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Privacy Policy

Privacy Policy

This is the privacy policy of the Finnish Institute in Japan in accordance with the EU General Data Protection Regulation (GDPR), which applies to the customer register of the Finnish Institute in Japan.

Updated: 12.5.2025

EU General Data Protection Regulation 2016/679

1. Register

The Finnish Institute of Japan Foundation sr.

Business ID: 1483925-3

P.O. Box 1, 00097 University of the Arts, Finland

Finnish Institute in Japan

2. Data protection officer for the register

Director of the Institute, Jaakko Nousiainen

info@finstitute.jp

3. Purpose and lawfulness of the processing of personal data

For the purpose of communicating the activities and events of the Finnish Institute in Japan and the Finnish Institute in Japan Foundation. The legal basis for the processing of personal data under the EU General Data Protection Regulation is:

• Consent of the individual
• Agreement to which the data subject is a party
• General Data Protection Act (GDPR)
• Legitimate interest of the data controller

4. Data content of the register

• Basic personal data, such as name, job title, organisation, e-mail address, in some cases also postal address and telephone number, programme interest and, in addition, any opt-out.

5. Regular data sources

• Contact information is collected in connection with seminars, events and individual meetings, e.g. from business cards, email signatures or when a person registers for an event organised by the Institute. Information may also be obtained from public information and online sources, as well as from print media.

6. Transfer of data

• No information will be disclosed outside the staff of the Finnish Institute in Japan and the Foundation that manages it. In exceptional cases, data may be transferred to service providers only to the extent that it concerns or is necessary for the services provided by the Institute.

7. Principles of register protection

Access to the register is restricted to persons designated by the Director of the Institute.

8. Retention period of personal data

Personal data will be kept for as long as necessary for the purposes for which the personal data are used as described in this notice. The controller updates the register (corrects, deletes or completes the register of personal data which are inaccurate, unnecessary, incomplete or out of date for the purpose of processing or the need to keep them) once a year.

9. Right for inspection

Data subjects have the right to check the data concerning them. The request for inspection shall be addressed to the Data Protection Officer designated by the Institute.

10. Right to request the correction of data

The data subject has the right to request the controller to correct inaccurate data. The request for rectification shall be addressed to the registry contact person of the Institute and of the Foundation administering it. The request shall be answered within one month of receipt or the reason for any delay shall be communicated.

11. Other rights relating to the processing of personal data

Data subjects have the right to withdraw their consent to the processing of their personal data at any time. Any withdrawal of consent is kindly requested to be sent in writing and signed by e-mail to: info@finstitute.jp

12. Automatic decision-making

The register will not be used as a basis for automated decision-making without explicit consent.

info@finstitute.jp
Phone: +81 (0)3 5447 6037

3-5-39 Minami-Azabu
Minato-ku Tokyo 106-8561 Japan

Open on weekdays from 9:00 AM to 5:00 PM

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