World Masters Games 2021 Kansai
Personal Information Policy
The World Masters Games 2021 Kansai tournament and ceremonies, test event sportcompetitions etc. and related events (hereinafter referred to as “this tournament”) havebeen jointly prepared and will be operated by the Organising Committee of the World
Masters Games 2021 Kansai, organising committees of hosting prefectures and organisingcommittees of hosting cities (hereinafter referred to as “the Organiser”). This policy
explains that, in regard to domestic personal information (name, birthdate and otherpersonal identification parameters that can be used to identify individual persons) andpersonal information collected from abroad, the Organiser will comply with the Act on theProtection of Personal Information (Act No. 57 of 30 May 2013, hereinafter referred to as“the Personal Information Protection Act) and the general data regulations (General Data
Protection Regulations, hereinafter referred to as GDPR), California Consumer Privacy Act(hereinafter referred to as CCPA)respectively, and appropriately handle personal
information.
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Composition of the Organising Committee(1) Organising Committee of the World Masters Games 2021 Kansai(2) Prefectural and Major City Organising Committees
Fukui Local Organising Committee, Shiga Local Organising Committee, Kyoto Local
Organising Committee, Osaka Local Organising Committee, Hyogo Local Organising
Committee, Nara Local Organising Committee, Wakayama Local Organising
Committee, Tottori City Local Organising Committee, Tokushima Local Organising
Committee, Kyoto City Local Organising Committee, Osaka City Local Organising
Committee, Sakai Local Organising Committee, Kobe Local Organising Committee(3) Municipalities’ Organising Committees
Otsu Local Organising Committee, Hikone Local Organising Committee, Kusatsu
Local Organising Committee, Moriyama Local Organising Committee, Higashiomi
Local Organising Committee, Maibara Local Organising Committee, Fukuchiyama
Local Organising Committee, Uji Local Organising Committee, Kyotanabe Local
Organising Committee, Kyotango Local Organising Committee, Nantan Local
Organising Committee, Wazuka Local Organising Committee, Kyotanba Local
Organising Committee, Kishiwada Local Organising Committee, Higashiosaka Local
Organising Committee, Sennan Local Organising Committee, Himeji Local
Organising Committee, Amagasaki Local Organising Committee, Miki Local
Organising Committee, Kasai Local Organising Committee, Yabu Local Organising
Committee, Minamiawaji Local Organising Committee, Shiso Local Organising
Committee, Kamikawa Local Organising Committee, Kami Local Organising
Committee, Katsuragi Local Organising Committee, Yoshino Local Organising
Committee, Tottori Local Organising Committee, Yonago Local Organising Committee,
Kurayoshi Local Organising Committee, Yurihama Local Organising Committee,
Naka Local Organising Committee, Minami Local Organising Committee
Refer to (Attachment) List of Organising Committees.

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Collection of and use of personal information
The Organiser will take the proper procedure when collecting personal information
and will not use said information for any purpose other than that mentioned in “8Intended use of personal information.”

3

Safe management of personal information
The Organiser will collect personal information in accordance with JIS Q 15001:2017(Personal information protection management systems―Requirements) of the Japan
Industrial Standards Committee and ISO 27001:2013 (JIS Q 27001:2014) and manage
said information in an accurate and safe manner so as to prevent loss, modification and1

