Society of Automotive Engineers of Japan Privacy Policy
Recognizing the importance of personal information, the member of the Society ofAutomotive Engineers of Japan, people who participate in the activities of the Society ofAutomotive Engineers of Japan, staff and anyone involved in one of those capacity(collectively, the “JSAE”) fully comply with the Act on the Protection of Personal Informationand other legislation that protects personal information (collectively, “laws or regulations”), theguidelines stipulated by the Committee on the Protection of Personal Information, the PersonalInformation Protection Rules and Personal Information Protection Handling Standards
stipulated by the JSAE. The JSAE shall collect, use, and manage such personal information in
an appropriate manner in accordance with the provisions below.
Article 1 Definition of Personal Information
In the present Privacy Policy, “personal information” shall refer to information concerning anexisting person that can be used to identify a specific individual using the name, date of birth,or other details entered in that information. Personal information shall also include informationthat may not be sufficient to identify an individual on its own, but can easily be matched toother information to ultimately identify that individual.
Article 2 Acquisition and Utilization of Personal Information
The JSAE shall obtain personal information appropriately within the scope necessary torealize the purposes described below in order to provide services in line with the objectives of
the JSAE. When personal information is obtained, that purpose shall be clearly stated inadvance and personal information shall be provided (i.e., recorded) under the volition of theperson providing the personal information (hereinafter referred to as the “personal informationprovider”).
Article 3 Purposes of Utilization of Personal Information
1. The JSAE shall use the personal information it obtains within the scope necessary torealize the purposes described below.
i.
Notifying member of information concerning the JSAE.
ii. Administrative procedures concerning research reports.
iii. The issuance of the Journal of Society of Automotive Engineers of Japan or otherpublications.
iv. Informing members of the hosting of, changes to, or cancellation of technicalsessions, events or other undertaking organized by the JSAE, as well as notifying
members of application forms.
v. In relation to the above, realizing the project plans approved by the decision-making
bodies (Annual Meeting, Meeting of the Board of Directors) as well as by theorganizations within the various committees.
vi. Sale of publications produced by the JSAE.（本会の出版物を販売するため）vii. Screening award and qualifications.（表彰・資格認定の選考のため）
viii. Recruit applicants to work at the JSAE.
ix. Any other purpose related to the above and clearly defined when obtaining thepersonal information.
2. Specific examples of purposes of utilization are presented below.
i.
Personal information concerning membership management: manage all aspects ofactivities, their records, and say on in the JSAE.
ii. Personal information concerning members: Notification of events organized, jointlyorganized, supported, sponsored, or involving the JSAE, sending of notifications
about the release of publications issued by the JSAE, questionnaires, and theanalysis of member data.
iii. Personal information concerning research reports: Office managing the researchreport (recording and management of research report data, creation of program,
publishing of program and proceedings, payment of compensation (whenapplicable), contacting the presenter about administrative matters), notification ofevents organized, jointly organized, supported, sponsored, or involving the JSAE,
sending of notifications about the release of publications issued by the JSAE, andthe analysis of presenter data.
iv. Personal information concerning the issuance of the JSAE Journal or otherpublications: Administrative procedures involved in issuing the JSAE Journal orother publications (recording and management of Journal article data, payment forthe manuscript (when applicable), payment for editing (when a review is made),contacting the author about administrative matters), notification of events organized,
jointly organized, supported, sponsored, or involving the JSAE, sending ofnotifications about the release of publications issued by the JSAE, and the analysis
of author data.
v. Personal information concerning event participants: Notification of events organized,
jointly organized, supported, sponsored, or involving the JSAE, sending of
notifications about the release of publications issued by the JSAE, questionnaires,and the analysis of participant data.
vi. Personal information concerning sales management: Sales procedures (recordingand management of purchaser data, sending of purchased items to purchaser),notification of events organized, jointly organized, supported, sponsored, orinvolving the JSAE, sending of notifications about the release of publications issued
by the JSAE, questionnaires, and the analysis of purchaser data.
vii. Personal information concerning awards and qualifications: Operation andmanagement of award selection and granting of qualification (recording andmanaging applicant and recommender data, contacting the applicant andrecommender about administrative matters), notification of events organized, jointlyorganized, supported, sponsored, or involving the JSAE, sending of notifications
about the release of publications issued by the JSAE.
viii. Personal information concerning personnel and labor (hiring): Management of
human resources (including the hiring process) labor, and other related matters foradministrative staff (screening, contacting the person offered a position, setting
human resources information after hiring that person).
3. If changes are made to the purposes of utilization, those changes shall be communicatedto the persons concerned or publically announced, except in the case of changes imposedby laws or regulations.
Article 4 Personal Information Items Used
The JSAE shall acquire basic information and information used from its users. Examples ofacquired personal information are listed below.
i.
Basic information:
Full name, affiliation/division, address of affiliation,phone number of affiliation, email address.
ii. Members:
Basic information, home address, home phone
number, date of birth (age), sex, nationality,
academic background, and bank account details.
iii. Information concerning
Basic information, membership number, bankresearch reports
account details (when compensated), home(participants):
address.
iv. Information concerning theBasic information, membership number, bankissuance of the JSAE
account details (when compensated), home
Journal or other publication: address, headshot.
v. Events (Participants)
Congresses:
Basic information, membership number
Expositions:
Basic information, age group, sex

