Symposium Organizing Committee for the 1st Joint Symposium of Kyoto University's Three North American On-site Labs (herein after referred to as "SOC-KU" ) collects, uses, and discloses personal data in accordance with the applicable laws and regulations.
In this notice, “processing” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, or erasure or destruction.

1. Details of SOC-KU
Name: Symposium Organizing Committee for the 1st Joint Symposium of Kyoto University's Three North American On-site Labs, Kyoto University
Address: Yoshida-honmachi, Sakyo-ku, Kyoto-shi, Kyoto, 606-8501 JAPAN
E-mail: osl.symposium [at] adm.mail2.kyoto-u.ac.jp

2. Personal data which is collected by SOC-KU
SOC-KU will collect, use, and disclose personal data for the following purposes:
(1) Categories of personal data
　・Biographical information, such as names, affiliations, and titles.
　・Contact details, such as addresses, e-mail addresses, and telephone numbers.
　・Images and audio of the event in the form of photographs and videos.
　・Information about specific dietary or access requirements.
　・Requests, questions, and other communications regarding the symposium.
　・Cookies

(2) Purposes
　・Facilitation of events and provision of related services, including administrative services, correspondence, the provision of information, the provision of meals and drinks during events, and safety and security measures.
　・Accounting procedures (including financial audits).
　・Provision of information about future events.
　・Filming and photographing of events, and the publishing of such content on Kyoto University’s website, social media accounts, and in brochures, etc.
　・Compliance with regulatory and legal obligations.

3. Legal basis of processing
SOC-KU processes the personal data described in Item 2 for the purposes described in Item 2 for which you have given your consent. Where the processing is based on your consent, you may withdraw that consent without affecting the legality of any processing based on your consent prior to its withdrawal.
SOC-KU shall also use your personal data for the purpose of fulfilling its own legitimate interests, such as complying with audits by the National University Corporation Kyoto University, audits by external organizations, and legal obligations required by law.

4. Data sharing and transfer
Provided you have given your consent, your personal data shall be shared, transferred and re-transferred with the third parties named below for administrative purposes, or to fulfil legal obligations.
The Ministry of Education Culture, Sports, Science and Technology of Japan, the Board of Audit of Japan, and other Japanese public institutions.
Access analysis tool providers: Google Analytics. For more information, please refer to Item 5, Cookies.

5. Cookies
Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. SOC-KU may use cookies to enable core functionality such as security, network management, and accessibility. Although cookies may be disabled by browser settings, please note that doing so may affect the functionality of the website. SOC-KU may also use cookies for analysis purposes in order to improve the convenience of the website.

6. Your rights
You have the following rights in relation to your personal data.
To access your personal data. To request a copy of your data. To request a correction of incorrect or incomplete data. To request the cessation of the data processing when it is no longer necessary in view of the purpose. To object to the data processing on legal grounds. To request the SOC-KU to erase your personal data. To require the SOC-KU to restrict its processing of your personal data. To receive from the SOC-KU, in a reasonable format specified by you, any personal data that you have provided and which it holds (including for the purpose of you providing that personal data to another data controller).
Please note that the above rights are not absolute, and SOC-KU may be entitled to refuse requests where exceptions apply.
If you wish to exercise any of these rights, or if you have a complaint about the way in which you believe your data is being processed, please contact the SOC-KU at the following e-mail address: osl.symposium [at] adm.mail2.kyoto-u.ac.jp

7. Protection of your personal data
SOC-KU shall implement appropriate safeguards to ensure the confidentiality and security of your personal data.

8. How long is your personal data retained for?
Your personal data shall be retained for as long as necessary to fulfill the purposes described above. It shall be retained in accordance with the regulations of Kyoto University and the applicable regulations and laws.