Copyright, Disclaimer and Privacy Policy

1 Privacy Policy

1.1 The Daiwa Anglo-Japanese Foundation (we/us/our/the Foundation) are committed to safeguarding the privacy of individuals who visit our website (website) and/or with whom we engage in the course of fulfilling our purpose, including our supporters, partners, scholars and attendees at our events (you/yours).

1.2 Further notices highlighting certain uses we wish to make of your personal information together with the ability to opt in or out of selected uses may also be provided to you when we collect personal information from you.

1.3 Our websites may contain links to other third party websites. If you follow a link to any of those third party websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for their policies or processing of your personal information. Please check these policies before you submit any personal information to such third party websites.

1.4 When you enter the Foundation’s site, your computer will automatically be issued with a cookie. Cookies are text files that identify your computer to the Foundation’s server and are used to track traffic flows. Cookies in themselves do not identify the individual user, just the computer used. You can set your computer to accept all cookies, to notify you when a cookie is issued, or not to receive cookies at any time.

1.5 This Privacy Policy is intended to explain our privacy practices and covers the following areas:

(a) What personal information about you we collect

(b) How we use your personal information

(d) How we protect your personal information

(e) Contacting us & your rights to prevent marketing and to access and update your personal information

(f) How changes to this Privacy Policy will be made

2 Information we collect about you

We collect and process some or all of the following personal information about you:

Information you provide to us ► personal information that you provide to us, such as during the subscription process to join our mailing list, or during an application process for one of our scholarships, grants, awards or prizes, including your name, address, other contact details, your bank account details, your curriculum vitae, and details of your academic background and results;

(b) Your relationship with us► we keep records detailing your engagements with us through our website or at events that you attend, including any correspondence, information that you share with us about your interests, information relating to former prize winners or scholarship applicants;

(c) Your progress following the award of a scholarship, grant, award or prize ► if applicable to you, we will keep information about your progress in any pursuits that we support through the award of a scholarship, grant, award or prize. This may include information about your academic progress and any publications by or about you;

(d) Survey information ► if we ask you to complete surveys that we use for research purposes, we shall collect the information provided in the completed survey; and

(e) Website and communication usage ► details of your visits to the websites and information collected through cookies and other tracking technologies including, but not limited to, your IP address and domain name, your browser version and operating system, traffic data, location data, web logs and other communication data, and the resources that you access.

3 How we use your personal information

We use your personal information in the following ways. For each use, we note the grounds we use to justify each use of your personal information.

An explanation of the scope of the grounds available can be found via the button below and beneath each point via the “Use justification” link.

use justification table

To organise and host cultural events and art exhibitions ► to arrange the events that we put on, either ourselves or in partnership with other organisations, including to ensure that attendees are aware of the details of the event and are given information about attendees, to recover any payments due in relation to the event, to identify you at the event, and to ensure that individuals’ specific requirements are met in terms of access and dietary requirements;

Use justification: contract performance, legitimate interests (to enable us to perform our obligations with respect of the event and to ensure the smooth running of our event)

To award scholarships, awards, grants and prizes► to enable us to award scholarships, awards, grants and prizes that we make available, including to assess applicants’ background, to assess their entitlement to, and qualification for receiving, the relevant scholarship, award, grant and prize, to determine who to award the relevant scholarship, award, grant and prize to, to keep in touch with applicants after they have made an application (whether they have been successful or not), to monitor successful applicants’ future activities in connection with the relevant scholarship, award, grant or prize and, in the case of scholarships, continue to monitor the scholars’ academic progress, including by liaising with the relevant educational institution;

Use justification: contract performance, legitimate interests (to enable us to make available and award the relevant scholarships, awards, grants, and prizes)

(c) To provide you with marketing materials about our events ► to provide you with updates on our activities, events and offers, where you have chosen to receive these. We may also use your information for marketing our own products and services to you by post, e-mail, SMS, phone and fax and, where required by law, we will ask you for your consent at the time that we collect your data to conduct any of these types of marketing. We will provide an option to unsubscribe or opt out of further communication on any electronic promotional communication sent to you or you may opt out by contacting us as set out in paragraph 5.5

Use justification: consent

(d) For research and development purposes ► to analyse it in order better to understand the requirements of those interested in the Foundation and to develop our programme to meet our charitable purpose;

Use justification: legitimate interests (to allow us to improve our service and event offering)

(e) To inform you of changes ► to notify you about changes to our activities;

Use justification: legitimate interests (to notify you about changes to our activities)

(f) To ensure website content is relevant ► to ensure that content from our websites is presented in the most effective manner for you and for your device, which may include passing your data to service providers.

Use justification: legitimate interests (to allow us to provide you with the content on the website)

(g) In connection with legal or regulatory obligations ► to comply with our legal obligations to law enforcement, regulators and court services.

Use justification: legal obligation, legal claims, legitimate interests (to cooperate with law enforcement and regulatory authorities)

4 Disclosure of Personal Data to third parties

4.1 We may disclose your Personal Data to third parties as described below:

To allow us to provide our services to you effectively, we may disclose your information to selected third parties ► We permit selected third parties such as affiliates, collaborating institutions, suppliers, service providers, agents and contractors to use your personal information for the purposes set out in paragraph 3 above, who will be subject to obligations to process such information in compliance with the same safeguards that we employ.

Use justification: contract performance, legitimate interests (to enable us to provide our services to you effectively)

(b) To enable us to offer scholarships, awards, grants and prizes ► We may disclose your personal information to third parties, including educational institutions, for the purposes of assessing your application or in connection with offering you a scholarship, award, grant or offer. Such third parties may be overseas.

