Privacy Policy
Privacy Policy of the Robotics Society of Japan
Established: November 15, 2011
Revised: November 17, 2023
The Robotics Society of Japan, General Incorporated Association (hereinafter referred to as “the Society”) recognizes the importance of personal information and considers the proper and secure handling of such information to be an important responsibility.
Accordingly, the Society shall comply with laws, regulations, and guidelines regarding the protection of personal information, including the Act on the Protection of Personal Information (Act No. 57 of May 30, 2003, hereinafter referred to as the “Personal Information Protection Act”). The Society has established this Privacy Policy regarding the acquisition, use, and handling of personal information and shall handle such information appropriately as follows.
1. Name, Address, and Representative
The Robotics Society of Japan
2nd Floor, Blue Building, 2-19-7 Hongo,
Bunkyo-ku, Tokyo 113-0033, Japan
Tetsuya Kubota, President
2. Compliance with Relevant Laws, Regulations, and Guidelines
The Society shall comply with the Personal Information Protection Act, other relevant laws and regulations, and the guidelines issued by the Personal Information Protection Commission in order to ensure the appropriate handling of personal information.
3. Acquisition and Use of Personal Information
(1)To provide services consistent with the Society’s objectives, the Society shall acquire, to the extent necessary, information that can identify a specific individual, such as name, date of birth, or other identifiers, as well as information containing individual identification codes as defined by the Personal Information Protection Act (hereinafter referred to as “Personal Information”).
(2)When acquiring personal information, the Society shall publicly announce the purpose of use (including announcements through this Privacy Policy) or notify the individual concerned. Furthermore, when acquiring personal information directly from an individual in writing or electronic records, such as contracts or application forms, the Society shall specify the purpose of use in advance and acquire such information by lawful and fair means.
(3)The Society shall use personal information appropriately to the extent necessary to achieve the purposes of use specified in the following section.
4. Purpose of Use of Personal Information
The Society shall use acquired personal information to the extent necessary to achieve the following purposes:
Information regarding members and other individuals
(1) Identity verification, billing and collection of membership fees, provision of services related to applications, and billing for usage fees.
(2)Notification of changes to service terms and conditions, or the suspension, discontinuation, or termination of services.
(3)Sending notices of general meetings and election ballots.
(4)Delivery of the Society’s journals and international journals, provision of information regarding the Society’s services, facilitating communication and collaboration among members, and providing other information necessary for the Society’s operations.
(5)Management and publication of advertisements in the Society’s journals.
(6)Provision of the Web Membership Directory service (a service that allows members to search for and view other members’ registered information online).
(7)Improvement and enhancement of the Society’s services.
(8)Responding to, confirming, and maintaining records of inquiries, consultations, and complaints from individuals.*
(9)Analysis of access to the Society’s official website and the “Robo-Gaku” website in order to improve convenience for members and other users .(*)
(10)Activities necessary to implement business plans approved by the Society’s decision-making bodies (General Meeting and Board of Directors).(The approved business plans and purposes of use of personal information shall be announced in advance on the Society’s website.)
SSL (Secure Socket Layer) The Society’s website supports SSL to encrypt communications between web browsers and servers. Personal information such as names, addresses, and telephone numbers entered by users is automatically encrypted.
(*)Cookies
Cookies are data transmitted from a web server to a web browser. By using cookies, the server can identify a visitor’s computer and provide more efficient website services. Cookies used by the Society’s website do not contain information that identifies specific individuals. Users may disable cookies through their browser settings.
(*)Google Analytics
The Society’s website uses Google Analytics to collect access information through cookies. The collection and use of such information are governed by the Google Analytics Terms of Service and Google’s Privacy Policy. For details, please refer to the following: https://policies.google.com/technologies/partner-sites?hl=en
Personal information regarding manuscript submission and peer review
(1)Creation of accounts for the use of ScholarOne Manuscripts (the online manuscript submission and peer review system) .
Please refer to the ScholarOne Manuscripts Privacy Notice below:
https://clarivate.com/legal/scholarone-privacy-notice/scholarone-privacy-notice-en/
Personal information regarding recruitment
(1)Contacting applicants, providing information, and other activities necessary for recruitment and hiring procedures.
