In order to build a trustful relationship with our customers by providing high quality services satisfying the various requirements, we would like you to find this personal data protection policy when you are the provider of personal data to the Knowledge Capital Association.

In order to appropriately use, manage and protect all acquired personal data collected from customers in a lawful and fair manner as our very important information assets in accordance with applicable data protection laws, regulations and other rules, this policy document aims to show you how we process the personal data in general and provide you with supplemental information to what we will provide when we obtain your individual consent.

Additional information for residents in the European Economic Area countries or the United Kingdom

Knowledge Capital Association is a private, non-profit institution, that owns a space known as “Knowledge Capital” which is a core premise at the Grand Front Osaka and offers a diverse array of services such as running directly managed premises, shops and membership salons at Knowledge Capital, office rental business, events and award business, advertising and promotion activities as well as empowering a wide range of external partnerships for public interest.

1. You can contact our team at:
2. Tel +81-6-6372-6530
3. Fax +81-6-6359-2970
4. Email info@kc-i.jp

We require your personal data for any of the following purposes based on your consent unless otherwise specified; provided that we do not intend to use your personal data beyond the specified purpose without further consent or safeguards:

1. To handle your applications that you submitted;
2. To make you our proposals about the exhibition and/or rental space services or any other related service;
3. To manage our membership salons;
4. To offer and sell goods;
5. To rent office space;
6. To provide our consultation on planning and design of showrooms and premises;
7. To provide support services for research and development of the companies;
8. To facilitate partnership between companies;
9. To provide prize and award presentation service;
10. To plan, produce, execute, and promote events;
11. To provide agency services concerning public relations, advertisements, and marketing;
12. To provide consulting service for various businesses;
13. To administer contracts with customers;
14. To administer our office generally in order to respond to your enquiries or to comply with legal requirements concerning health and hygiene;
15. To manage past contractual relationships especially after the termination of such contracts; the legal basis for such processing is the contract;
16. To send you our corporate profile; various information bulletins; and the advertisements of events, products, and services through various mediums such as direct mail, e-mail, and telephone, etc.
17. To manage your subscription registration for e-mail newsletters and communications related to registered information;
18. To manage the subscribers;
19. To carry out customer surveys;
20. To use for marketing analysis in order to provide better products and services and thereby attain a higher level of customer satisfaction; the legal basis for such processing is the contract when there is one. When there is no contract, the legal basis is our legitimate interest to provide better service to the existing customers.

Please note that the list of these purposes may be added to and/or updated in the future.

The following categories of your personal data processed by us will be jointly used with the following joint user for the following purposes:

1. Categories of personal data:
   Personal data registered at the time of the applications of various events, including applicants’ name, gender, date of birth, address, telephone number, and e-mail address.
2. Joint user
   KMO Corporation President Masaaki Mizuhara
3. Purposes of use
   • To send advertisements and related information of the relevant event and business;
   • To provide introduction and matching service for Knowledge Salon members;
   • To respond to your enquiries and complaints, etc.;
   • To do anything similar to or closely related to the foregoing.
4. Responsible administrator
   Knowledge Capital Association.

We do not intend to disclose or provide your personal data to any third parties without you consent except in the following circumstances:

1. To comply with any applicable laws, court orders or other valid legal processes;
2. To enforce or apply our terms of use, any subscription contract/agreement or any of our other rights we have against you;
3. To protect and defend our rights, assets, and properties, including to protect against misuse or unauthorized use of our services by you or any third party;
4. When it is necessary to protect your, a third party’s or public’s safety, assets and/or properties.

We have two sources of your personal data: (1) directly from you, or (2) from our business associates and outsourced contractors from whom we have lawfully acquired it.

We recognize the importance of complying with and familiarising all our officers with applicable laws, regulations and ordinances in order to respect the rights of data subjects, which we endeavour to ensure strictly.