leakage of said information.
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Personal information collected by and referred to by the Organiser
The Organiser will collect and utilize the following types of personal information:(1) Personal information collected from the individual
The Organiser will collect personal information that is provided when filling out
various forms and purchasing items. The type of personal information provided directlyby the user includes: names, Date of birth, address, phone number, mail addresses,
nationalities, passport numbers and athlete registration numbers for competitions.
Information provided by the user includes information used when filling out forms,
purchasing items, registering for events, applying to be a volunteer and answeringvarious questionnaires.
Personal information will be appropriately collected in accordance with the Personal
Information Protection Act, related ordinances and this policy. Information collected
will be strictly managed and will, in principle, not be used for any purposes other thanthose that the individual user has consented to.
However, individual consent will not be required to handle information in thefollowing cases: for handling is necessary to fulfill a contract where the user is a partyor when handling is necessary to fulfill the procedure before the contract has been
finalized; when handling is necessary to comply with legal obligations that theOrganiser must follow; when handling is necessary to protect the significant interestsof the user or other persons; when handling is necessary for legitimate interests
pursued by the Organiser or a third party (however, this excludes cases when saidinterests are superseded in priority by the fundamental rights and freedoms to protect
the personal information of the user, particularly if the user is a child.
(2) Personal information collected from third parties
The Organiser may collect information from third parties for the management andoperations of this tournament as well as for other appropriate interests. This usage isin accordance with the Personal Information Protection Act, the GDPR, CCAP and
related ordinances as well as this policy and the policy of whichever party collected
said information
Personal information may be sent to the Organiser when the user clicks the “Like”
or “Share” buttons on various social media services.
Furthermore, operators of websites and applications other than those of theOrganiser may collect personal information from third parties in order to manage said
information or promote services.
(3) About the use of Cookies
The website of the Organiser uses cookies to collect information. This informationis handled in the same way as other information in accordance with this policy aswell as our Cookie Policy that is available for reference.
(4) Regarding the collection of personal information from minors (hereinafter used torefer to anyone under the age of 18, in principle, according to Japanese Civil Codeand the Personal Information Protection Act), the guardian must consent to theprovision of said information beforehand.
(5) The Organiser will collect personal information in an appropriate method and will
not use any inappropriate or fraudulent measures to collect information.
(6) The Organiser will only collect the minimum personal information needed for theintended use. Personal information collected through questionnaires will only be
used for statistics.

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Storage period of personal information
The Organiser will utilize the personal information collected until it is dismissed(excluding cases where the user requests the usage of personal information to be
stopped), at which point the information will be deleted. After its deletion, in order torefute any legal claims that may arise or comply with any ordinances, a portion of thepersonal information may be stored.
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Furthermore, as listed in “10 Provision of personal information to third parties,” in thecase where personal information was provided to third parties with the consent of theuser, the third party will adhere to their own privacy policy and may store personal
information even after the Organiser has deleted said information.
6

Supervision of contracted companies that handle personal information
In the event that the Organiser relegates a part of or all of the personal informationcollection task to a contracted company, the Organiser will require said company tocarry out safe and accurate management of any collected personal information.

7

Enforcement of personal information protection
In order to implement this policy, the Organiser will inform and raise awarenessamong all employees and related parties (including contracted companies) as well as
provide training for the development and education of personal information protection
awareness.

8 Intended use of personal information
The Organiser will utilize collected information only for the following purposes:(1) Fulfillment and agreement of contracts with the user, ensuring safety and thefollowing within the scope necessary for the Organiser’s preparation, management
and realization of the Organiser’s interests
A Communication with the individual
B Confirmation of identity
C Creation of the ID needed to use the system
D Response to inquiries to the call center or secretariat
E Operations concerning equipment rental
F Provision of relief or aid*In the event that the user needs to receive aid or be transferred to a medical facility,
we may provide information regarding the name and type of injury sustained tothe intended facility.
G For the use of security cameras for the sake of safety*The user may appear in the footage.
H Insurance contract creation and billing
I Responses after incidents
J Issuance and management of personal identification, entry passes, participation
passes and other identification documents
K Creation of information for and operation of tournament related competitions,
events campaigns, seminars, exhibitions, forums, sightseeing, accommodation,transportation information etc. as well as personal identification and various
operations
L Creation of information for future sporting competitions, events, campaigns,
seminars, exhibitions, forums, etc. hosted in Japan by the World Masters Games
Organising Committee or third parties
M For activity reports, researches, studies, advertising activities such as picture
taking, press releases and other activities related to this tournament
N Record (rankings etc.) presentation
O In order to fulfill the details of contracts agreed to by the Organiser and any third
parties
P Creation and display of name lists and tables needed for the smooth operationof sporting competitions and ceremonies
Q Management of potential human resources like volunteers and hired persons(2) Handling sensitive personal information and special types of personal information
Intended use and handling method for “sensitive personal information” as listed in
the Personal Information Protection Act and the “Special Categories of Personal Data”
as listed in the GDPR are as follows:
A Information about health and current sicknesses that the intended sport
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participant may have; information about the need for a helper for disabled athletes
will be used for identification in the intended sport competition and to ensure safety(including provision of aid or relief).
B Information about health and current sicknesses that the person who intends tobe a volunteer may have; information about the need for a helper will only be used
to ensure the safety (including provision of aid or relief).
9Shared use of personal information
The Organiser may share the personal information within the scope of the above
and for the operation of this tournament.
(1) Jointly used personal information categories
Personal information listed in 4(1) and (2)(2) Parties that will jointly use the personal information
The parties listed in article 1(1) to (3)(3) Intended use of jointly use personal information (same as the Organiser)
Same as the intended use listed in article 8(4) Name of party responsible for the management of applicable personal information
Organising Committee of the World Masters Games 2021 Kansai