Use justification: contract performance, legitimate interests (to enable us to offer our scholarships, grants, awards and prizes)

(c) To work with third party partners who provide complementary services ► We may disclose your personal information to partner organisations, e.g. art galleries that we partner with in connection with our events.

Use justification: legitimate interests (to enable us to offer relevant and up-to-date materials at our events)

(d) To comply with our legal obligations to law enforcement, regulators and the court service ► We may disclose your personal information to third parties, the court service and/or regulators or law enforcement agencies in connection with proceedings or investigations anywhere in the world where compelled to do so. Where permitted, we will direct any such request to you or notify you before responding unless to do so would prejudice the prevention or detection of a crime.

Use justification: legal obligation, legal claims, legitimate interests (to cooperate with law enforcement and regulatory authorities).

5 Transmission, storage and security of your personal information

Security over the internet

(5.1) No data transmission over the Internet or website can be guaranteed to be secure from intrusion. However, we maintain reasonable physical, electronic and procedural safeguards to protect your personal information in accordance with data protection legislative requirements.

(5.2) All information you provide to us is stored on our or our subcontractors’ secure servers and accessed and used subject to our security policies and standards. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential and for complying with any other security procedures of which we notify you. We ask you not to share a password with anyone.

Export to Japan

(5.3) Your personal information may be accessed by staff in, transferred to, and/or stored in, Japan.

(5.4) We will either ask for your consent for the transfer to Japan, or transfer it subject to European Commission approved contractual terms that impose equivalent data protection obligations directly on the recipient unless we are permitted under applicable data protection law to make such transfers without such formalities. Please contact us as set out in paragraph 6 below if you would like to see a copy of the specific safeguards applied to the export of your personal information.

Storage limits

(5.5) We will retain your personal information for as long as is necessary for the processing purpose(s) for which they were collected and any other permitted linked purpose. So if information is used for two purposes we will retain it until the purpose with the latest period expires; but we will stop using it for the purpose with a shorter period once that period expires.

(5.6) We restrict access to your personal information to those persons who need to use it for the relevant purpose(s). Our retention periods are based on the objectives of the Foundation and your information that is no longer needed is either irreversibly anonymised (in which case we will retain the anonymised information) or securely destroyed. By way of example:

(a) use to perform a contract: in relation to your personal information used to perform any contractual obligation with you, we will generally retain that personal information whilst the contract remains in force plus a further 6 years to deal with any queries or claims thereafter; and

(b) where claims are contemplated: in relation to any information where we reasonably believe it will be necessary to defend or prosecute or make a claim against you, us or a third party, we may retain that information for as long as that claim could be pursued.

6 Your rights & contacting us

Marketing

6.1 You have the right to ask us not to process your personal information for marketing purposes. We will inform you if we intend to use your information for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your personal information. You can also exercise the right at any time by contacting us as set out in paragraph 6 below.

6.2 If you have any questions in relation to our use of your personal information, you should first contact us as per paragraph 6.7 below.

6.3 Under certain conditions, individuals have the right to request Daiwa to:

(a) provide further details on how we use and process their Personal Data;

(b) provide a copy of the Personal Data we maintain about the individual;

(d) delete Personal Data that we no longer have a legal ground to process; and

(e) restrict how we process the Personal Data while we consider the individual’s inquiry.

In addition, under certain conditions, individuals have the right to:

(f) where processing is based on consent, withdraw the consent;

(g) object to any processing of Personal Data that Daiwa justifies on the “legitimate interest” legal grounds, unless our reasons for undertaking that processing outweigh any prejudice to the individual’s privacy rights; and

(h) object to direct marketing (including any profiling for such purposes) at any time.

6.4 Your exercise of these rights is subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime) and our interests (e.g. the maintenance of legal privilege). If you exercise any of these rights we will check your entitlement and respond in most cases within a month.

6.5 If you are not satisfied with our use of your personal information or our response to any exercise of these rights you have the right to complain to the Information Commissioner’s Office.

Updating information

6.6 We will use reasonable endeavours to ensure that your personal information is accurate. In order to assist us with this, you should notify us of any changes to the personal information that you have provided to us by contacting us as set out in paragraph 7 below.

Contacting us

6.7 The “data controller” of your personal information processed by us under this Privacy Policy will be the Daiwa Anglo-Japanese Foundation, unless you are located in Japan, in which case the data controller will be Daiwa Nichiei Kikin Limited.

6.8 If you have any questions in relation to this policy, please contact the Director General of the Foundation at the address indicated at the link above, or e-mail jason.james@dajf.org.uk.

7 Changes to our Privacy Policy

7.1 We may change the content of our websites and how we use cookies without notice, and consequently our Privacy Policy may change from time to time in the future. We therefore encourage you to review them when you visit the website from time to time to stay informed of how we are using personal information.

7.2 Further notices highlighting particular uses (such as direct marketing) we wish to make of your personal information together with the ability to opt in or out may also be provided to you when we collect certain personal information from you.

Disclaimer

The Foundation does not guarantee the accuracy or completeness of all the content published online. The Foundation may make improvements or changes to its website at any time and shall not be responsible for any loss, cost or damage caused by reliance on these materials. The Foundation does not accept any liability for the accuracy of any information provided on its website.

The Foundation links to external websites but does not accept any responsibility for the content of these websites. Similarly, the Foundation does not accept any responsibility for the content of sites that link to its website.

The opinions stated in the transcripts are those of the contributors and do not necessarily reflect the opinions of the Foundation, its employees or its Trustees.