To protect the right to the personal data, we manage it appropriately and exercise the utmost caution to prevent leakage by adopting internal manuals. Furthermore, we have implemented and committed to constantly improve appropriate and reasonable level of safety measures against unauthorized external access, loss, destruction, and falsification of personal data.

Please be informed that from time to time, we may outsource the processing of personal data in whole or in part, to provide you with better services. In selecting outsourced contractors, we establish strict standards so that we choose only a contractor who process personal data appropriately, maintains confidentiality, respects all applicable laws, regulations, and ordinances, performs the processing by itself without sub-contracting, and has sufficient preventive measures against leakage of personal data.

(Examples of contractors)
The examples of outsourced companies include:
Construction companies, design companies, management companies, interior finishing companies, outsourced event management companies, and outsourced facility management companies, etc., in relation to our development and management business;
Property leasing companies and property management companies, etc., in relation to our rental and leasing business.

We will retain your personal data as follows:

• When we obtain your personal data for the communication purposes:
  Indefinitely (personal data will be kept for as long as you do not withdraw your consent);
• When we obtain your personal data for event booking purposes: for 5 years after the event;
• When we obtain your personal data for our services of providing information, responding to enquiries and other services: for 5 years, unless you withdraw your consent to the processing of your personal data earlier;

We will retain your personal data in accordance with applicable legal requirements, and only for as long as necessary for the purposes described in this policy or as long as required by law or to defend potential legal claims.

You have the right to withdraw your consent to us about your personal data at any time, without affecting the lawfulness of the processing based on your consent prior to its withdrawal.

Moreover, to the extent required by applicable law and subject to legal limitations, you have the rights:

• to have access to your personal data;
• to have inaccurate data corrected or removed,
• to object to the processing of your personal data;
• to restrict our use of your personal data;
• to erase your personal data;
• to receive your personal data in a usable electronic format and transmit it to a third party (the right to “data portability”); and
• to lodge a complaint with your local data protection authority.

In particular, we are committed to working with you to reach a fair resolution of any privacy complaint or concerns. However, if you believe that we have not been able to assist you with complaint or concern, you have the right to make a complaint with a competent data protection authority.

If you have any questions or concerns in connection with your personal data or want to exercise your rights, please contact us at:

Company name　Knowledge Capital Association
Address Tower B 11 Foor., Grand Front Osaka, 3-1 Ofuka-cho, Kita-ku, Osaka 530-0011, Japan
Tel　 +81-6-6372-6530 (Open weekdays, 9:00 a.m. to 5:00 p.m.)
Fax　 +81-6-6359-2970
Email info@kc-i.jp

We do not assume any responsibility for the privacy protection on the websites of other companies to which the links are provided on our website for the purpose of providing of useful information to customers. Please visit the privacy policies of each of these linked websites.

For information on our use of cookies and details about Knowledge Capital Association’s commitment to your privacy, please visit Knowledge Capital Association’s Cookie Policy.

Please be informed that we will revise this policy each time there is any material change, such as the way we collect or use personal data, the categories of personal data we collect or any other aspect about the personal data and if we make any substantial changes we will notify you by posting a prominent notice on the website.

For residents of the European Economic Area (EEA) or the United Kingdom, in addition to the above, we provide the following information in accordance with the GDPR and the United Kingdom (UK) GDPR (hereinafter collectively referred to as the “GDPR”). If there is any conflict between the following part and “Our data protection policy” above, this part will prevail.

1. Controller
Knowledge Capital Association (“we”, or “our”; the same applies hereinafter) is the controller as defined under the GDPR of your personal data as specified in this part.

