Nara SGG Club Privacy Policy

Nara SGG Club (hereinafter referred to as “the Association”) complies with laws and other regulations regarding the protection of personal information, handles any personal information correctly, and strives to protect it.

1. [Definition] What is personal information?

Names, addresses, e-mail addresses, telephone numbers, dates of birth, gender (hereinafter abbreviated as A), information that can identify a specific individual through photographs and videos (also referred to as B), and all the documents that each trainee provides or is provided during the training period for or by the Association, including all the training reports (also C).

2. [Collection method] Collection of personal information

The above ABC shall be provided by the person in the following cases. The Association collects such information to the extent necessary to achieve its purpose.

(1) When a person wishes to join the Association or actually joins

(2) When inquiring about the Association‘s activities, requesting a guide, or conducting a guide

(3) When the Association is entrusted with some kind of work such as data-generation, translation, interpretation, etc.

(4) When official member(s) and/or trainee(s) changes some of their personal information. In this case, that member is expected to submit their new information duly to the secretariat.

3. [Management] Management of personal information

(1) A will be strictly managed collectively by the secretariat as a “member list” on a designated server and/or cloud. Furthermore, the member list will not be provided to outside third parties without the consent of the individual, unless a public institution such as Nara City requests us to submit a member list. However, if there arises an urgent need to contact a specific member within the Association, it will be possible to search for the minimum necessary contact information by entering the specific computer at each information center, using the designated password.

(2) The Association’s personal information protection policy will be clearly stated in materials distributed at briefing sessions and interviews for prospective members.

(3) Appropriate passwords must be set and extreme care must be taken when sending and receiving B used in the bulletin and/or guide reports, and C used during the training period. In addition, the committees in charge should handle and manage B and C with the utmost care.

4. [Usage] Purpose of use of personal information

Personal information A, B, and C will be used for smoother club operations and will not be used for any other purpose. The Association will use A, B, and C appropriately in accordance with the purpose on the following occasions.

~For protecting personal information of prospective members, trainees, and official members~

(1) [When requested by a public institution] When a public institution in Nara City, especially the Nara City Community Centers, requests their registered organizations to submit a list of members (see 3-(1)).

(2) [When applying for Volunteer Insurance] When applying for annual volunteer guide insurance.

(3) [At the time of joining] The personal information will be used for briefing sessions and interviews for prospective members, and will be disposed of appropriately after the interview, and will not be used for any purpose other than training.

(4) [During training] Used for efficient implementation of training sessions and not for any other purpose. Trainees are in a somewhat different position from other official members. They are subject to certain restrictions on online information sharing, but these restrictions will disappear once they become official members.

~ For protecting personal information and/or portrait rights of those who are requesting to do some kinds of guiding activities or those similar to guiding such as interpreting. ~

(5) [When accepting a guiding/interpreting request] The client’s contact information and details of the request will be used to provide our services quickly and appropriately, and will be disposed of appropriately after the request is completed, and will not be used for any other purpose.

(6) [When conducting a guiding/interpreting service] If photographs of participants are to be taken while guiding or interpreting for the purpose of using them at a later date, the purpose of taking photographs should be explained to every person and obtain individual permission from each person verbally or in writing. Photography at locations with identifiable buildings and/or monuments shall be done with the utmost respect for the shrines and temples, and with due consideration to their property rights.

(7) [When creating a guiding/interpreting report] When creating a report, the person in charge of guiding and/or interpreting should take utmost care so as to limit the disclosure of A and B of the client. The creation and management of this report is intended to maintain our healthy organizational practices, such as improving the quality of our future guiding/interpreting activities, responding to follow-up inquiries, maintaining our regular report-gathering activity, and applying for an annual Excellent Goodwill Guide Award candidate to JNTO. All these should be proceeded by paying continuous and maximum attention and effort to minimize unnecessary exposure of someone’s A, B, or C. The activity report can only be viewed on a specific server that can be accessed exclusively by the related committee members. Furthermore, if there is a request to delete any report(s), we will respond by anonymizing the name(s) of the requester and the member who actually provided the guiding/interpreting activities.

(8) [Others] When using B in our organization’s newsletters, website, or flyers calling for membership or guide requests, etc., be sure to inform those who took the photographs as well as those who were in those photographs, of the purpose(s) of their usages in advance, so as to obtain verbal or written permission respectively. The Association will not use photographs or videos on which unintended persons are photobombed.

(9) When there comes a need to use someone’s personal information or something similar, in novel situations other than those listed above, the Steering Committee will discuss the appropriateness of such usage properly and deliberately.

5. [Deletion] Regarding deletion of personal information

In the following cases, all related A, B, and C will be deleted.

(1) [When cancelling the Association membership] A, B, and C of a specific individual is no longer required when a notice of canceling the Association membership is submitted by the member or his or her family member(s). In such cases, the relevant committees shall appropriately delete or dispose of the related A, B, and C in accordance with the date of withdrawal.

(2) [During the interview] Those who are requested to come to the Association interview with their resumes, those resumes are to be returned directly on the spot at the end of the interview, regardless of whether they pass or fail the interview. Related electronic data received in advance will be promptly and properly deleted from the interviewer(s)’s personal computer(s) but will be subsequently managed by the secretariat.

(3) [During training] If any of the A, B, and C of any trainees, used during the training period, become no longer needed after becoming an official member, such information will be deleted and/or disposed of appropriately. If a trainee decides to quit the training for some reason, all A, B, and C, including training reports regarding that trainee, are to be deleted and destroyed without delay. The training committee will not retain training reports and training guidance reports of all trainees, including those of trainees who have quitted the training for some reason, on their individual computers, but will delete them all appropriately. The committee chief will make the same request to the relevant parties. In addition, upon completion of training, all trainee reports, training guidance reports, and similar materials will be deleted and discarded from the computer of the committee chief.

(4) [Resume] All resumes of official members and similar papers will be totally dissolved.

(5) [Others] If requested by any members whose B were posted on the Association website or flyers, the Association will immediately stop the usage of it and delete it swiftly.

(6) [Exceptions] Materials proving the development of the club from the time of its establishment until to date with historical values, could be reserved as historical document. Those include various materials of the Association’s founding period, annual general meeting, annual accounting report, NARA SGG NEWS, articles/programs in which the Association was reported by any newspapers/TV pragmas, results of major translation, and/or those regarded to be similar.

6. [Accident] Regarding handling of unexpected situations

In the event that personal information is leaked due to unforeseen and unexpected circumstances such as malicious hacking or viruses from a third party, the Steering committee will publicize this fact to all members of the Association and will contact the relevant departments and/or committees if necessary. Then, with the advice of expert(s), they will implement the best countermeasures as soon as possible. Furthermore, the implementation status of applied countermeasures will be reported publicly as needed, and proper measures should be taken to prevent recurrence of similar circumstances. The above procedures shall be also applied in the event of an accidental leakage due to force majeure.

7. Improving and reviewing the handling of personal information

The Association will conduct inspections regarding the handling of personal information and management systems, and continually make improvements and reviews of them.