Privacy Policy

Kyoto University November Festival Office (hereinafter referred to as the "Office") establishes the following privacy policy (hereinafter referred to as "this Privacy Policy") regarding the handling of personal information and other user-related information acquired in connection with the holding of the November Festival and the activities of the Office.

Hereinafter, in this Privacy Policy, visitors to the November Festival, exhibitors of the November Festival, those who use the websites and web applications managed by the Office, those who contact the Office for inquiries or other communications, and others involved in the activities of the Office are collectively referred to as "Users".

In its activities towards the holding of the November Festival, the Office recognizes the importance of the appropriate protection of personal information, complies with laws and other relevant regulations regarding personal information, and handles personal information and other user-related information appropriately.

Definition of Personal Information

In this Privacy Policy, "personal information" refers to "personal information" as defined in the Act on the Protection of Personal Information (hereinafter referred to as the "Personal Information Protection Law").

Information to be Acquired

The Office may acquire the following information through provision by Users, acquisition in connection with the use of websites and web applications, and other appropriate methods, to the extent necessary for the holding of the November Festival and the activities of the Office.

• Basic information about the User, such as name, affiliation, academic year, student ID number, email address, phone number, and address
• Information and documents necessary for identity verification
• Information on various applications and registrations related to organizing projects at the November Festival
• Information related to inquiries, various procedures, surveys, sponsorships, interviews, sales, and other communications or procedures with the Office
• Information related to first aid, lost children, lost property, lending of wheelchairs, accidents, troubles, and other responses necessary for the safe and smooth operation of the November Festival
• Photos, videos, and audio recorded or captured during the activities of the Office, briefing sessions, consultation sessions, registration sessions, and at the November Festival venue
• Location information necessary to use the map function of the website
• Information related to the usage status of websites and web applications, such as identifiers like Cookies, IP addresses, browser/device information, and browsing history
• Other information necessary for the holding of the November Festival and the activities of the Office

Purpose of Use

The Office will use the acquired information for the following purposes:

• For communications and procedures necessary for the holding of the November Festival
• To register Users and verify their identity
• To respond to applications, registrations, confirmations, communications, and other procedures related to organizing projects at the November Festival
• To respond to inquiries, various procedures, surveys, sponsorships, interviews, sales, and other communications or procedures with the Office
• For responses necessary for the safe and smooth operation of the November Festival, such as first aid, lost children, lost property, lending of wheelchairs, accidents, and troubles
• To provide, maintain, improve, and enhance the convenience of the websites and web applications managed by the Office
• For introducing the activities of the Office, providing information on organizing projects at the November Festival, and for public relations, recording, and reporting related to the November Festival
• To maintain and improve the November Festival and the activities of the Office through the visitor survey and other surveys and opinion collection
• To respond to laws and regulations, rules of Kyoto University, or requests from various institutions of Kyoto University, fire departments, public health centers, and other public institutions
• To make other necessary communications from the Office to the User

Management of Personal Information

In order to handle personal information appropriately, the Office will take necessary and appropriate measures to prevent the loss, falsification, and leakage of personal information, and will strive to protect personal information. In addition, the websites and web applications managed by the Office use SSL/TLS encrypted communication to protect the transmitted information.

Retention Period

The Office will retain personal information only for the period necessary to achieve the purpose of use. Once the purpose of use has been achieved or when retention is no longer necessary, the Office will strive to delete or anonymize it by appropriate methods.

Provision of Personal Information to Third Parties

The Office will not provide personal information to third parties without obtaining the prior consent of the User, except in the following cases:

• When providing to various institutions of Kyoto University, the November Festival Environment Committee, and other cooperating organizations within the university, to the extent necessary for the holding of the November Festival or the activities of the Office
• When based on laws and regulations
• When it is necessary for the protection of a person's life, body, or property, and it is difficult to obtain the consent of the individual
• When necessary to respond to requests from fire departments, public health centers, and other public institutions
• Other cases permitted by the Personal Information Protection Law and other relevant regulations

Entrustment of Handling of Personal Information

The Office may entrust all or part of the handling of personal information to external operators, etc., to the extent necessary to achieve the purpose of use. In this case, the Office will strive to perform necessary confirmations and management to ensure that the entrusted party handles personal information appropriately.

Use of Photos and Videos

The Office may take photos, record videos, or record audio at its activities, briefing sessions, consultation sessions, registration sessions, and the November Festival venue. These photos, videos, or audio may be published or used on websites, web applications, SNS, promotional materials, reports, and other media managed by the Office for the purpose of introducing the Office's activities, providing information on organizing projects at the November Festival, and for public relations, recording, and reporting related to the November Festival.

When publishing or using them, sufficient consideration will be given to portrait rights and privacy, and we will respond individually if there is a request for deletion, etc. However, we may not be able to comply with requests for deletion, etc., for media that have already been distributed, such as printed materials, those saved or reprinted by third parties, and other cases where response is difficult.

Use of Cookies and External Transmission

Websites and web applications managed by the Office may use Cookies and other similar technologies to maintain login status and manage other sessions, provide various functions, grasp usage status, analyze access, improve convenience, and ensure security. Users can restrict the use of Cookies through their browser settings. However, if the use of Cookies is restricted, some functions of the websites and web applications managed by the Office may not be available.

In addition, on websites and web applications managed by the Office, identifiers such as Cookies, IP addresses, browser and device information, access status, browsing history, and other user-related information may be transmitted to Google LLC, Cloudflare, Inc., and other external service providers for purposes such as access analysis, prevention of unauthorized use, and other related purposes.

Disclosure, Correction, Deletion, etc., of Personal Information

When the Office receives a request from the User themselves for the disclosure, correction, addition, deletion, or suspension of use, etc., of their personal information held by the Office, we will respond appropriately in accordance with the Personal Information Protection Law and other relevant regulations after verifying the identity of the individual. However, if any of the following applies, we may not be able to comply with all or part of the request. In that case, we will notify the individual to that effect without delay.

• When identity verification cannot be performed
• When there is a risk of harming the life, body, property, or other rights and interests of the individual or a third party
• When there is a risk of significantly hindering the proper implementation of the Office's activities
• Other cases that would violate laws and regulations

Handling of Users from Outside Japan

When using websites and web applications managed by the Office from outside Japan, the Office will handle personal information in accordance with applicable laws and regulations to the extent required by such laws and regulations.

Changes to the Privacy Policy

The Office may change this Privacy Policy due to changes in laws and regulations or as necessary. The changed Privacy Policy will be published on the websites and web applications managed by the Office.

Inquiries regarding Personal Information

For inquiries regarding this Privacy Policy and various procedures related to the handling of personal information by the Office, please contact the following: