Privacy policy

Tokyo Metropolitan Government (TMG) establishes and complies with the following articles regarding information that can be used to identify an individual (referred to as "personal information" hereafter), such as names, email addresses, telephone numbers, cookies, IP addresses, and other information specified by Tokyo Metropolitan Government (TMG) as collected on its website.
We strongly recognize the importance of protecting users' personal information. We will strive to protect privacy by complying with the "Act on the Protection of Personal Information" (Personal Information Protection Act) and related laws and regulations.

Scope
This policy applies solely to this website and does not extend to other sites linked from this website. The handling of information on linked sites is the responsibility of the respective organizations.
Personal information collected and methods of collection
  1. Use of Online Forms Information such as the user's name, email address, and phone number is collected from a submitted online form.
  2. Collection of Access Information When users access our website, we may collect information such as the IP address of the device, pages viewed, and other information specified by Tokyo Metropolitan Government (TMG) to be collected on the website.
  3. Use of Cookies We may use cookies to analyze website usage and improve the user's experience by collecting information about the user's browsing history and behavioral patterns.
    For our Cookie Policy, click here.
Use of personal information
Tokyo Metropolitan Government (TMG) assures the secure collection, use, and management of personal information and will use such information for the purposes specified below:
  • To provide services on this website and ensure its smooth operation
  • To understand usage patterns and improve services and quality
  • To respond to inquiries and opinions from users
  • For other purposes explicitly stated at the time of personal information acquisition
Provision of personal information to third parties
Tokyo Metropolitan Government (TMG) shall never provide nor disclose information that is collected by Tokyo Metropolitan Government (TMG) from users and which could lead to the identification of an individual to a third party without the prior permission of that person, except where required by the Personal Information Protection Act. Personal information may be provided to third parties when consent is obtained from the user or when permitted by law.
Collection of personal information
Tokyo Metropolitan Government (TMG) collects personal information through this website, explicitly presenting the purpose of the collection and expressing that the collection is made only within the necessary range for the purpose, and accepts the provision (registration) of personal information only when the user allows it.
Outsourcing
Tokyo Metropolitan Government (TMG) may outsource the handling of users' personal information to third parties to achieve the purposes stipulated in this policy. In such cases, Tokyo Metropolitan Government (TMG) will select appropriate outsourcing partners, enter into contracts with them to protect personal information, and exercise necessary and appropriate supervision.
Securing management measures
Tokyo Metropolitan Government (TMG) implements the following measures to prevent leakage, loss, or damage of private data, and to ensure the effective management of private data it has acquired or intends to acquire.
Development of Basic Policy
  • Tokyo Metropolitan Government (TMG) has developed a Personal Information Protection Policy to ensure the proper handling of personal information and to provide points of contact for inquiries and complaint handling.
Establishment of Rules for Handling Private Data
  • Establishment of Personal Information Handling Guidelines specifying handling methods, responsible parties/personnel, and their duties for each stage of: acquisition, usage, storage, provision, deletion/disposal, etc.
Organized Security Management Measures
  • Appointment of a responsible party for handling private data
  • Clarification of the personnel responsible for handling private data and the scope of data to be handled
  • Establishment of a system that reports to and communicates with the Personal Information Protection Manager when proof or signs of violations of laws or international regulations are identified
  • Conduct regular self-assessment of how personal information is handled and implement audits by other departments or external parties
Human Resource Security Measures
  • Provide regular training to personnel on important considerations regarding the handling of personal information
  • Include provisions regarding the confidentiality of personal information in employment regulations
Physical Security Measures
  • Implement entry and exit control of personnel and restrictions on devices brought into areas handling personal information, along with measures to prevent unauthorized individuals from viewing personal information
  • Implement measures to prevent theft or loss of devices, electronic media, documents, etc., handling personal information
  • Implement measures to prevent easy identification of personal information when transporting devices, electronic media, etc., used in the handling of personal information, including within the workplace
Technical Security Measures
  • Implement access controls to limit the personnel and scope of personal information handled
  • Introduce mechanisms to protect systems handling personal information from unauthorized external access or malicious software
  • Enhance authentication for access to personal information systems to prevent unauthorized use
  • Ensure security when sending or receiving personal information by using encrypted communication such as SSL/TLS
  • Implement regular backups and establish recovery procedures to prepare for data loss or damage
Disclosure, correction and suspension of use of personal information
When Tokyo Metropolitan Government (TMG) receives a request to disclose retained private data or records provided by third parties from the individual concerned or their authorized representative, it shall respond without delay, except in the following cases. If disclosure cannot be made or the retained private data does not exist, Tokyo Metropolitan Government (TMG) shall respond as such.
  • When there is a risk of harming the life, health, property, or other rights and interests of the individual or third party
  • When there is a risk of significantly hindering the proper execution of Tokyo Metropolitan Government (TMG)'s operations
  • When it would violate laws and regulations
Furthermore, when Tokyo Metropolitan Government (TMG) receives a request from an individual or their authorized representative to correct, add, or delete retained private data, or to suspend its use, to erase, or stop its provision to third parties, it will investigate and respond in accordance with laws and regulations.
For details regarding the documents needed to request disclosure, how to submit them, and the method in which Tokyo Metropolitan Government (TMG) verifies that the request has been made by the individual or their authorized representative, and any applicable fees, please contact our inquiries desk.