Privacy Policy

This is a reference translation. The Japanese version is authoritative.

Toimikke (hereafter “the organization”) recognises the importance of personal information that comes to its knowledge through its activities, and has established this Privacy Policy in order to manage and use such information safely and appropriately.

1. Definition of personal information

Personal information handled by the organization means information that can identify a specific individual by its content; information from which identifying information can be retrieved by cross-referencing with a database; and information from which a specific individual can readily be identified by combining multiple items. Personal information includes information about members, donors, those requesting materials, the people we serve and their families and supporters, and the organization’s officers and staff.

With regard to the people we serve, the nature of our work may require us to obtain sensitive information, and we therefore take particular care in handling it.

2. Collection and use of personal information

When the organization collects personal information, it clearly states the purpose of use and uses lawful and appropriate means. Personal information held by the organization is used for support activities for people who are in economic poverty and at the same time socially isolated; for advocacy aimed at resolving these problems; for activity reports; for event announcements; for fundraising to support our work; and for other activities consistent with the organization’s purpose.

3. Disclosure of collected personal information to third parties

As a rule, the organization does not disclose collected personal information to third parties, except in the following cases:

1. Where the consent of the individual has been obtained.
2. Where there is legitimate cause for disclosure in order to protect significant interests such as the life, health or property of the individual or of the public. (In such cases we judge legitimate cause strictly, and limit the recipient and scope of disclosure to the minimum necessary.)
3. Where disclosure is required by law or regulation.
4. Where personal information is entrusted to a contractor of the organization to the extent necessary to carry out the work concerned. (In such cases we take due care in selecting the contractor, and ensure through contract and other means that the contractor also upholds the protection of personal information.)
5. Where, in order to carry out work entrusted to the organization, personal information is reported to the party that entrusted the work, to the extent necessary. (In such cases we judge the necessary scope of reporting strictly, and endeavour to disclose or report in a form that does not identify individuals wherever possible.)

4. Security

The organization endeavours to manage and protect collected personal information appropriately so that it is not subject to unauthorised access, alteration or loss.

5. Responding to enquiries from individuals

Where an individual requests access to or correction of their personal information, or makes an enquiry, complaint or consultation regarding personal information, the organization responds promptly and appropriately. The organization maintains a point of contact for such requests, enquiries, complaints and consultations.

6. Legal compliance and organizational measures

The organization complies with laws and regulations concerning personal information, and ensures that its officers and staff are fully informed of this policy and of the organization’s measures. It also reviews and improves them as necessary.

Contact for disclosure requests, complaints and consultations regarding personal information