英国赤門学友会 (The University of Tokyo Alumni Association in the UK) Data Protection Policy
Ver 0.3, Last updated [01/06/2023]

The University of Tokyo Alumni Association in the UK (“UK Akamonkai”, “we” or “us”) is an alumni group of the University of Tokyo who are/were based in the United Kingdom. This policy describes how UK Akamonkai will process the personal data of its members (“Members” or “you”) in accordance with UK data protection law.

It also describes your data protection rights, including the right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “Your choices and rights” section.

Personal data we collect about you

UK Akamonkai collects and processes the following personal data from you:

• Basic Registration Information:
  • Family name and first name (kanji and pronunciations);
  • E-mail address;
  • Year of graduation from the University of Tokyo; and
  • Name of the faculty, course, etc. that the Member belonged in the University of Tokyo.
• Optional Information:
  • Name of the high school that the Member graduated.
  • Job title; and
  • Employment details;

How do we collect your personal data

The circumstances in which UK Akamonkai collects personal data about you include:

• when you register with us;
• when you attend or sign up for UK Akamonkai events; and
• when you correspond with us by e-mail or other electric means, or in writing.

How we use this information, and the legal basis for its use

UK Akamonkai uses your personal data only for the following purposes:

• As required by UK Akamonkai to pursue our legitimate interests, in particular:
  • to assess eligibility;
  • to identify Members;
  • to send newsletter and event information based on your preferences; and
  • to contact you for support related to your background.
• When you give UK Akamonkai your consent:
  • to create participant lists and share your personal data among the participants in the specific events, subject to explicit consent. Without explicit consent, UK Akamonkai will not disclose to and/or share your personal data with anyone other than its board members and the team of administrators.

On other occasions where we ask you for consent, we will use the information for the purposes which we explain at that time. Where we rely on consent to process information, you can withdraw your consent to such activities at any time.

How we share your personal data

We will not share your personal data with any third party except in limited circumstances, which include:

• when you grant us permission to share your personal data with a third party
• when we engage third-party service providers to process your data on our behalf, these providers include providers of website hosting and maintenance service.
• when required by law or when required for the legal protection of our legitimate interests in compliance with applicable laws.

Retention period

UK Akamonkai will retain your information until you are no longer a Member.

Your choices and rights

You have the right to:

• Ask us for a copy of your personal data;
• Correct, delete or restrict our processing of your personal data;
• Obtain some personal data you provide to us in a structured, machine-readable format;
• Object to our processing your personal data on the basis of our legitimate interests (or those of a third party), including processing for direct marketing or profiling for purposes of direct marketing; and
• Where we have asked for your consent, to withdraw consent at any time. If you ask to withdraw your consent, this will not affect any processing which has already taken place at that time. 

You can exercise these rights by contacting us at info@ukakamon.tokyo. Also, you can update your Basic Registration Information and Optional Information and your preferences at any time by clicking the link in the footer of any email you receive from us.

If you have unresolved concerns, you have the right to complain to a data protection authority.

Updates to this privacy policy

We reserve the right to update this privacy policy at any time, and we will provide you with a new privacy policy when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information. 

Detail of the data controller

Please contact UK Akamonkai (4 Eastcheap, London, EC3M 1AE, United Kingdom, info@ukakamon.tokyo) if you have any questions or concerns about this privacy policy or if you wish to exercise any legal right you have in respect of your personal data.