Privacy Policy

General Incorporated Association kototama (the “Association”) considers the appropriate handling and protection of personal information obtained through its website and activities to be an important responsibility.

The Association handles personal information in accordance with Japan’s Act on the Protection of Personal Information and other applicable laws and regulations, and in accordance with the following policy.

1. Information We Collect

The Association may collect the following information where necessary:

Your name
Your email address
Your telephone number
The content of your enquiry and communications with the Association
Information that you provide in connection with enquiries about, or participation in, the Association’s activities
Photographs, video recordings and other records obtained with your consent
Information relating to your use of the website, including your IP address, browser and device information, pages viewed, date and time of access and referring source
Information obtained through cookies and similar technologies
Other information necessary for the appropriate delivery of the Association’s activities

In connection with participation in the Association’s activities, we may ask you to provide information concerning your health, allergies, disabilities or other matters that may constitute sensitive personal information where this is necessary for safety or to provide appropriate support or accommodation. Where such information is collected, the Association will, except where otherwise permitted by law, obtain your consent where required and use the information only to the extent necessary for the relevant purpose.

2. Purposes for Which Personal Information Is Used

The Association uses personal information only to the extent necessary for the following purposes:

To respond to enquiries, requests for advice and other communications
To provide information and communications concerning the Association’s non-profit activities, cultural activities, events and other activities
To make arrangements for and administer participation in the Association’s activities
To ensure the safety of participants and provide appropriate support or accommodation where required
To improve the Association’s activities and website
To understand website usage and carry out statistical analysis
To maintain the security of the website and information systems, prevent misuse and respond to technical problems
To document and report on the Association’s activities
To comply with applicable legal obligations
For any other purpose explained at the time the information is collected

The Association will not use personal information beyond the scope necessary to achieve these purposes unless you have given your consent or such use is otherwise permitted by law.

3. Photographs and Video Recordings

During the Association’s activities, photographs or video recordings may be made for the purposes of documenting, reporting on or communicating the Association’s work.

Where photographs or video recordings in which an individual can be identified are to be published on the website, in communications materials or through other media, the Association will provide appropriate information according to the nature of the activity and intended use, and will handle such material with due regard for the wishes of the individual concerned.

If particular circumstances arise after publication, please contact the Association and we will consider what action can reasonably be taken.

4. Cookies and Website Analytics

The Association’s website may use cookies and similar technologies in order to operate the website appropriately, understand how it is used, and improve its content and usability.

The Association may also use Google Analytics and other measurement tools provided by Google in order to understand website usage, improve the website and measure the effectiveness of the Association’s communications.

Through these services, information such as pages viewed, dates and times of access, device and browser information, approximate geographical information and other usage information may be collected.

Information collected by Google is handled in accordance with Google’s applicable privacy policy and other relevant terms.

You may restrict or disable cookies through your browser settings or other available controls. Please note that doing so may affect the operation of certain features of the website.

5. Disclosure of Personal Data to Third Parties

The Association will not disclose personal data to third parties unless you have given your consent or such disclosure is otherwise permitted by applicable law.

6. Service Providers

The Association may engage external service providers to perform certain functions necessary for its activities, including website operation, information-system management, email and enquiry handling, data storage, website analytics and other related services.

Where this occurs, the Association will limit the handling of information to what is necessary for the relevant purpose and will endeavour to select and appropriately oversee service providers.

7. Processing of Information Outside Japan

Information may be stored or processed on servers outside Japan by providers of web services, cloud services, website analytics services or other external services used by the Association.

The Association will endeavour to take appropriate measures for the protection of personal information, taking account of applicable laws and regulations.

8. Security of Personal Information

The Association takes necessary and appropriate security measures, taking account of the size of the Association and the nature of the information handled, in order to protect personal information against unauthorised access, loss, leakage, destruction, alteration or other inappropriate handling.

The Association also seeks to limit access to personal information to those who require it and to manage such information appropriately.

9. Retention of Personal Information

The Association endeavours to retain personal information only for as long as necessary to fulfil the purposes for which it was collected and for any period required by applicable law.

When personal information is no longer required, the Association will endeavour to delete or dispose of it appropriately, except where continued retention is required by law.

10. Access, Correction and Other Requests

Where an individual requests, in accordance with applicable law, access to, correction, addition, deletion, suspension of use, erasure or cessation of third-party disclosure of personal information held by the Association, the Association will verify the identity of the individual concerned and respond appropriately in accordance with applicable law.

Requests of this nature, and enquiries concerning the handling of personal information, may be submitted through the contact form on this website.

11. Personal Information Relating to Minors

Where the Association collects personal information from a minor, it may, taking account of the individual’s age, the nature of the information and the relevant activity, request the consent or involvement of a parent, guardian or other legal representative where appropriate.

12. Links to External Websites

The Association’s website may contain links to websites operated by other organisations, businesses or third parties.

Personal information collected through those external websites is handled in accordance with the privacy policies and other terms established by their respective operators.

13. Changes to This Privacy Policy

The Association may amend this Privacy Policy in response to changes in applicable laws and regulations, the Association’s activities, the functions of the website or the ways in which personal information is handled.

Where a material change is made, the Association will provide appropriate notice on this website.

14. Organisation Responsible for Personal Information and Contact

Organisation: General Incorporated Association kototama (Non-Profit Type)

Representative Director: Haruka Shimura

Registered Address:
Arai Daini Building 802
1-28-22 Atago, Ageo City
Saitama 362-0034, Japan

Corporate Number: 9030005022227

For enquiries concerning the handling of personal information, requests relating to personal information or other privacy-related matters, please use the contact form on this website.

Effective Date: 11 August 2026