Privacy Policy

Tokyo Convention & Visitors Bureau (hereinafter “TCVB”) strongly recognizes the importance of protecting users’ personal data. We are committed to safeguarding privacy by appropriately managing and using personal data in accordance with the following policy, while complying with the Act on the Protection of Personal Information and other relevant laws, regulations, and guidelines.

Scope of Application

This policy only applies to this site; it does not apply to other sites linked to from this site. The information at sites linked to from this site are handled at the responsibility of those respective organizations.

Personal data collected and methods of collection

TCVB may collect the following data from users when using our services:
1.Use of Application Forms
Information such as the user's email address, name, address, phone number, gender, and other details is collected when an application form is submitted.
2.Collection of Access Information
When users access our website, we may collect information such as the IP address of the device, pages viewed, and other information specified by TCVB to be collected on the website.
3.Use of Cookies
We may use cookies to analyze website usage and improve the user's experience by collecting information about the user's browsing history and behavioral patterns.
For our Cookie Policy, click here.

Purpose of Use

Collected personal data will be used for the following purposes:

・To respond to requests and inquiries from users
・To match up schools seeking exchanges and to provide information on various types of support as a point of contact for the acceptance and arrangement of educational trips to Tokyo
・Other purposes of use we clearly indicate at the time of acquiring that personal information

Collection of personal data

As a general rule, the personal information collected by the TCVB through this site is information provided (registered) at the intention of the user himself/herself. When collecting personal information, we clearly indicate the purpose of doing so. We collect personal information to the extent necessary to achieve the purposes we have clearly indicated.

Provision of personal data to third parties

TCVB may provide personal data to third parties when consent is obtained from the user or when permitted by law.

Outsourcing

TCVB may outsource the handling of users' personal data to third parties to achieve the purposes stipulated in this policy. In such cases, TCVB will select appropriate outsourcing partners, enter into contracts with them to protect personal data, and exercise necessary and appropriate supervision.

Security management measures

TCVB implements the following measures to prevent leakage, loss, or damage of personal data, and to ensure the effective management of personal data it has acquired or intends to acquire.

-Development of Basic Policy

・TCVB has established a Personal Information Protection Policy to ensure proper handling of personal data and to provide contact points for inquiries and complaints.

-Establishment of Rules for Handling Personal Data

・We have developed guidelines specifying handling methods, responsible personnel, and their duties for each stage of acquisition, use, storage, provision, deletion, and disposal.

-Organizational Security Measures

・Appointment of a responsible person for handling personal data
・Clarification of personnel authorized to handle personal data and the scope of data handled
・Establishment of a reporting system to notify the Personal Information Protection Manager of any violations or signs thereof
・Regular self-inspections and audits by other departments or external parties

-Human Resource Security Measures

・Regular training for staff on proper handling of personal data
・Inclusion of confidentiality provisions in employment regulations

-Physical Security Measures

・Implement entry and exit control of personnel and restrictions on devices brought into areas handling personal information, along with measures to prevent unauthorized individuals from viewing personal information
・Implement measures to prevent theft or loss of devices, electronic media, documents, etc., handling personal information
・Implement measures to prevent easy identification of personal information when transporting devices, electronic media, etc., used in the handling of personal information, including within the workplace

-Technical Security Measures

・Implementation of access controls to limit personnel and scope of data handled
・Introduction of systems to protect against unauthorized access and malicious software

Disclosure, correction and suspension of use of personal data, etc.

When TCVB receives a request from the individual concerned or their authorized representative to disclose retained personal data or records of provision to third parties, TCVB shall respond without delay, except in the following cases. If disclosure cannot be made or the retained personal data does not exist, TCVB shall notify the requester accordingly.

・When there is a risk of harming the life, health, property, or other rights and interests of the individual or third party
・When there is a risk of significantly hindering the proper execution of TCVB's operations
・When it would violate laws and regulations

Furthermore, when TCVB receives a request from an individual or their authorized representative to correct, add, or delete retained personal data, or to suspend its use, to erase, or stop its provision to third parties, it will investigate and respond in accordance with laws and regulations.
For details regarding the documents needed to request disclosure, how to submit them, and the method in which TCVB verifies that the request has been made by the individual or their authorized representative, and any applicable fees, please contact our inquiries desk.

Contact

For any comments, questions, complaints, or other inquiries regarding TCVB's privacy policy or the handling of personal data, please contact the following:
General Affairs Section, General Affairs Department, Tokyo Convention & Visitors Bureau
Address: 15F Shinjuku Monolith Building, 2-3-1 Nishi Shinjuku, Shinjuku City, Tokyo, Japan
tcvbinfo@tcvb.or.jp

Revisions

TCVB may revise this policy at its discretion. However, if procedures for revision are stipulated in the Personal Information Protection Act or other related laws and regulations, revisions shall be made accordingly.
Enacted: December 1, 2022
Revised: December 12, 2025