- TOP
- Privacy Policy
Privacy Policy
The Tokyo Convention & Visitors Bureau (hereinafter referred to as "TCVB") handles the collection, use, and management of information in accordance with the "Tokyo Convention & Visitors Bureau Personal Information Handling Guidelines" and strives to create a website that can be used with peace of mind for safety and security.
Handling of Personal Information on This Website
Privacy Policy
TCVB will endeavor to protect personal information based on the following policy, recognizing it as an important responsibility.
Restrictions on Collection
When collecting personal information, TCVB will clearly state the purpose for which the information is to be handled, and will collect personal information within the scope necessary to achieve that purpose, in a lawful and fair manner.
Appropriate Management
TCVB will take necessary measures to manage personal information appropriately to prevent leaks, loss, or damage.
Supervision of Contractors
When TCVB entrusts the handling of personal information to a third party, TCVB will supervise the third party as necessary for the protection of personal information.
Limitation of Use
TCVB will not use personal information for purposes beyond the scope of administrative work involving personal information.
Provision to Third Parties
TCVB will not disclose or provide personal information to third parties except in cases where the individual in question has consented or where required by law.
Disclosure, Correction, and Use Suspension Requests
TCVB will respond promptly to requests from the parties concerned to disclose, correct, or suspend the use of their personal information.
Employee Education
TCVB will provide education and awareness-raising activities on the protection of personal information to all employees.
Compliance with Laws and Regulations
TCVB complies with laws and regulations regarding the handling of personal information and strives for continuous improvement of the measures specified in this policy.
Inquiries
General Affairs Section, General Affairs Department, Tokyo Convention & Visitors Bureau
Handling of Personal Information on This Website
This website recognizes the utmost importance of protecting users’ personal information. In compliance with the Act on the Protection of Personal Information and all related laws, regulations, and guidelines, we, Tokyo Convention and Visitors Bureau (hereinafter referred to as "TCVB"), strive to safeguard privacy by appropriately managing and utilizing personal information in accordance with the following policy.
Defining Personal Information
Personal information refers to information that can identify a specific individual, such as address, name, telephone number, email address, etc., provided to the Bureau through this website.
Scope of This Policy
This policy applies only to this website and does not apply to other sites linked to this website.
The handling of information on linked sites is the responsibility of the respective organizations.
Collection of Personal Information
When collecting personal information through this website, TCVB will generally require the user to provide (register) the information of their own volition.
When collecting personal information, we will clearly state the purpose for which said information is collected.
The collection of personal information will be conducted within the scope necessary to achieve the stated purpose.
Limitation on Use of Personal Information
Personal information provided (registered) by users will be used within the scope of the stated purpose of collection.
Provided personal information will not be used beyond the purpose of collection, except as required by law.
However, statistical information on user attributes, etc., may be disclosed, provided that it does not contain any personal information.
Purpose of Use of Personal Information
The collected personal information will be used for the following purposes:
- Responding to user requests and inquiries.
- Conducting various procedures and communications related to applications for events and meetings organized by TCVB.
- Distributing TCVB’s email news and magazines.
- Providing various information regarding TCVB’s business activities, which are organized or implemented by TCVB.
- Conducting surveys on various business activities for sponsoring members.
- Other purposes of use of personal information that were clearly stated at the time of collection.
Entrustment of Handling Personal Information
To accomplish the purposes of use described above, this website may entrust the handling of users’ personal information to third parties. In such cases, TCVB will carefully select appropriate service providers, enter into contracts concerning the protection of personal information, and provide necessary and appropriate supervision over the entrusted parties.
Use of User Information not Containing Personal Information
This website automatically collects information such as Internet domain names, IP addresses, and information regarding the browsing environment (hereinafter referred to as "user information").
The collected user information is limited to the purpose of improving the usability of this website and will be used only within that scope.
However, statistically processed information about access to this website, browsing environments, and other information may be disclosed.
*Use of Google Analytics
On this website, Google Analytics is used to understand usage patterns and improve content. Google Analytics is used to collect anonymous traffic data from users of this website, but this data is not used for any purposes other than improving this website.
For more information on the terms of use and privacy policy of Google Analytics, please visit the website at https://marketingplatform.google.com/intl/en_uk/about/analytics/.
This website may collect and use information (such information that cannot be used to identify individuals) about website usage patterns, such as page view history and search history, for statistical research purposes to improve content and conduct market research within the company. A technology called Cookies are used on this website to accomplish this task.
Security Measures
For the personal information that TCVB acquires or intends to acquire, this website implements the following measures to prevent leakage, loss, or damage, and to ensure proper management of personal data.
(Formulation of Basic Policy)
A personal information protection policy has been established to ensure proper handling of personal information and to provide contact points for inquiries and complaints.
(Establishment of Rules for the Handling of Personal Data)
Establish guidelines for handling personal information, including handling methods, responsible persons and their duties, for each stage of the process, such as acquisition, use, storage, provision, deletion, and disposal.
(Organizational Security Measures)
- Appoint a person responsible for handing personal data
- Clarifying the staff who handle personal data and the scope of personal data that they handle
- Establish a reporting system to contact the Personal Information Protection Manager when any violation or potential violation of laws or internal regulations is identified.
- Regular self-inspections and internal audits are conducted regarding the handling of personal information.
(Human Security Measures)
Regular training is provided to personnel regarding important points to note regarding the handling of personal information.
(Physical Security Measures)
- In areas where personal information is handled, entry and exit controls for personnel and restrictions on devices brought into such areas are implemented, along with measures to prevent unauthorized viewing of personal information by individuals without proper authority.
- Measures are in place to prevent theft, loss, or similar incidents involving devices, electronic media, and documents containing personal information.
- Measures are implemented to ensure that personal information cannot be easily identified when devices or electronic media containing such information are transported, including within office premises.
(Technical Security Measures)
- Implement access control to limit personnel and the scope of personal information handled
- Implement a system to protect information systems that handle personal information from unauthorized external access or malicious software.
Disclosure, Correction, and Suspension of Use of Personal Information
Upon request from the individual or their representative for the disclosure of retained personal data or records of provision to third parties, we will respond without delay, except in the following cases. If we decide not to disclose the information or if such retained personal data does not exist, we will inform the requester accordingly.
- When disclosure may pose a risk of harm to the life, body, property, or other rights or interests of the individual or a third party
- When disclosure may significantly impede the proper execution of this website’s operations
- When disclosure would violate laws or regulations
Similarly, when the individual or their representative requests correction, addition, deletion, suspension of use, erasure, or suspension of provision to third parties with respect to retained personal data, TCVB will investigate the request and take actions in accordance with applicable laws.
For information regarding the documents required for such requests, the procedures involved, methods of verifying the identity of the requester or their representative, and applicable fees, please contact the office listed below.
Contact
For comments, inquiries, complaints, or other questions regarding this policy or the handling of personal information, please contact the following office.
Tokyo Convention and Visitors Bureau
Shinjuku Monolith 15F.
2-3-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo
Revisions
This policy may be amended at the discretion of TCVB. However, when procedures are required for revisions under the Act on the Protection of Personal Information or other relevant laws or regulations, amendments will be made in accordance with those provisions.
Enacted: June 1, 2023
Revised: December 17, 2025