- Processing Personal data, etc.
“Personal data” means any data relating to an identified or identifiable natural person, including, without limitation, names, addresses, dates of birth, telephone numbers, e-mail addresses, and any other information collected in connection with providing the JLPT.
“Processing” means any operation or set of operations which is performed on personal data, etc. or on sets of personal data, etc., whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
(2) Purpose of use of personal data, etc.
The SAJP will process the TEs’ personal data and share personal data with the JF in order to provide, improve and develop the JLPT.
In the case of processing the TEs’ personal data for purposes other than the above, the SAJP will notify TEs in advance of such new purposes of use and other matters as required by applicable laws.
The personal data that TEs are to provide is necessary in order for the SAJP and the JF to provide the JLPT to the TEs, and there may be cases in which TEs who have not provided such data will be unable to use the Services provided (in principal the JLPT).
(3) Retention Period
The SAJP will retain the TEs’ personal data as long as the SAJP and the JF requires such data for achieving the purpose of use specified above.
(a) In the case that the country in which the third party is located is outside the EEA, such country does not have the same data protection laws as EEA member countries, i.e., many of the rights provided to data subjects in the EEA may not be given;
(b) The TEs’ personal data will be provided and processed for the purpose specified above; and
(c) The TEs’ personal data will be provided to third parties located outside the EEA.
In addition to the above, in the case that the SAJP provides the TEs’ personal data to a third party located in a country outside the EEA, the SAJP will ensure that adequate measures such as standard contract clauses based on the GDPR are taken concerning the protection of the TEs’ personal data.
(5) Rights of TEs
The TEs may request from the SAJP access to, rectification or erasure of, and restriction of processing of their personal data, may object to the processing of the TEs’ personal data, and may request data portability. The SAJP accepts such TEs’ requests at the contact point set forth in “3. Contact” below.
The SAJP may refuse the TEs’ requests if the SAJP deems that there is no basis for such TEs’ requests or if they are deemed excessive.
The TEs may raise objections with the data protection authorities having jurisdiction over the location of the TEs’ domicile with regard to the processing of their personal data.
- Safety Management Measures
In order to protect from unauthorized access to personal data, loss, etc. of personal data, taking into account the type of personal data, the degree of sensitivity and the degree of economic influence and mental harm caused to TEs in the case of a personal data breach, the SAJP comprehensively evaluates and judges the risks of personal data breaches, implements appropriate personal, organizational and technical safety management measures based on the risk of a personal data breach, if necessary, checks such safety management measures, sets up a process for correction, and constantly strives to improve security.
The SAJP shall strive to appropriately manage personal data by restricting the entry of outsiders into the offices which are processing personal data, conducting educational awareness activities for all officers and employees involved in the protection of personal data, and placing a manager in charge for each division processing personal data.
The contact information for the SAJP is as follows:
The Stockholm Association for the Japanese Language Proficiency Test
Att: SAJP Chairperson
c/o Department of Asian, Middle Eastern and Turkish Studies
S-106 91 Stockholm
The Japan Foundation
4-4-1 Yotsuya, Shinjuku-ku, Tokyo 160-0004, Japan
Tel: +81-(0)3-5369-6051 / Fax: +81-(0)3-5369-6031