Professional development:

Symposiums, forums,seminars, and courses:
International conferences:
Basic information,membership number, homeaddress, home phone
number, date of birthvi. Sale of publications

vii. Awards and qualifications:viii.

Basic information, membership number, school
year (for students), date of birth (age), academic
background, driver’s license (for Formula SAE
Japan), height
Basic information, membership number
Basic information, membership number

Basic information, membership number, date ofbirth (age), career background, academic
background
Email address

Article 5 Joint Use of Personal Information
The JSAE may make joint use of the personal information it has obtained. In such cases, thepurpose of utilization, scope of utilizing parties, and responsibility shall be made clear inadvance, and communicated through notifications to the persons concerned, an announcementon the website operated by the JSAE (the “applicable website”) or other means. Such joint
utilization may also result in providing personal information to a utilizing joint party basedoutside Japan.
Article 6 Provision of Personal Information
The JSAE shall not provide the personal information it has obtained to third parties(including parties based outside Japan). However, exceptions are made in the cases below.
i.
When the consent of the individual has been obtained in advanceii. When the provision of such information to an outsourcing business provider isrequired within the scope required to accomplish its purpose of utilization.
iii. When the provision of such personal information is required by laws or regulations.
iv. When the provision of such personal information is required for the protection ofhuman life, the body, or property, and in which it is difficult to obtain the consent of
the individual.
v. When the provision of such personal information is specially required to improve
public health or promote the healthy upbringing of an infant, and in which it isdifficult to obtain the consent of the individual.
vi. When the provision of such personal information is required to cooperate with astate institution, or a local public body in executing affairs prescribed by laws orregulations, and in which obtaining the consent of the individual may impede theexecution of said affairs.
vii. When such personal information is provided to a party within the scope of the joint
utilizing party defined in Article 4.
viii. When the provision of such personal information is otherwise allowed under the Act
on the Protection of Personal Information.
Article 7 Management of Personal Information
To prevent the leak, loss, destruction, or tampering of the obtained personal information, theJSAE shall implement technical security controls to maintain the security systems it manages,
physical security controls to prevent unauthorized persons from viewing or otherwise
accessing the information, organizational security controls to establish and otherwise set up acontrol framework, human security controls to provide extensive training to staff and otherwise
foster awareness, and build other rational and appropriate security control measures. Personal
information shall be managed in strict accordance with the Personal Information Protection

