Privacy Policy

Okinawa Karate-do Goju-ryu International Shorei-kai (hereinafter the "Association") hereby establishes and publishes the following Basic Policy on the Protection and Management of Personal Information (the "Privacy Policy"; hereinafter this "Policy") with respect to its handling of the personal information of Users (meaning the users prescribed in the Terms of Use; the same applies hereinafter), in accordance with the provisions of the Act on the Protection of Personal Information (Japanese Law No. 57 of 2003; hereinafter the "Act").

Chapter 1 General Provisions

 (Purpose)

Article 1 The Association shall comply with laws, regulations, and relevant guidelines, and shall endeavor to handle appropriately the personal information acquired through its business activities.

 (Definitions)

Article 2 The meanings of the terms used in this Policy shall be as provided in the Act and in the Association's internal regulations, the "Personal Information Protection Management Regulations."

(i) Personal information Information relating to a living individual which can identify the specific individual by name, date of birth, address, telephone number, or other description contained therein (including information that enables the identification of a specific individual by cross-reference with other information), as well as information containing an individual identification code.

(ii) Special care-required personal information Personal information that requires particular care in its handling so as not to give rise to unjust discrimination or prejudice, such as the principal's medical history, the presence or absence of a disability, or criminal record.

(iii) Retained personal data Personal data with respect to which the Association has the authority to perform all of the following: disclosure, correction, addition or deletion of content, suspension of use, erasure, and suspension of provision to third parties.

Chapter 2 Acquisition and Purpose of Use of Personal Information

 (Items of Personal Information Acquired and Purposes of Use)

Article 3 The Association shall acquire personal information by proper and fair means according to the categories set forth in the table below, based on the attributes of the principal or the principal's relationship with the Association, and shall use such information within the scope necessary to achieve the respective purposes of use.

 (Handling of Portrait Rights and Records)

Article 4 The Association may acquire records such as photographs, video, and audio (hereinafter "Records") for the purposes of recording, preserving, and publicizing its activities as a martial arts organization (training, demonstrations, examinations, tournaments, etc.).

(2) The Records referred to in the preceding paragraph may be published on the Association's website, official social media accounts, pamphlets, newsletters, and similar media.

(3) The principal may request the Association to suspend or delete the publication of particular Records. The Association shall, taking into consideration the impact on the rights and interests of the principal, promptly take appropriate measures such as suspending publication.

 (Acquisition and Use of Special Care-Required Personal Information)

Article 5 For the purposes of preventing serious accidents in martial arts instruction and providing appropriate first aid in emergencies, the Association may acquire special care-required personal information such as the principal's medical history, state of health, and the presence or absence of a disability, upon obtaining the principal's explicit consent.

(2) Special care-required personal information so acquired shall be used only for sharing among instructors to ensure safety and for provision to medical institutions and similar bodies in the event of injury or sudden illness, and shall be managed strictly in accordance with this Policy and the Association's internal regulations.

Chapter 3 Security Control Measures

 (Content of Security Control Measures Implemented)

Article 6 The Association implements the following measures, based on its internal regulations, in order to prevent the leakage, loss, or damage of personal data and otherwise to ensure its security control.

(i) Organizational Security Control Measures The Association appoints a General Manager for Personal Information Protection, clarifies the allocation of responsibility at each dojo, and maintains a reporting and communication structure for cases of leakage or similar incidents.

(ii) Personnel Security Control Measures The Association imposes confidentiality obligations on instructors and secretariat staff regarding the proper handling of personal data, and conducts periodic education and awareness activities.

(iii) Physical Security Control Measures The Association controls the areas in which personal data is handled, stores documents and electronic media under lock and key, and, upon disposal, employs shredding or destruction methods that render restoration impossible.

(iv) Technical Security Control Measures The Association limits access privileges to information systems to the minimum necessary and prevents unauthorized access through measures such as the installation of anti-virus software.

