1. Introduction
This Privacy Policy describes the personally identifiable information that the Canadian Chamber of Commerce in Japan (the CCCJ) collects and how we use that information. If you have any questions or comments about this Privacy Policy or our practices regarding your personally identifiable information, please contact the CCCJ office at: info@cccj.or.jp.
2. The Information That We Collect
The CCCJ collects two types of information:
(1) Personally identifiable information
In the course of your dealings with the CCCJ you may provide us with personally identifiable information, including your first name, middle name, surname, workplace address, workplace telephone and FAX numbers, and workplace email address, home address, home telephone and FAX numbers, and personal email address; cell phone number, messaging apps, any social media accounts, job title and function, profession, supervisors, department, business unit and location; educational and professional history; bank account details, credit card information, tax identification number and other information required for billing and payment; past transaction history with the CCCJ such as committee/board/chair membership; events attended, purchased publications, subscription information, order history for directory ads, mailing labels, donations, meal preferences and photographs. If you contact us by email, telephone, FAX, postal mail or otherwise, we may keep a record of your contact information and correspondence.
(2) Non-personally identifiable information
We may use cookies to collect non-personally identifiable information in connection with our websites, www.cccj.or.jp. Our web pages may incorporate “pixel tags," "web beacons," or similar tracking technologies (collectively, "pixel tags") that allow us or our agents to track the actions of users of our sites. Pixel tags are used to collect non-personally identifiable information, such as the name of your internet service provider, the IP address of the computer you are using, the type of browser software and operating system that you use, the date and time you access our sites, the website address, if any, from which you linked directly to our sites, the website address, if any, to which you travel from our sites, and other similar traffic related information. We may also aggregate your information with similar data collected from other users to help us improve our sites and the services that we provide through our sites.
3. How We Use the Personally Identifiable Information We Gather
We use personally identifiable information to: provide Members with lists of Members and contact information and to provide Members with updated information on other Members such as change of address, executive appointments, promotions, etc.; provide information to Members and Non-Members regarding CCCJ events, goods and services; compile, produce, edit and mail the CCCJ Membership Directory, CCCJ magazine and other CCCJ publications; compile, print and sell mailing labels to Members; sell ads in connection with CCCJ publications; provide networking opportunities and tools for Members; liaise and communicate with Canadian, Japanese and other governmental and business groups to protect Canadian business interests; provide Non-Members with promotional materials regarding CCCJ membership, events, goods and services available to Non-Members; provide Non-Members with information regarding Members to the extent that some Members have consented to such disclosure; respond to submissions of business proposals; perform accounting activities such as billing and payment; correspond with Members regarding billing and payment issues, membership and subscription renewals, etc.; and respond to inquiries from Members and Non-Members.
The CCCJ on occasion may open events to Non-Members, in which case information about such events may be sent to Non-Members. When Non-Members sign up for the respective event, their names will be included on internal attendance lists. In addition, Members may bring Non-Members to events as their guests, in which case the names of their guests will be included on internal attendance lists.
4. Methods of Disclosure and Member options for limiting disclosure
When personal information regarding Members is shared with Members or Non-Members pursuant to the purposes of use indicated in Section 3 above, the method of disclosure may be by direct person-to-person contact, telephone, facsimile, mail, email, internet website, CCCJ publications or mailing labels. Members may change certain preferences regarding the disclosure of their personal information to Members and Non-Members at any time (please refer to Section 5 below regarding "Obtaining, Changing or Deleting Personal Information; Handling of Complaints").
Notwithstanding any of the foregoing, we may provide personal information to certain delegates (including their employees, contractors, agents, and designees) or third party service providers to the extent necessary to enable them to perform certain administrative functions (such as providing photocopying, mailing, printing and website-related services (e.g., web hosting, website-related services and features, or maintenance services) on our behalf, or so that they may provide us with products and services, including tax and legal services; translation/interpretation services; benefits administration; and payroll services. We also may disclose personal information to any third party if we believe that we are required to do so by applicable law.
Please also note that, even without your consent, the CCCJ may use some of your personal information where it is legally permitted to do so.
5. Obtaining, Changing or Deleting Personal Information; Handling of Complaints
The CCCJ has established automated methods for Members to make appropriate changes to personal information as supplied by Members by accessing the online CCCJ Member Area. You may also request disclosure of your personal information and request that inaccurate information is corrected, amended, or, where appropriate, deleted by contacting info@cccj.or.jp.
Please note that the CCCJ may not disclose personal information where such non-disclosure is consistent with applicable law.
You may also request that the CCCJ cease the use of your personal information on the grounds that such personal information was used (including provision of held personal information to a third party) or acquired in violation of Japanese law.
Members may also set and change certain preferences regarding the sharing of their personal information with Members and Non-Members by either accessing the online CCCJ Member Area or contacting the CCCJ secretariat: info@cccj.or.jp.
By default, Members receive broadcast communications from the CCCJ by email. However, you have the option to receive select communications, which can be exercised by sending an email to info@cccj.or.jp.
If you have any complaints, you may contact the CCCJ office at info@cccj.or.jp.
6. Security
The CCCJ will take the appropriate legal, organisational, and technical measures to protect personal information consistent with applicable law regarding the protection of personal information.
7. Revisions to Privacy Policy
The CCCJ will review and improve our handling of personal information as necessary. Our most current privacy policy will be posted on this page, so please review its terms regularly.
8. Links to Other Sites
Our sites may contain links to other websites. Please be aware that we are not and cannot be responsible for the privacy practices of non-CCCJ websites.
Further to the above Privacy Policy, the CCCJ also asks members to respect fellow members' privacy by:
- not sharing the personal data in the print and / or online membership directories with nonmembers, including with colleagues in the same company who are not enrolled in the CCCJ.
- not sharing your CCCJ Member password with others and by changing the password when there is a possibility it has been compromised.
- not using CCCJ data for general solicitation purposes or for broadcast messaging.
- always clearly identifying yourself and the purpose of the contact upfront.
- contacting the CCCJ office at info@cccj.or.jp when someone is believed to be misusing CCCJ member data and / or is misrepresenting affiliation with the CCCJ.
To report incidents that you believe involve improper solicitation or use of member data, write to info@cccj.or.jp.