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Provision of personal information to third parties
Personal information collected will be used by the Organiser for the above reasonsand said information may be provided to The International Masters Games Association(IMGA※), which is located in Switzerland, for reasons related to the operation of thistournament. Also, the information may be provided to contracted companies (ticketing
services, IT infrastructure, customer management systems, event companies, website
hosting services, analysis services, security services, delivery services, machine andsoftware system maintenance, call centers, catering services, lodging services, healthservices, E-Learning and other training and education services as well as personal
identification etc.). Personal information may also be provided to third parties in thecase where sporting associations require said information, if there is a request frominsurance companies regarding insurance contracts or billing or if media outlets request
said information to be used in television, newspaper, magazine or internet publications(including both in Japan and abroad).
However, the following cases permit the provision of personal information to third
parties without consent from the user.
(1) When required by law(2) In the case where the information is necessary to safeguard the life, physicalcondition or finance of an individual but the consent of the user cannot be confirmed(3) In that case where the information is necessary to promote healthy developmentof children or improvements to public sanitation, but the consent of the user cannot
be confirmed(4) In the event where a national institution or regional organisation or othercontracted third parties need the information to fulfill their job but gaining consent
from the user would cause disturbances to the implementation of the tournament.
※ In Switzerland, the Swiss Federal Act on Data Protection applies, and business
operators are required to take security control measures equivalent to or higher thanthe GDPR applied within the EU and the Personal Information Protection Law
applied in Japan.

11 Personal rights and correspondence of the organising committee(1) Rights for persons residing outside of the EU and outside California
If the user wishes to have submitted personal information disclosed, corrected,
suspended from being used or deleted, please contact the Personal Information
Handling Office. After that, please request the Organiser procedures for how tocontinue. The Organiser will act in accordance to the Personal Information Protection
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Act as well as every related domestic law. For suspension of use and deletion(hereinafter referred to as suspension of use etc.), if it costs a great deal of moneyor labor, or if it is difficult to perform the suspension of use etc., and if alternative
measures are taken to protect the rights and interests of the user, we may not beable to perform the suspension of use etc., unless doing so would be in violation any
appropriate laws.
(2) Rights for persons residing in the EU
If the user wishes to have submitted personal information disclosed, submit acomplaint regarding handling, set a limit to the use, inquire about data portability(personal information submitted by the user and related personal data are stored ina structured and commonly used machine-readable format and then transferred toanother administrator), have the information corrected, suspended from being usedor delete, please contact the Personal Information Handling Office. After that, please
request the Organiser procedures for how to continue. The committee will act inaccordance to the guidelines listed within EU GDPR Article 29 “Processing under theauthority of the controller or processor” as well as every related domestic law.
Furthermore, in the event that the user requests deletion of personal data that isrequired to be kept by law, we may not be able to respond to this request. In addition,
there are exceptions in the domestic laws concerning GDPR and privacy that will be
explained when we receive contact from the user.
(3) Rights of residents of the State of California
If the user wishes to request for disclosure of personal information (including thecategory of personal information collected and the category of the source of theinformation, the purpose of collecting personal information, etc.)categories of
personal information collected and the purpose for which the information wascollected, etc.), request to stop selling personal information (Do Not Sell My Info),
have submitted personal information disclosed, submit a complaint regarding
handling, set a limit to the use, inquire about data portability (personal information
submitted by the user and related personal data are stored in a structured andcommonly used machine-readable format and then transferred to anotheradministrator), have the information corrected, suspended from being used or delete,please contact the Personal Information Handling Office. After that, please request
the Organiser procedures for how to continue. The committee will act in accordance
to the guidelines listed the CCPA as well as every related domestic law
Furthermore, in the event that the user requests deletion of personal data that isrequired to be kept by law, we may not be able to respond to this request. In addition,
there are exceptions in the domestic laws concerning CCPA and privacy that will be
explained when we receive contact from the user.
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Revoking consent
In the case where the Organiser collects personal information on the basis of consent
by the user, the user can revoke consent at any time without affecting the legality of thehandling of said personal information. However, even if consent is revoked, personal
information may be handled within the legal limits.