Chapter 4 Provision to Third Parties, Outsourcing, and Joint Use

 (Restrictions on Provision to Third Parties)

Article 7 The Association shall not provide personal data to third parties without obtaining the prior consent of the principal, except in the following cases:

(i) where required by laws or regulations;

(ii) where necessary for the protection of the life, body, or property of an individual and it is difficult to obtain the consent of the principal;

(iii) where particularly necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the consent of the principal;

(iv) where it is necessary to cooperate with a state organ or similar body in performing affairs prescribed by laws or regulations, and obtaining the consent of the principal is likely to impede the performance of those affairs.

 (Supervision of Handling Accompanying Outsourcing)

Article 8 Within the scope necessary to achieve the purposes of use, the Association may outsource all or part of the handling of personal data to external contractors (such as roster preparation providers, system maintenance providers, and cloud service providers). In such cases, the Association shall conclude a contract with the contractor stipulating confidentiality and other matters, and shall exercise necessary and appropriate supervision to ensure security control.

 (Joint Use Within the Association's Organization)

Article 9 For the purpose of smooth instruction and organizational administration among affiliated dojos, the Association jointly uses personal data as follows.

(i) Items of personal data jointly used Name, date of birth, dan grade, affiliated dojo, status of membership fee payment.

(ii) Scope of joint users The Association and each affiliated dojo belonging to it.

(iii) Purpose of use Handover of instructional content concerning members, joint operation of events and tournaments, and improving the efficiency of membership administration.

(iv) Party responsible for the management of joint use International Shorei-kai Secretariat

Chapter 5 Special Provisions Concerning the Website

 (Use of Cookies and Similar Technologies)

Article 10 This site uses cookies and similar technologies for purposes such as improving user convenience and obtaining statistical data. Cookies themselves do not contain information that identifies a specific individual, such as name or address. Users may refuse to accept cookies through their browser settings; in that case, however, some functions of this site may become unavailable.

 (Compliance with Rules on External Transmission of Information)

Article 11 In order to understand the usage of this site and improve the quality of its services, the Association uses the external services listed below. Pursuant to Article 27-12 of the Telecommunications Business Act (Japanese Act No. 86 of 1984), the content of the information transmitted from users' devices to external parties and the recipients thereof are published as follows.

Chapter 6 Rights of the Principal and Contact Point

 (Disclosure, Correction, Suspension of Use, etc. of Retained Personal Data)

Article 12 The principal may request the Association, in accordance with the Act, to disclose his or her retained personal data, to notify the purpose of use, to correct, add to, or delete the content thereof, to suspend the use of or erase such data, or to disclose records of provision to third parties (collectively, "Disclosure and Other Requests"). The Association shall respond appropriately and without delay after confirming that the request has been made by the principal.

 (Procedures for Disclosure and Other Requests)

Article 13 Disclosure and Other Requests under the preceding Article shall be made by contacting the point of contact prescribed in the following Article.

(2) In making a request, the principal is asked to submit identity verification documents (a copy of a driver's license, the front side of an Individual Number Card, a health insurance card, or the like) in order to prevent improper leakage of information. Where a request is made by an agent, separate certifying documents such as a power of attorney are required.

(3) For requests for notification of the purpose of use and for disclosure of retained personal data, a fee determined in light of actual costs (JPY 1,000 per request) shall be charged. This fee may, however, be waived in consideration of special circumstances.

 (Contact Point for Inquiries and Complaints)

Article 14 Inquiries, complaints, or consultations regarding the Association's handling of personal information, as well as Disclosure and Other Requests, should be directed to the following contact point.

Chapter 7 Miscellaneous Provisions

 (Revision of this Policy)

Article 15 The Association may review and revise this Policy from time to time in response to amendments to laws and regulations, changes in social conditions, or changes in the Association's business activities. In the event of a revision, the Association shall promptly publish the revised Policy by posting it on this site, and the revised Policy shall take effect from the time of such publication.

Supplementary Provisions

 (Effective Date)

Article 1 This Policy shall take effect and apply from September 9, 2025 (Reiwa 7).

Supplementary Provisions (Promulgated May 1, 2026)

 (Effective Date)

Article 1 This Policy shall take effect and apply from May 10, 2026 (Reiwa 8).