Privacy Policy

The University of Tokyo Komaba Festival Committee (hereinafter referred to as "the Committee") recognizes the importance of protecting privacy upon handling personal information. The following is the basic principles when the Committee deals with personal information (called "the Privacy Policy", hereinafter referred to as "this Policy"). The terms used in the Policy follows those in the Act on the Protection of Personal Information (Act No. 57, 2003).

1. Abiding by the Law and the Committee’s Regulations

The Committee abides by the Act on the Protection of Personal Information (Act No. 57, 2003) when handling personal information (which refers to personal information, pseudonymized personal information, anonymized personal information, and information related to personal information. Same below) and other related laws. The Committee will also abide by the Web System Terms of Use, the Site Policy, and other rules and guidelines under the Policy.

2. Restrictions on the Purpose of Using Personal Information

The Committee will handle personal information only within the scope of the following purposes.

• If it refers to the law (especially to the Lost Property Law (Act No.73, 2006))
• Identification, including confirmation of affiliation
• Dealing with registration, requests and orders from the individual
• Sending messages from the Committee to the individual
• Development and improvement of the Committee’s service
• Other services regarding Komaba Festival and the Committee

3. Providing Personal Information to a Third Party

The Committee may provide personal information to a third party who is not a Committee member. In this case, the Committee will take appropriate measures, such as by requiring that the information is adequately protected under the Privacy Policy by the third party.

4. Providing Personal Information within the Committee

The Committee may provide personal information to the next term’s Committee (based on the expiration of the Committee of the current term, stipulated in Article 1 of the Constitution of Komaba Festival Committee). In this case, the Committee is required to establish the same sort of policy in the next term.

5. Safety Management of Personal Information

The Committee will take appropriate measures to protect personal information such as by operating maintenance for the management system of the Committee, educating the Committee members, and preventing losses, destructions, falsifications or leakage of, and unauthorized access to, personal information.

6. Disclosure of Personal Information

Should there be an inquiry from the holder of personal information, the Committee will promptly present the procedure for disclosure or correction of personal information and, should the individual make an inquiry following this procedure, the Committee will promptly respond. However, if the disclosure would meet any of the conditions below, the Committee may not disclose all or part of the information. In this case, the Committee will promptly notify the individual.

• When the disclosure would create a risk of harm to the life, body, property, or other rights or interests of the individual or a third party
• When the disclosure would potentially cause a significant hindrance to the operation of the Committee
• When the disclosure would be against the law

7. Deletion of Personal Information

Should there be a request from the individual via email or other methods, the Committee promptly deletes the personal information concerned.

8. SSL

SSL is supported on the official website and the Web System of the Committee to protect users’ personal information. By using a browser that supports security features, personal information from the user is automatically encrypted before being transmitted.

9. Cookies

Cookies are used in certain parts of the official website or Web System provided by the Committee. Cookies would be disabled if you change your settings on the website, but this may prevent some services on the website from functioning smoothly.

10. GDPR Privacy Notice

This paragraph applies only to personal data in accordance with "REGULATION OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC General Data Protection Regulation" (hereinafter referred to as "GDPR").

10-1. Information Collected

The Committee collects personal data from users in accordance with GDPR, but this is limited to access logs (IP address, Cookies, etc.).

10-2. Right to Data Portability

You have the right to request the Committee to transfer your personal data to you or to a third party you choose.

10-3. Data Retention Period

Although this contradicts paragraph 4, the personal data that the Committee collects from users in accordance with GDPR may be retained for up to 3 years.

11. Contact

The information of the Committee responsible for managing personal information is shown below.

The University of Tokyo Komaba Festival Committee
Address: Room 103, Campus Plaza Bldg. A, the University of Tokyo, 3-8-1, Komaba, Meguro-ku, Tokyo, 153-8902
Phone: +81-3-5454-4349
Fax: +81-3-3466-1865
Email: committee[at]komabasai.net (Please replace [at] with @ before sending.)

12. Continuous Improvement of the Privacy Policy

The Committee continuously reviews this policy and makes efforts to improve it, in order to reinforce the protections of personal information and to address changes in laws and regulations. In case of the change of the Site Policy, it is announced via this website.

13. Governing Law and Jurisdiction Court

Without special regulations, this policy conforms to Japanese Law. Without special regulations, any conflicts regarding this policy will be, depending on the amount of suit, resolved by the exclusive jurisdiction of the Tokyo District Court or the Tokyo Summary Court at the first instance.

14. Language

The official text for this policy is the Japanese version.

Supplementary Provisions

1. Effective Date

This policy is effective from May 10th, 2024.

2. Policy Expiration

This policy (including the revised version mentioned in paragraph 12) will expire when the policy for the 76th Komaba Festival is enforced. This does not apply if the general meeting of the 76th Komaba Festival Committee (the one based on the expiration of the Committee members, as mentioned in the Article 10 of the Constitution of Komaba Festival Committee) decides to abolish this policy.

Supplementary Provisions (amended decision on Jun. 4th, 2024)

1. Effective Date

This policy is effective from Jun. 5th, 2024.

Supplementary Provisions (amended approval on Jun. 5th, 2024)

1. Effective Date

This policy is effective from Jun. 6th, 2024.

Supplementary Provisions (amended Nov. 18th, 2024)

Article 1 (Effective Date)

This policy is effective from Nov. 18th, 2024. However, the effective date of the provisions in Article 2 to revise “Operating Environment,” to revise “Collection and Management of Personal Information” and to add “Collection of Location Information” shall be determined by a decision of the Director-General of the Public Relations Bureau and the Director-General of the System Bureau before Nov. 21th, 2024, followed by public notice without delay. The date of enforcement of the provisions revising “Collection and Management of Personal Information” and “Collection of Location Information” shall be decided by a decision of the Director-General of the Public Relations Bureau and the Director-General of the System Bureau, and shall be publicly announced without delay.