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The personal information protection supervisor
The personal information protection supervisor strictly manages personal information
used within each organisation that constitutes the Organiser but the Chief Executive
Officer of the Organising Committee of the World Masters Games 2021 Kansai is incharge of creating the structure for protection personal information as well as its
management.

14 Personal Information Handling Office
For inquiries and complaints regarding the Organiser’s handling of personal
information, please contact us at the following:5

<Personal Information Handling Office>Organising Committee of the World Masters Games 2021 Kansai
Personal Information Protection Supervisor
Address: Nakanoshima Center Building 23F, 6-2-27 Nakanoshima, Osaka-shi,
Osaka
Telephone: 06-6446-2021
Mail: privacypolicy@wmg2021.jp
15

Main supervising entity
The user reserves the rights to submit complaints to the following supervising entity
in regard to the personal information handling of the Organiser. The Organiser will put
forth their best effort to respond to any inquiries regarding personal information and, forthis reason, asks that before contacting the listed supervising entity below that any
complaints etc. be submitted first to the Organiser (the contact listed above in Personal
Information Handling Office. For persons living in the EU, complaints and inquiries canbe submitted to the local data protection office that has jurisdiction over the area thatthe user works or where the violation occurred.
<Main Supervising Entity>
Personal Information Protection Committee
Address: Kasumigaseki Common Gate West Building 32F, 3-2-1 Kasumigaseki,
Chiyoda-ku, Tokyo
Telephone: 03-6457-9680

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Policy changes
The Organiser reserves the right to change the details of this policy accordingly. In
the event that the details are changed, the contents of changes will be announced on
the official website. Therefore, please confirm them on the official website. The user isdeemed to agree to the changes at the moment the details are browsed on the official
website by the user.

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Date enacted
1st November 2019

（Supplementary Rules）
Revised: 20th December 2019
Revised: 1st April 2020
Revised: 20th January 2021
Revised: 23rd December 2021
Revised: 1st April 2022

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(Attachment) List of Organising Committees
Prefectures andPrefecture

municipalities by

Official name of each organising committee

order of codes
Fukui
Prefecture

Fukui Prefecture
Shiga Prefecture
Otsu City
Hikone City

Shiga
Prefecture

Kusatsu City
Moriyama City
Higashiomi City
Maibara City
Kyoto Prefecture
Fukuchiyama City
Uji City