Personal information regarding employees and other personnel
(1)Business communications with employees and staff members.
(2)Payment of remuneration (including salaries, bonuses, and allowances), provision of employee benefits, and other activities necessary for personnel, labor, and contract management.
(3)Health management of employees.
5. Provision of Personal Information to Third Parties
The Society shall not provide personal information to third parties except in the following cases:
(1)When prior consent has been obtained from the individual concerned.
(2)When outsourcing operations to the extent necessary to achieve the purpose of use.
(3)When required by laws or regulations.
(4)When necessary for the protection of a person’s life, body, or property, and it is difficult to obtain the individual’s consent.
(5)When particularly necessary for improving public health or promoting the sound development of children, and it is difficult to obtain the individual’s consent.
(6)When necessary to cooperate with national or local governmental institutions, or parties entrusted thereby, in executing duties prescribed by laws or regulations, and obtaining the individual’s consent may interfere with the execution of such duties.
6. Safety Management Measures
The Society shall take necessary and appropriate safety management measures to prevent the leakage, loss, destruction, falsification, or unauthorized access of retained personal information.
However, personal information disclosed by the individual concerned or otherwise publicly available shall fall outside the scope of the Society’s responsibility.
Specific details of such safety management measures are as follows:
(1) Establishment of Basic Policy
To ensure the proper handling of personal data, the Society has established this basic policy regarding “Compliance with Relevant Laws and Guidelines,” “Safety Management Measures,” and “Contact for Inquiries and Complaints,” and shall review it as necessary.
(2) Establishment of Rules for Handling Personal Data
The Society has established internal rules regarding handling methods, responsible personnel, and their duties for each stage of personal data handling, including acquisition, use, storage, provision, deletion, and disposal, and shall review such rules as necessary.
(3) Organizational Safety Management Measures
The Society shall appoint responsible managers, establish safety management systems, operate in accordance with handling rules, develop methods for verifying handling status, conduct inspections and audits, and establish systems for responding to incidents such as information leakage.
(4) Personnel Safety Management Measures
The Society shall stipulate confidentiality obligations in Secretariat staff regulations, clarify roles and responsibilities, provide appropriate education and training to employees, and verify compliance with management procedures.
(5) Physical Safety Management Measures
The Society shall manage areas where personal information is handled, prevent theft of devices and electronic media, prevent information leakage during transportation, and ensure proper disposal of data and equipment.
(6) Technical Safety Management Measures
The Society shall implement user identification and authentication measures, establish access controls and management classifications, manage access authority appropriately, take measures to prevent information leakage and damage, and record and analyze access logs and system operation logs.
(7) Supervision of Contractors
When outsourcing the handling of personal data, the Society shall select contractors that appropriately handle personal data and establish appropriate supervisory measures to ensure the implementation of necessary safety management measures.
7. Requests for Disclosure, Correction, Suspension of Use, or Deletion of Retained Personal Data
When an individual requests disclosure, correction, suspension of use, or deletion of retained personal data, the Society shall respond in accordance with its prescribed procedures.
With respect to disclosure and correction (unless otherwise provided by laws or regulations), the Society shall respond within a reasonable period after confirming that the request has been made by the individual concerned.
With respect to suspension of use and deletion, the Society shall respond within a reasonable period where grounds prescribed by laws or regulations exist and after confirming the identity of the requester.
8. Contact Information
For inquiries or complaints regarding the handling of personal information by the Society, please contact:
The Robotics Society of Japan
Membership Section
Attn: Personal Information Protection Officer
2nd Floor, Blue Building, 2-19-7 Hongo,
Bunkyo-ku, Tokyo 113-0033, Japan
Inquiry Form: https://www.rsj.or.jp/info/contact/
Phone: +81-3-3812-7594
Business Hours:
Monday to Friday (excluding national holidays and New Year holidays)
9:30 AM – 12:00 PM / 1:00 PM – 5:30 PM
9. Updates to the Privacy Policy
The Society may revise this Privacy Policy without prior notice due to amendments to applicable laws and regulations, changes in the handling of personal information, or other reasons.
Any revisions to this Privacy Policy shall become effective upon posting on the Society’s website and shall apply thereafter to personal information handled by the Society.