Collection, Use and Management of Personal Information at JPS

This privacy policy (hereinafter the "Policy") sets forth provisions as to "Collection, Use and Management of Personal Information at JPS" of the Physical Society of Japan (hereinafter "JPS") and the Policy shall be applied to a person using services that are provided by JPS.

JPS shall appropriately handle the personal information in accordance with the Policy.

1. Collection of Personal Information and its Purposes

JPS will collect information which can identify certain individuals (hereinafter the "Personal Information"), for providing services in harmony with JPS' business purposes, to the extent necessary for any of the following purposes. JPS shall collect the Personal Information by receiving provision thereof or by registration procedures upon express consent of the provider of such information (hereinafter the "Provider"). Some pages of JPS's website (hereinafter the "Website") control session information or obtain access logs by means of cookies, analysis tools, or other measures. JPS may also use request for a read receipt or statistical functions of click count on a certain URL. The Provider may withdraw his/her consent at any time, provided, however, that the withdrawal will not affect the legitimacy and lawfulness of JPS's handling of the Personal Information based on his/her consent given prior to the above withdrawal. The following purposes of use of the Personal Information set forth in this Article 1 are only for illustrative purpose, and JPS will use the Personal Information for any of the purposes set forth in the following Article 2.

・ JPS will collect JPS member's name, birth date, address, affiliation information, email address or other information, in order to deliver journals and/or to provide other services (including, but not limited to, confirming fulfillment of requirements for journal submission or for lecture presentation at a meeting, assembly or convention), and in order to identify each individual member.

・JPS may collect, for the purpose of smoothly publishing various publications, names, affiliation information, e-mail addresses and/or other contact information of contributors (authors) and reviewers (referees), and also information as to academic backgrounds, academic degrees, specialized fields of study, types of occupation, researcher ID (ORCID ID), and/or the like with regard to such contributors (authors) and reviewers (referees).

・ JPS may collect, in order to review membership eligibility of a JPS member, information as to academic backgrounds, academic degrees, specialized fields of study, types of occupation, and/or the like with regard to a new member.

・ JPS may collect, as to a non-member individual, any of the information similar to any information set forth in any of the foregoing three sub-paragraphs, for the purpose of providing services similar to those provided to members (including, but not limited to, subscriptions of publications and/or participation in meetings) to the above non-member individual.

・ JPS may collect personal bank account information and/or similar information for making payments or other similar purposes.

2. Use of Personal Information

JPS will use the collected Personal Information for any of the following purposes;

i. identification, provision of services applied for, billing, and notification of, (a) change in terms of services, (b) suspension or discontinuation of services, and/or (c) cancellation or termination of an agreement;

ii. provision of necessary information regarding management of JPS such as notification of election, mutual communication between committee members, reviewers, and/or others, notification of event information and/or publications;

iii. analysis of browsing history of the Website and/or improvement of interfaces of the Website;

iv. review and/or analysis of usage of services provided by JPS;

v. recording and/or storage of data with regard to contributions (including requests of writing), reviews, and publications of articles (papers and/or others) published by JPS;

vi. provision of information regarding JPS's various services and/or survey for improvement of JPS services;

vii. creation of statistic data (data from which an individual is not identifiable) and use thereof (JPS will be entitled to use, without any limitation, such data from which an individual is not identifiable); and/or

viii. a matter related to or incidental to any of the foregoing sub-paragraphs i through vii (including without limitation matters related to payments, and/or revenues);

provided, however, that JPS may use or provide the Personal Information for any purpose other than the purposes set forth in the above Article 1 or in the above sub-paragraphs i through viii, if JPS uses or provides the Personal Information;

(1) in accordance with the laws (including, but not limited to, when JPS needs to use, provide or handle the Personal Information for the performance of a task carried out in the public interest or in the exercise of official authority vested in JPS);

(2) with the Provider's consent; or,

(3) when JPS has a third party treat the Personal Information to the extent necessary for achievement of any of the purposes set forth in the above Article 1 or in the above sub-paragraphs i through viii (including, but not limited to, notifying names and addresses to a company delivering journals for JPS);

(4) when the Board of Directors of JPS determines that such use or provision of the Personal Information is beneficial for activities of JPS or any branch thereof and that the management system of personal information is prepared; or

(5) when JPS has legitimate reason or legitimate interests to achieve the business plan of JPS approved by the General Assembly of JPS.

3. Management of Personal Information
JPS shall make proper efforts to manage the collected Personal Information for the purpose of preventing it from being divulged, destroyed, falsified or lost, except for the Personal Information which has been already disclosed by the Provider or open to public.

4. Disclosure and Revision of Personal Information
If a specific individual identifiable by the Personal Information (hereinafter the "Principal") inquires of JPS as to whether or not the Personal Information concerning such Principal is being managed by JPS, JPS shall promptly give reply as to such inquiry. JPS shall in principle disclose the Personal Information without delay if requested by the Provider thereof for disclosure, and shall in principle revise or modify the Personal Information of the Provider without delay if requested by the same person for revision or modification. In addition, if JPS receives a request as to the right to data portability, JPS shall review the request and process the Personal Information as requested by the Provider to the extent required by law including General Data Protection Regulation (hereinafter "GDPR") applied in EU.

5. Storage and Deletion of Personal Information and Objection

JPS may retain, until JPS's dissolution as a rule, the Personal Information for the purpose of making analytical data and/or historical records with regard to physics, and/or any other purposes, unless the Provider requests JPS to delete such Provider's Personal Information, provided, however, that such retention period may be shortened pursuant to any other rule of JPS or determination of JPS. If the Provider requests JPS to delete such Provider's Personal Information, JPS will delete such Personal Information as soon as practical.

If JPS uses the Personal Information for the purpose provided for in parentheses in sub-paragraph (1) of the proviso of Article 2 or for the purpose set forth in sub-paragraph (5) of the same proviso, the Provider shall have the right to object to such use. In such case, JPS shall take measures to discontinue the use, if necessary, according to GDPR.

If deletion or discontinuation is made in accordance with any of the above paragraphs, some of the services of JPS may become unavailable thereafter.

6. Treatment on JPS's website
Each user shall use the Website at his / her responsibility. JPS will not bear any responsibility for any damages arising from use of any information obtained from the Website or any other website to which the Website is linked. JPS will not be involved in collection of Personal Information as to users of such other website, that is conducted by such other website.

7. Revision of the Policy

In order to comply with amendment of laws or for any other reasons, the Policy may be revised without any notice. The latest Policy shall be applied, at all times, to the Personal Information collected by JPS. If a user uses any of JPS's services after the Policy is revised, such user shall be deemed to agree to the revised Policy. The revised Policy will be posted on JPS's Website and shall become effective on the posting date.

Contact Information as to handling of the Personal Information
Please contact the following for any question as to handling of the Personal Information of JPS.

The Office of the Physical Society of Japan
TEL: 03-3816-6201 FAX: 03-3816-6208 E-mail: jps-office@jps.or.jp