Rules and Personal Information Protection Handling Standards stipulated by the JSAE.
Article 8 Disclosure and Amendment of Personal Information
Upon receiving a request from the holder of the personal information to disclose, reference,modify, or delete their own personal information, the JSAE shall, after verifying the identity of
the individual as the holder of the personal information, generally without delay, release theapplicable personal information through the means requested by the holder of the personal
information from one of the means of providing such information in the form of electromagnetic
records, in the form of issuing a printed document, or any other form stipulated by the JSAE.
Should it be decided not to disclose the personal information, or when the JSAE does notpossess the applicable personal information, the individual shall be notified without delay.
When a request to correct personal information is made, the required investigation shallnormally be carried out without delay, corrections or other changes based on the results of theinvestigation shall be made and the latest information shall be maintained. When corrections orother changes are made to personal information, or when it is decided not to make suchcorrections or other changes, the individual shall be notified without delay.
However, there may be cases where the request cannot be accommodated if the JSAE is notunder legal obligation to disclose or otherwise release personal information.
Article 9 Handling of the Website
The website of the JSAE should be used under the responsibility of the user. The JSAE shallnot bear any responsibility for damage or loss caused by the use of information obtained using
the personal information of users collected by its website or other websites linked from its
website.
Article 10 Security of Registered Information
The JSAE website uses an encryption technology known as SSL as necessary for theregistration of user personal information. The registered personal information is managed on a
dedicated server protected behind a security system known as a firewall, and every effort ismade to prevent external unauthorized access or leaks of information.
Article 11 Outsourcing the Processing of Personal Information Possessed by the JSAE
The JSAE may, within the scope necessary to realize the objectives of the JSAE, entrust thehandling of some or all personal information to providers of, for example, delivery or otherservices, or the analysis or other management of member data.
When the handling of personal information possessed by the JSAE is entrusted to an
external party, the necessary contracts shall be concluded, and the entrusted party shall beappropriately managed and monitored.
Article 12 Entity Handling Personal Information
The address and representative of the JSAE are as follows.
Name:
Society of Automotive Engineers of Japan, Inc.
Address:
10-2 Goban-cho, Chiyoda-ku, Tokyo
Representative:
Executive Director Yuichi Azuma
Article 13 Contact Information
Use the contact information below to request the disclosure, or corrections or other changes,
related to personal information possessed by the JSAE, or for any inquiries concerning theprotection of personal information. Requests to disclose such personal information may,depending on their content, require the payment of administrative fees.
General Affairs Section, Society of Automotive Engineers of Japan, Inc.
Telephone: 03-3262-8211
Email: soumu@jsae.or.jp
Opening hours are 10:00 to 17:00, Monday to Friday, excluding public holidays,year-end and new-year holidays, and JSAE holidays.

Article 14 Cookies
Browser settings can be used by the individual to disable cookies or have a warning
displayed when cookies are sent. However, disabling cookies may prevent the individual fromusing some or all of the functionality related to the services or other uses provided by theJSAE. Refer to the separately provided cookie policy for details.
Article 15 Updates to the Privacy Policy
The JSAE may update its privacy policy without prior warning to handle personal information
appropriated in cases such as an amendment to the laws or regulations. Personal information
obtained by the JSAE shall always be handled in accordance with the latest version of its
privacy policy. All such updates, regardless of their nature, shall be posted on the website of
the JSAE and come into force on the day they are posted.

Supplemental Rules
1. These Rules come into force on the 15 th of July, 2005.
2. The addition of the contact information comes into force on the 26 th of April, 2011 (FirstMeeting of the Board of Directors on the 26 th of April 2011).
3. Amendments to the Acquisition of Personal Information, Utilization of Personal Information,
Provision of Personal Information, and Contact Information articles, as well as the additionof the Updates to the Privacy Policy article, come into effect on the 4 th of September, 2020
(Decision at the Second Operational Planning Meeting on the 4 th of September, 2020).
4. The additions and amendments to Articles 1, 2, 3, 5, 6, 7 and 8, as well as the addition ofArticles 12 and 14, come into effect on the 1 st of December 2022 (Decision at the Third
Operational Planning Meeting on the 1 st of December, 2022).

Appendix

Society of Automotive Engineers of Japan Cookie Policy
1. What are Cookies?
Cookies are items of information stored in the web browser when an individual accesses awebsite. Cookie data on its own is not sufficient to identify an individual. Cookies areconsidered personal information when their use is integrated into personal information.
2. Utilization of Cookies
The JSAE automatically receives information such as cookie data, advertisements andwebsites viewed, and data on the system used by the individual from that individual’s web
browser, stores it on its servers, and utilizes that information to improve the convenience ofservices offered by the JSAE, for security purposes such as maintaining or protecting
sessions, to consider new services, and to present advertisements and services more closely
adapted to the customer.
3. Setting and Management of Cookies
The individual can determine whether or not to allow the utilization of cookies. Manybrowsers automatically allow the utilization of cookies, but also make it possible to disable
their use in the browser settings. Be aware that disabling the utilization of cookies may preventthe normal use of some JSAE services or prevent some pages from displaying correctly.
Cookie settings vary from one browser to the next. Consult the instructions for the specificbrowser for details.
• Safari• Chrome• Firefox• Microsoft Edge
• Internet Explorer