry, etc.) | Emails from you | Responding to enquiries and contacting you as necessary | Legitimate interests (responding to enquiries) |
| Access logs (IP address, date and time of access, pages viewed, browser type, etc.) | Automatically recorded by the Website's server when you access the Website | Ensuring the security of the Website and responding to technical faults | Legitimate interests (secure and stable operation of the Website) |
Provision of enquiry information is voluntary. If you do not provide it, TMG may be unable to respond to your enquiry. Access logs are recorded automatically when you view the Website.
TMG does not ask you to provide special categories of personal data (such as data concerning health) and does not intend to obtain them through the Website or your enquiries. Please do not include such information in your enquiries. Where such information is included, TMG will delete it without delay.
TMG does not make decisions based solely on automated processing, including profiling, which produce legal effects concerning you or similarly significantly affect you.
Where TMG intends to further process personal data for a purpose other than those set out above, TMG will provide you, prior to that further processing, with information on that other purpose and any relevant further information.
TMG processes your personal data in Japan.
4 Retention Period
TMG retains personal data for the following periods and erases it without delay after the end of the relevant period. However, where retention is required by law or is necessary for the establishment, exercise or defence of legal claims, TMG retains the personal data for as long as necessary for that purpose.
Enquiry information: 3 year(s) after the enquiry has been dealt with
Access logs: 36 month(s) after recording
5 Your Rights
(1) Overview of your rights
Subject to the conditions laid down in the Applicable Data Protection Laws, you have the following rights.
- (a)Right of access
- (b)Right to rectification
- (c)Right to erasure ("right to be forgotten")
- (d)Right to restriction of processing
- (e)Right to data portability (only in respect of processing based on the performance of a contract)
- (f)Right to object
- (g)Right to lodge a complaint with a supervisory authority
(2) Right to object
You have the right to object, on grounds relating to your particular situation, at any time to processing of your personal data which is based on legitimate interests (including profiling based on legitimate interests). In that case, TMG will no longer process the personal data unless TMG demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is necessary for the establishment, exercise or defence of legal claims.
(3) Right to lodge a complaint with a supervisory authority
If you consider that the processing of your personal data infringes the GDPR, you have the right to lodge a complaint with a supervisory authority, in particular in the EEA Member State of your habitual residence, place of work or place of the alleged infringement. If you are in the UK, you may lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority.
ICO contact details: https://ico.org.uk/
(4) How to exercise your rights
Please contact TMG at the email address set out in 2(1) to exercise your rights, make a complaint or make any other enquiry regarding the processing of personal data. TMG will respond to a request to exercise your rights without undue delay and in any event within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests, in which case TMG will inform you of the extension, together with the reasons for the delay, within one month of receipt of the request. Where TMG has reasonable doubts concerning the identity of the person making the request, it may request the provision of additional information necessary to confirm your identity. No fee will be charged. However, where requests are manifestly unfounded or excessive, in particular because of their repetitive character, TMG may either charge a reasonable fee taking into account the administrative costs, or refuse to act on the request. If TMG does not take action on your request, it will inform you of the reasons for not taking action without delay and at the latest within one month of receipt of the request. In that case, you may lodge a complaint with a supervisory authority or seek a judicial remedy. Please note that, where TMG is unable to identify you in the access logs, it may not be able to act on your request in respect of those logs.
6 Miscellaneous
TMG may review this Privacy Policy from time to time. If TMG makes material changes, it will notify you by posting the updated Privacy Policy on the Website.