Kyoto
Prefecture

Kyotanabe City
Kyotango City
Nantan City
Wazuka Town
Kyotanba City

World Masters Games 2021 Kansai, Fukui
Prefecture Organising Committee
World Masters Games 2021 Kansai, Shiga
Prefecture Local Organising Committee
World Masters Games 2021 Kansai, Otsu City
Local Organising Committee
World Masters Games 2021 Kansai, Hikone City
Local Organising Committee
World Masters Games 2021 Kansai Kusatsu City
Local Organising Committee
World Masters Games 2021 Kansai Moriyama City
Local Organising Committee
World Masters Games 2021 Kansai Higashiomi
City Local Organising Committee
World Masters Games 2021 Kansai, Maibara City
Local Organising Committee
World Masters Games 2021 Kansai, Kyoto
Prefecture Local Organising Committee
World Masters Games 2021 Kansai, Fukuchiyama
City Local Organising Committee
World Masters Games 2021 Kansai, Uji City Local
Organising Committee
World Masters Games 2021 Kansai, Kyotanabe
City Local Organisng Committee
World Masters Games 2021 Kansai, Kyotango City
Local Organisng Committee
World Masters Games 2021 Kansai, Nantan City
Local Organisng Committee
World Masters Games 2021 Kansai, Wazuka Town
Local Organisng Committee
World Masters Games 2021 Kansai, Kyotanabe
City Local Organisng Committee
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Osaka Prefecture

Osaka
Prefecture

Kishiwada City
Higashiosaka City
Sennan City

Prefecture Local Organising Committee
World Masters Games 2021 Kansai, Kishiwada
City Local Organisng Committee
World Masters Games 2021 Kansai, HigashiOsaka City Local Organising Committee
World Masters Games 2021 Kansai, Sennan City
Local Organisng Committee

Hyogo

World Masters Games 2021 Kansai, Hyogo

Prefecture

Prefecture Local Organising Committee

Himeji City
Amagasaki City
Miki City
Kasai City
Hyogo
Prefecture

World Masters Games 2021 Kansai, Osaka

Yabu City
Minamiawaji City
Shiso City
Kamikawa Town

World Masters Games 2021 Kansai, Himeji City
Local Organising Committee
World Masters Games 2021 Kansai, Amagasaki
City Local Organising Committee
World Masters Games 2021 Kansai, Miki City
Tennis Competition Local Organising Committee
World Masters Games 2021 Kansai, Kasai City
Local Organising Committee
World Masters Games 2021 Kansai, Yabu City
Local Organising Committee
World Masters Games 2021 Kansai, Minami Awaji
City Local Organising Committee
World Masters Games 2021 Kansai Shiso City
Local Organising Committee
World Masters Games 2021 Kansai, Kamikawa
Town Local Organising Committee
World Masters Games 2021 Kansai, Kami Town

Kami Town

Local Orienteering Competition Organising
Committee

Nara
Prefecture

NaraWorld Masters Games 2021 Kansai, Nara

Prefecture

Prefecture Local Organising Committee

Katsuragi City
Yoshino Town

World Masters Games 2021 Kansai, Katsunabiki
City Local Organising Committee
World Masters Games 2021 Kansai, Yoshino Town
Local Organising Committee

Wakayama

Wakayama

World Masters Games 2021 Kansai, Wakayama

Prefecture

Prefecture

Prefecture Local Organising Committee8Tottori Prefecture
Tottori City
Tottori

Yonago City

Prefecture

World Masters Games 2021 Kansai, Tottori
Prefecture Local Organising Committee
World Masters Games 2021 Kansai, Tottori City
Local Organising Committee
World Masters Games 2021 Kansai, Yonago City
Local Organising Committee
World Masters Games 2021 Kansai, Kurayoshi

Kurayoshi City

City and Hokuei Town Bicycle Competition
Organising Committee

Yurihama Town

Tokushima
Prefecture

World Masters Games 2021 Kansai, Yurihama
Town Local Organising Committee

Tokushima

World Masters Games 2021 Kansai, Tokushima

Prefecture

Prefecture Organising Committee

Naka Town
Minami Town

Kyoto City

Kyoto City

Osaka City

Osaka City

Sakai City

Sakai City

Kobe City

Kobe City

World Masters Games 2021 Kansai, canoe slalom,Naka Local Organising Committee
World Masters Games 2021 Kansai, Minami Town
Competition Organising Committee
World Masters Games 2021 Kansai, Kyoto City
Local Organising Committee
World Masters Games 2021 Kansai, Osaka City
Local Organising Committee
World Masters Games 2021 Kansai, Sakai City
Local Organising Committee
World Masters Games 2021 Kansai, Kobe City
Local Organising Committee

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