AYF Privacy Policy

AYF carefully handle your Personal Information so that you can use the services provided by AYF, including Websites, with security. AYF Privacy Policy (hereinafter “Policy”) describes how AYF treats Personal Information we collect through Websites as follows:

How, When, and Why We Collect Personal Information

  • 1. Activity That Doesn’t Require Registration. You can view Contents on the Websites without registering or providing any personal information. When you visit Websites, we collect information such as your browser and operating system type and IP address to optimize your experience on the Website and to track aggregate Websites usage. In addition, we use a “session” cookie to identify you while you are visiting Websites, if cookies are enabled on your computer. This session cookie terminates once you finish using Websites and close your browser.
  • 2. Mailing list. You may provide us with your email address if you wish to join our mailing list.
  • 3. Activities Requiring Registration. Certain activities on Websites — for example, participating in webinars or competitions — require your registration to be a AYF member. To become a AYF member, we ask you to provide your Personal Information such as name, country of residency and email address. If you decide to register, we use a persistent cookie that stores certain information to make it easier for you to login when you come back to Websites. However, none of your Personal Information is stored in that cookie. You may also be asked to provide certain additional information to participate in other activities that we may undertake through Websites. You may update or correct your registered information at any time by visiting your account profile page.
  • 4. Usage Information. We may record information about your usage of Websites, such as when you use the site, the areas of the site you click on and/or participate in, the tags you search for, and whether you subscribe to the RSS feed. If you are logged in, we may associate that information with your account. A persistent cookie may be used to track this information. We may use pixel tags and/or trackable links in HTML-based emails sent to our users to track which emails are opened and/or clicked on by recipients.
  • 5. Comments Posted to Site. Any Personal Information or content that you voluntarily disclose online becomes publicly available and can be collected and used by others. Your username (not your email address) is displayed to other users when you post comments. When posting contents, you should exercise caution not to provide any Personal Information or other information that you would not want seen by others. Use of the community functions on is at your own risk.
  • 6. Polls and Surveys. From time to time, we may conduct polls and surveys. Information collected through our polls, surveys, and questionnaires is used in the aggregate, unless we contact you to request permission to use your individual responses for a particular purpose.
  • 7. We do not knowingly collect any information from children under the age of 18.

Uses of Personal Information

  • 1. Personal Information that AYF collects on Website helps us to provide valuable AYF member benefits. When using the services provided by AYF, you may be required to provide your Personal Information. Such Personal Information will be used within the scope necessary to achieve the purpose of use and will not be used for any purpose other than the purpose of use without your consent.
  • 2. We will use your email address to communicate with you about AYF’s activities and offerings, unless you opt-out from receiving such messages. We will also use your email address for administrative purposes, such as notifying you of revision of this Agreement, major Website changes, or sending messages related to actions you have taken on Websites or for customer service purposes. Although we hope you find these communications informative and useful, if you don’t, you can always unsubscribe by following the simple instructions included in each email.
  • 3. When you send email or other communications to us, we may retain those communications in order to process your inquiries, respond to our requests and improve our services.
  • 4. We use both your Personal Information and certain non-personally-identifying information (such as anonymous usage data, IP addresses, browser type, clickstream data, etc.) to improve the quality of your user experience and the design of the Website and to create new features, functionality, and services by storing, tracking, and analyzing user behavior, preferences, trends, and actions.
  • 5. In addition, we use AYF Contents sharing functions provided by social media platforms such as Twitter and LinkedIn and video streaming function of YouTube on this Websites. Cookies issued by third parties such as these social media platforms are used to track information that is provided by users or is obtained from user history.
  • 6. AYF will only process your Personal Information within the scope permitted by law. AYF will process your personal data based on the following grounds:
    • ・Consent: This is when AYF receives consent from you for processing personal data.
    • ・Legal obligations: This is when AYF needs to comply with legal obligations.
    • ・Legitimate interests: This is when processing of your personal data is necessary for the legitimate interests pursued by AYF or by a third party, provided that your interests and fundamental rights are not overridden by the above interests.

Provision to Third Parties / Outsourcing

  • 1. AYF may share your Personal Information with the following types of recipients. AYF requires that when Personal Information of an AYF member is received by a processor for processing, the data must be processed in accordance with contractual provisions stipulating that the information will be protected, processed in accordance with applicable data protection laws, including GDPR, and used only in accordance with AYF’s instructions, and that the information shall not be used for the purposes of the processor itself.
    • ・Service providers: Service providers include service providers in the IT industry, such as internet service providers and cloud service providers.
    • ・Co-organizers and supporters of events, seminars, etc. for which users have applied: These include Pasona Group organizations and other entities (both local and Japanese).
  • 2. Personal Information AYF has with respect to users may be transferred to third parties outside Japan and may be retained by such third parties.

