Foreign Missions in Japan

"Personal information" is defined as per the Personal Information Protection Act and refers to any information pertaining to a living individual. This includes data such as name, date of birth, address, telephone number, contact details, and other descriptions that can be used to identify a specific individual. It also includes data such as facial appearance, fingerprints, voiceprints, as well as unique identifiers like health insurance numbers that can independently identify an individual (personal identification information).

The Ministry requests users for personal information such as Tax Exemption card numbers, date of birth, and date of appointment during the registration process (activation application). In addition, the app automatically collects the device's location information to facilitate nearby store searches and retrieves the device's unique identifier (UUID) during activation applications and QR code issuance for authenticity verification.

The Ministry collects and uses personal information for the following purposes:

• To provide and operate the Ministry’s services.
• To respond to user inquiries including identity verification.
• To identify users who violate the terms of service or attempt to use the service for fraudulent or improper purposes, and to deny service to such users.
• To allow users to viewmodify or delete their registration information, as well as check their usage status.
• For any purposes related to the above.

• The Ministry will only modify the purpose of using personal information if it is reasonably deemed to be related to the original purpose.
• In the event of a change in purpose, the new purpose will be publicly announced within the app.

• 1. The Ministry will not disclose personal information to third parties without the prior consent of the user, except as permitted by the Personal Information Protection Act and other applicable laws. The following exceptions apply:
  • When it is necessary to protect an individual’s life, body, or property, and obtaining the user’s consent is impractical.
  • When it is essential to promote public health or support the healthy development of children, and obtaining the user’s consent is impractical.
  • When it is necessary to cooperate with national agencies, local governments, or parties authorized to perform legal duties and obtaining user's consent would impede the execution of such duties.
  • When the following matters have been notified or made public in advance and the Ministry has reported to the Personal Information Protection Commission:
    • (1) The purpose of including third-party provision in the use of personal information.
    • (2) The types of data provided to third parties.
    • (3) The means or methods of providing data to third parties.
    • (4) The procedure for stopping the provision of personal information to third parties upon the user's request.
    • (5) The process for accepting such requests from users.
• 2. Notwithstanding the provisions of the preceding paragraph, the following cases do not constitute the provision of personal information to third parties:
  • When the Ministry entrusts the handling of personal information within the necessary scope to achieve the intended purpose.
  • When personal information is provided as part of a business succession due to mergers or similar events.
  • When personal information is shared with specific individuals, and the user has been informed in advance or easy access to relevant details including the nature of the shared personal information, the range of individuals sharing it, the purposes, and the person responsible for managing the information.

• 1. The Ministry will promptly disclose personal information to the user upon request. However, all or part of the information may not be disclosed in the following cases, and the user will be notified without delay if a decision is made not to disclose:
  • If disclosure is likely to harm the life, body, property, or other rights and interests of the user or a third party.
  • If disclosure would significantly hinder the proper execution of the Ministry’s operations.
  • If disclosure would violate applicable laws.
• 2. Non-personal information, such as usage history and characteristic information, will not be disclosed in principle.

• 1. If a user's personal information held by the Ministry found to be incorrect, the user may request correction, addition, or deletion of the information (hereinafter referred to as "correction") following the procedures specified by the Ministry.
• 2. If the Ministry determines that a correction is necessary based on the user’s request, it will promptly implement the necessary changes.
• 3. The Ministry will promptly notify the user once corrections have been made or if a decision has been made not to proceed with the corrections.

• 1. If the Ministry receives a request from a user to suspend or delete their personal information (hereinafter referred to as "suspension of use") due to handling beyond the intended scope or unlawful acquisition, the Ministry will promptly initiate an investigation.
• 2. If the investigation determines that the request is valid, the Ministry will promptly suspend the use of the personal information.
• 3. The Ministry will promptly notify the user of any suspension or the decision not to grant the request for suspension.
• 4. Notwithstanding the preceding paragraphs, if the suspension involves significant costs or is otherwise difficult to implement, the Ministry will pursue an alternative measure that effectively protect the user’s rights and interests.

• 1. The contents of this Policy may be amended without prior notice to the user, unless otherwise provided by law or within this Policy.
• 2. Unless specified otherwise by the Ministry, the revised privacy policy will take effect upon its publication in the app.

Inquiries regarding this Policy should be directed to the following contact:

Ministry of Foreign Affairs of Japan, Diplomatic Missions Division
2-2-1 Kasumigaseki, Chiyoda-ku, Tokyo 100-8919