Personal Information Protection Policy of Japan Academy of Nursing Science
1. Compliance with related laws and regulations
The Japan Academy of Nursing (hereinafter referred to as “JANS” or “the Academy”) promotes the development of nursing science, endeavours to promote widespread exchange of knowledge, and engages in activities to contribute to the health and well-being of people. In conducting its activities, JANS also regards it as an important responsibility to properly manage handling of personal information. Accordingly, JANS is keenly aware of the importance of correct handling of not only personal information of members and staff members of the Academy but also personal information handled in all academic activities such as manuscript submissions to the Academy’s journals (Journal of Japan Academy of Nursing Science and Japan Journal of Nursing Science), and academic conferences and seminars etc. JANS strictly complies with the laws and other requirements concerning protection of personal information and handles all personal information appropriately.
2. Collection of personal information
JANS collects personal information to the extent necessary for the provision and improvement of its services in accordance with the Academy’s objectives. When JANS collects personal information, it is gathered based on each person’s consent, with the purpose of collection and use clearly indicated.
3. Use of personal information
Personal information collected by JANS is used exclusively for the attainment of the specified original purposes of collection and use. The purposes for which JANS and the JANS Office use your personal information are as follows, including entrusting personal information to a third party.
(1) Personal information of JANS Members
- Provide information on events, academic conferences etc., and various notifications and membership fees management
- Implementing questionnaires, opinion collection, committee member assignment
- Election-related (Representatives, Officers)
- Paying expenses related to attending Annual General Meeting of Representatives, Board of Directors, Committee, etc. (including bank transfers)
- Responding to enquiries
- Operations related to the above items
(2) Personal information of Donors
- Work related to communication, adjustment, handling deposits, issuing receipts
(3) Personal information of contributors of papers submitted to Academy
journals, including publication in Academy journals
- Confirming JANS membership of contributors
- Contact for peer review requests, acceptance results, review results, revision requests etc.
- Publication in Academy journals
- Respond to enquiries
- Administration related to the above items
(4) Personal information concerning holding of academic conferences
- Participation applications (including social gatherings) and management of participation fees
- Communication, adjustment, payment of honorarium (including bank transfers) to lecturers, panelists, etc.
- Requests to be moderators, peer review
- Membership confirmation and notice of acceptance or non-acceptance concerning presentations, requests for corrections etc.
- Schedule notification on the day of presentation
- Contact to various project applicants (acceptance or rejection of applied plan, information on opening etc.)
- Preparation and sending of program lists, lecture lists
- Publicity, public relations (press release distribution, responding to interview requests, etc.)
- Responding to enquiries
- Administration related to the above items
(5) Personal information related to hosting seminars
- Management of participant applications (at the venue, online) and participation fees
- Contact, adjustment (including preparation of handouts), payment of honorarium (including bank transfers) to lecturers, panelists, etc.
- Sending textbooks
- Responding to enquiries
- Administration related to the above items
(6) Personal information relating to various traders
- Requests for planning proposals, estimates preparation
- Request for work, outsourcing, payment-related (including bank transfers)
- Administration related to the above items
(7) Personal information of Staff
- Calculation of salaries, payments (including bank transfers)
- Safety, hygiene and personnel management
- Administration related to the above items
4. Protection measures for personal information
JANS appropriately manages the personal data it collects in order to prevent leaks, destruction, falsification, loss, etc. Also, when entrusting personal data to external parties, JANS conducts proper management and supervision, such as concluding confidentiality agreements to ensure proper management. If a data breach occurs, JANS will take prompt corrective action. However, personal information publicly disclosed by yourself, or personal information that is already public, is not the responsibility of JANS.