2. Purposes and legal basis
We collect your personal data directly from you or from one of our affiliated organisations located in the EEA, and process your personal data for the following purposes and on the respective legal basis set forth below:

Purposes	Categories of personal data	Legal basis
A. To conduct office and space rental business	Company name Name of contact persone Contact information	Necessary for legitimate interest of you and us: to properly conduct office and space rental business
B. To facilitate partnerships between companies	Company name Name of contact person Contact information Nature of business Other relevant information	Necessary for the legitimate interest of you and us: to properly match partnerships between companies
C. To provide prize and award presentation service	Applicant name Contact information Application details Judging details Name of school Grade or year of graduation Date of birth	Necessary for the legitimate interest of us: to provide prize and award presentation service appropriately
D. To recruit writers (correspondents)	Writer's name (full name, pen name) Contact information Description of work Compensation Address Account number Date of birth Gender Occupation	To take steps prior to entering into a contract with writers　(correspondents)
E. To conduct business negotiations, communicate with you, and provide you with information	Company name Name of contact person Contact information Contents of communication	Necessary for the legitimate interest of you and us: to conduct business negotiations, communicate with you, and provide you with information
F. To send newsletters	Company name Name of contact person Contact information	Your consent
G. To maintain website security and other functions	IP address Other information about accessing devices Access history to our website	Necessary for the legitimate interest of us: to properly maintain website security and other functions
H. To analyse the use of the website	IP address Other information about the accessing devices Access history of our website Information obtained through the use of cookies (browser identification information, behaviour history on our website, etc.) * For details, please refer to our [Cookie Policy].	Necessary for the legitimate interest of us: to properly analyse the use of the website Your consent
I. To provide targeted advertising	Information obtained through the use of cookies (Browser identification information, behaviour history on our website, etc.) * For details, please refer to our [Cookie Policy]	Your consent
J. To establish, exercise, and defend our legal rights	Information necessary to establish, exercise, or defend our legal rights	Necessary for the legitimate interest of us: to establish, exercise, or defend our legal rights

3. Data retention
We store your personal data for no longer than is necessary for the purposes set out in Section 2 above or for the periods specified by applicable law. If your personal data processed by us is no longer needed, we will delete or anonymize the personal data pursuant to applicable law and our procedures.

4. Sensitive categories of personal data
We generally do not collect and use sensitive categories of your personal data in the meaning of Article 9 of the GDPR. If we do collect sensitive categories of personal data, we will follow the procedures required by applicable laws, such as obtaining your explicit consent.

5. Disclosure of personal data
We will disclose your personal data to members of the jury to the extent necessary to achieve the purpose of “C. To provide prize and award presentation service” as described in Section 2 above. We will also disclose your personal data to our service providers to the extent necessary to achieve the purposes described in Section 2 above. When such service providers act as "data processors" as defined by the GDPR, we ensure they implement suitable data protection measures through data processing agreements between us and them, in accordance with Article 28 of the GDPR.

We may also disclose your personal data to government authorities and other agencies to comply with legal obligations and requests.

6. Transfers of personal data to third countries
The disclosure of personal data to third parties as described in Section 5 above may involve cross-border transfers of personal data to third countries outside the EEA, the UK, or Japan. In such cases, we rely on one of the following data protection safeguards:

• An Adequacy Decision of the EEA or the UK; or
• Standard Contractual Clauses adopted by the European Commission; or
• An　International Data Transfer Agreement or an International Data Transfer Addendum to the European Commission’s Standard Contractual Clauses approved by the UK Parliament.

If the transfer of personal data to third countries is incidental, non-repetitive, or under other conditions set forth in the GDPR, we may transfer your personal data to third countries with your explicit consent without the data safeguards described above. We may transfer your personal data to jury members located outside the EEA, the UK, Japan, or other countries deemed to provide an adequate level of data protection pursuant to the Article 45 of the GDPR. This transfer is for the purpose of providing prize and award presentation service as described in Section 2 above. By submitting your application for the award presentations, you are considered to have given your consent to these transfers..