Retention Period and Deletion of Personal Information

AYF will retain Personal Information collected with respect to you during the period we provide you with our services. Personal Information related to AYF members that is no longer needed after the service provision period will be deleted. The retention period of personal data collected by AYF will vary for each category of Personal Information, and Personal Information will be retained only for the period necessary for purposes of use according to each type of data. However, this shall not apply to Personal Information that is required by law to be retained for a longer period, and such Personal Information will be retained for the period required by law.

Information Security and Data Integrity

AYF takes security measures to protect against unauthorized access to or unauthorized alteration, disclosure, or destruction of data. These include internal reviews of our data collection, storage and processing practices and security measures, as well as physical security measures to guard against unauthorized access to systems where we store Personal Information.

  • 1. AYF takes the following security measures when operating Websites and will take appropriate care to prevent unauthorized access to Personal Information, leakage, or falsification of Personal Information.
    • ・We limit access to the server from external sources only for those protocols that are strictly necessary to provide the service.
    • ・We protect against unauthorized access by means of a virus detection system, etc.
    • ・Communications are protected by SSL encryption protocols.

    For services other than Websites provided by AYF, necessary and appropriate organizational and technical measures are taken to ensure security for each type of service.

  • 2. AYF will not be able to manage your Personal Information at websites that are not under AYF’s control, including those of enterprises, associations, or individuals that are linked to our Websites. These websites linked to our Websites may collect your personal data separately. We recommend that you handle your personal data carefully and check the privacy policy of each website.

Disclosure, Correction and Deletion of Personal Information

You have the following rights relating to the personal data AYF retains with respect to you.

  • ・The right to acquire information related to the processing of your Personal Information and the right to access the Personal Information held by AYF with respect to you.
  • ・The right to request the correction of any inaccurate or incomplete Personal Information.
  • ・The right to request that AYF erase your Personal Information under certain circumstances, including, but not limited to, the following circumstances:
    • ・when AYF is no longer required to retain your Personal Information in the light of the purpose for which it collected the Personal Information;
    • ・when AYF may process Personal Information only with the consent of a AYF member.
    • ・when you object to AYF’s processing of your Personal Information based on legitimate interests and AYF’s legitimate interests do not prevail over your own interests, rights, and freedoms.
  • ・The right to require AYF to restrict AYF’s processing of Personal Information under certain circumstances, including, but not limited to, the following circumstances:
    • ・when you challenge the accuracy of your Personal Information (only for the period AYF needs to confirm its accuracy);
    • ・when AYF no longer needs the Personal Information (excluding cases where AYF needs the Personal Information for bringing, exercising or defending legal claims);
    • ・If you object to AYF’s processing of Personal Information based on legitimate interests (only for the period necessary to determine whether the legitimate interests of AYF prevail over their own interests, rights, and freedoms).
  • ・The right to object to AYF in relation to the processing of your Personal Information
  • ・The right to receive your Personal Information in a structured, commonly used, and machine-readable form and/or to require AYF to transfer such Personal Information directly to the recipient to the extent technically feasible, when processing Personal Information is based on your consent and other grounds are not applicable. Please be aware that this right is only permitted for Personal Information provided by you to AYF.
  • ・The right to withdraw your consent to the processing of your Personal Information at any time. Please note, however, that AYF may continue processing your Personal Information if it can rely on another legal basis.

You may exercise your rights by contacting AYF as described herein. If you believe that AYF has infringed your rights, you may file a complaint with a data protection authority.

Other Disclosures

AYF may be required to disclose AYF member information pursuant to lawful requests, such as court orders, or in compliance with applicable laws. AYF may share account or other information when we believe it is necessary to comply with the law, to protect our interests or property, to prevent fraud or other illegal activity perpetrated through Websites or using AYF name, to prevent bodily harm, to enforce this Agreement, or to protect the rights, property, or safety of visitors to our site, AYF members, the public or AYF. In the unlikely event that AYF (or substantially all of its assets) is merged with another entity, information on AYF members and visitors would be among the transferred assets.

More Information

If you have any questions about this Policy or your account, please feel free to contact us at:

Awaji Youth Federation Office
Pasona Group Inc.
info@awaji-youth-federation.com

Effective Date: March 31, 2021