For enquiries and confirmation of your personal information, please contact:
Japan Academy of Nursing Science Office
Diamant Bldg. 6F, 1-5-14, Kanda Suda-cho, Chiyoda-ku, Tokyo 101-0041, Japan
Tel: 81-3-3525-8428
Fax: 81-3-3525-8429
E-mail : office@jans.or.jp
5. Retention of personal data
Unless a request is received for deletion of personal information from the original provider of that information, JANS retains personal data for the period required to achieve each usage objective listed under ‘3. Use of personal information’. If the need no longer exists to use personal data for each usage objective, JANS deletes the applicable data.
6. Consent, or withdrawal of consent to privacy policy by personal data provider
(1) By indicating your consent to this privacy policy, the personal data
provider consents to use of their personal data in accordance with this privacy policy.
(2) If the provider of personal data is under 16 years of age, the prior consent of
the personal data provider’s parent or guardian is necessary.
(3) The personal data provider can withdraw their consent to the two items above at any time.
7. Rights of personal data provider
You can request the following about your personal data by post or by email in accordance with the rights prescribed by the EU’s General Data Protection Regulation (GDPR). Please address your request details to the Data Protection Officer at the contact address listed under ‘4. Protection measures for personal information’. After verification of proof of identity, confirming that the person requesting deletion of personal information is the person who provided the information, this Academy will comply with the request in compliance with the GDPR.
(1) Your right to access
You have the right to request that this Academy provides you with detailed
information about personal data provided by the data subject yourself that is
processed by JANS, the purpose of applicable processing, third parties
receiving
such data, the existence or not of an automated system for personal data and
data portability.
(2) Your right to rectification
You have the right to correct personal data regarding you or provided by
you that you believe is inaccurate.
(3) Your right to erasure
You have the right to request that JANS erase your personal data when
processing of your personal data is no longer required for the specified
usage purposes, or continued processing of your personal data is
inappropriate.
(4) Your right to restrict processing
You have the right to request that JANS restrict processing of your personal
data when you dispute the accuracy of your personal data.
(5) Your right to data portability
You have the right to request that JANS transfer your personal data we have
collected directly to you, or when technically possible, to a third party.
(6) Your right to make objections
You have the right to make objections about processing of your personal
data, including profiling, collected because it is necessary in the public
interest, or for the purpose of appropriate interests of this Academy.
(In this case, except for unavoidable legitimate reasons such as execution
of a contract, processing of your personal data will stop.)
However, in response to requests about items (2) – (6) above, it may occur that this Academy is then unable to provide you with services previously available.
8. Transfer of personal data to a third party or third country
(1) Personal data collected by JANS is not provided to third parties, except in the
following cases.
(a) When it is stipulated by laws and regulations.
(b) When it is with the consent of the original provider of the information.
(2) Your personal data acquired by JANS is all stored within Japan, and is not
transferred to countries outside Japan.
9. Cookies
Cookies enable a website server to verify a website visitor by sending small data files from the server to the hard disk or memory of the viewer’s computer when the viewer browses the website. The JANS website uses cookies to make our website user-friendly for browsing by viewers. Cookies are recorded in the user's computer when visitors visit the JANS website, but the recorded information includes no identifiable personal information. Cookies are intended to provide information according to the viewer's wishes, not to violate the viewer’s privacy. Users can set their browser preferences to block cookies. However, if you block acceptance of cookies, please note that you may not be able to use some of the services and functions of the JANS website. (The Academy’s Office is unable to respond to inquiries about browser settings. Please refer to the "Help" menu of your browser.)
10. Personal information on linked sites
The JANS website provides links to other websites to provide useful information and services to JANS members. The Academy is not responsible for ensuring the safety of personal information at the link destination. Use of these links is at the discretion of each individual user.
11. Changes to our privacy policy
JANS may alter its privacy policy in accordance with resolutions passed by its Board of Directors, due to revision of laws and regulations or other reasons. The updated privacy policy will then be presented on the JANS website.
February 2020
General Data Protection Regulation (GDPR) adopted by EU member countries fortifies data privacy rights, and gives individuals control over when and how personal information is gathered and used. GDPR mandates went into effect May 25, 2018.
