Japan Office

Privacy Policy

Introduction
This policy describes how Oxford University Japan Office (OUJO) collects and uses your personal data during your use of the OUJO website (https://oxfordujapan.org) in accordance with relevant data protection legislation.

If you have any questions or comments about this Privacy Policy or our practices regarding your personally identifiable information, please contact us at info@oxfordujapan.org

The Information That We Collect
In the course of your dealings with OUJO you may provide us with limited personal information required for event booking. If you contact us by email, telephone, facsimile, postal mail or otherwise, we may keep a record of your contact information and correspondence.

How we use your data
We process your data for purposes arising from your use of the website, for example, to ensure that we understand who uses our site and how our site is used and to improve our site and ensure it is secure. This processing occurs because it is necessary to meet our legitimate interests in operating and improving the website, analyzing its use, and ensuring its security.

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Sharing your data with third parties
We may share your data with third parties who provide services on our behalf, such as those who help us to operate the website. All our third-party service providers are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions.

We may also share your personal data with third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our site terms of use or to protect the rights, property or safety of our site, our users, and others.
Where your data is shared with third parties, we will seek to share the minimum amount necessary.

Where we store or use your data
We may store data collected by the website manually or electronically. The data is stored on our secure servers and/or in our premises within Japan.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website and any transmission is at your own risk.

Third party websites
Our site contains links to and from various third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Retaining your data
We will only retain your data for as long as we need it to fulfill our purposes, including any relating to legal, accounting, or reporting requirements.

Your rights
Under certain circumstances, by law you have the right to:

• Request access to your data (commonly known as a “subject access request”). This enables you to receive a copy of your data and to check that we are lawfully processing it.
• Request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
• Request erasure of your data. This enables you to ask us to delete or remove your data under certain circumstances, for example, if you consider that there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).
• Object to processing of your data where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
• Request the restriction of processing of your data. This enables you to ask us to suspend the processing of your data, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your data to another party.

Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfill our legal obligations if we were to stop.

If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, you should contact OUJO at info@oxfordujapan.org. We will seek to deal with your request without undue delay, and in any event in accordance with our legal obligations. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Cookies
Our site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site.

Changes to this policy
Any changes we may make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

Contact
If you wish to raise any queries or concerns about this privacy policy please contact OUJO via email at info@oxfordujapan.org, by post at University of Oxford Japan Office, Sanbancho UF Bldg. 1F, 6-3 Sanbancho, Chiyoda-ku, Tokyo 102-0075.

June 2018
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Introduction
This policy describes how Oxford University Japan Office (OUJO) collects and uses your personal data during your use of the OUJO website (https://oxfordujapan.org) in accordance with relevant data protection legislation.

If you have any questions or comments about this Privacy Policy or our practices regarding your personally identifiable information, please contact us at info@oxfordujapan.org

The Information That We Collect
In the course of your dealings with OUJO you may provide us with limited personal information required for event booking. If you contact us by email, telephone, facsimile, postal mail or otherwise, we may keep a record of your contact information and correspondence.

How we use your data
We process your data for purposes arising from your use of the website, for example, to ensure that we understand who uses our site and how our site is used and to improve our site and ensure it is secure. This processing occurs because it is necessary to meet our legitimate interests in operating and improving the website, analyzing its use, and ensuring its security.

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Sharing your data with third parties
We may share your data with third parties who provide services on our behalf, such as those who help us to operate the website. All our third-party service providers are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions.

We may also share your personal data with third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our site terms of use or to protect the rights, property or safety of our site, our users, and others.
Where your data is shared with third parties, we will seek to share the minimum amount necessary.

Where we store or use your data
We may store data collected by the website manually or electronically. The data is stored on our secure servers and/or in our premises within Japan.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website and any transmission is at your own risk.

Third party websites
Our site contains links to and from various third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Retaining your data
We will only retain your data for as long as we need it to fulfill our purposes, including any relating to legal, accounting, or reporting requirements.

Your rights
Under certain circumstances, by law you have the right to:

• Request access to your data (commonly known as a “subject access request”). This enables you to receive a copy of your data and to check that we are lawfully processing it.
• Request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
• Request erasure of your data. This enables you to ask us to delete or remove your data under certain circumstances, for example, if you consider that there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).
• Object to processing of your data where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
• Request the restriction of processing of your data. This enables you to ask us to suspend the processing of your data, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your data to another party.

Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfill our legal obligations if we were to stop.

If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, you should contact OUJO at info@oxfordujapan.org. We will seek to deal with your request without undue delay, and in any event in accordance with our legal obligations. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Cookies
Our site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site.

Changes to this policy
Any changes we may make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

Contact
If you wish to raise any queries or concerns about this privacy policy please contact OUJO via email at info@oxfordujapan.org, by post at University of Oxford Japan Office, Sanbancho UF Bldg. 1F, 6-3 Sanbancho, Chiyoda-ku, Tokyo 102-0075.

June 2018