7. Your rights
You have the following rights with respect to the processing of your personal data by us under the conditions prescribed by the GDPR:

• Withdrawal of consent: You have the right to withdraw your consent at any time if we process your personal data based on your consent as described in Section 2 above.
• Access to personal data: You have the right to contact us regarding personal data concerning you, to obtain confirmation from us as to whether personal data concerning you is being processed, and to request a copy of your personal data.
• Rectification of personal data: You have the right to request that we rectify any inaccuracies in your personal data that we have. You also have the right to request that we complete your personal data that we have if it is incomplete.
• Erasure of personal data: You have the right to request us to erase your personal data under certain conditions.
• Restriction of processing of personal data: You have the right to request us to restrict the processing of your personal data under certain conditions where we process your personal data on the legal basis of our legitimate interest.
• Objection to processing of personal data: You have the right to object to the processing of your personal data under certain conditions.

8. Complaint to a data protection supervisory authority
You may lodge a complaint to a competent data protection supervisory authority in the Member State of your residence. For the contact detail, please confirm below:
For EEA residents: https://edpb.europa.eu/about-edpb/about-edpb/members_en
For UK residents: https://ico.org.uk/

9. Enquiry
If you would like to exercise any of your rights specified in Sectioin 7 above or if you have any questions or enquiries regarding your rights, please contact us using the contact details below:

Knowledge Capital Association
info@kc-i.jp

10. Representative in the EU and the UK
We have appointed DataRep as our data protection representative for the purposes of the General Data Protection Regulation No 2016/679 in the EU/EEA and the Data Protection Act 2018 in the UK. If you have any questions to us or wish to exercise your rights related to personal data, you may contact DataRep from your country by using one of the following methods.

・Contact by e-mail at datarequest@datarep.com
please make sure to insert “Knowledge Capital Association” in a subject box.
・Contact via form on https://www.datarep.com/data-request
・Contact by post
please send your inquiry to the address listed below.
For inquiry by post, please make sure to write “DataRep” in the address.

Country	Address
Austria	DataRep, City Tower, Brückenkopfgasse 1/6. Stock, Graz, 8020, Austria
Belgium	DataRep, Place de L'Université 16, Louvain-La-Neuve, Waals Brabant, 1348, Belgium
Bulgaria	DataRep, 132 Mimi Balkanska Str., Sofia, 1540, Bulgaria
Croatia	DataRep, Ground & 9th Floor, Hoto Tower, Savska cesta 32, Zagreb, 10000, Croatia
Cyprus	DataRep, Victory House, 205 Archbishop Makarios Avenue, Limassol, 3030, Cyprus
Czech Republic	DataRep, IQ Ostrava Ground floor, 28. rijna 3346/91, Ostrava-mesto, Moravska, Ostrava, Czech Republic
Denmark	DataRep, Lautruphøj 1-3, Ballerup, 2750, Denmark
Estonia	DataRep, 2nd Floor, Tornimae 5, Tallinn, 10145, Estonia
Finland	DataRep, Luna House, 5.krs, Mannerheimintie 12 B, Helsinki, 00100, Finland
France	DataRep, 72 rue de Lessard, Rouen, 76100, France
Germany	DataRep, 3rd and 4th floor, Altmarkt 10 B/D, Dresden, 01067, Germany
Greece	DataRep, 24 Lagoumitzi str, Athens, 17671, Greece
Hungary	DataRep, President Centre, Kálmán Imre utca 1, Budapest, 1054, Hungary
Iceland	DataRep, Kalkofnsvegur 2, 3rd Floor, 101 Reykjavík, Iceland
Ireland	DataRep, The Cube, Monahan Road, Cork, T12 H1XY, Republic of Ireland
Italy	DataRep, Viale Giorgio Ribotta 11, Piano 1, Rome, Lazio, 00144, Italy
Latvia	DataRep, 4th & 5th floors, 14 Terbatas Street, Riga, LV-1011, Latvia
Liechtenstein	DataRep, City Tower, Brückenkopfgasse 1/6. Stock, Graz, 8020, Austria
Lithuania	DataRep, 44A Gedimino Avenue, 01110 Vilnius, Lithuania
Luxembourg	DataRep, BPM 335368, Banzelt 4 A, 6921, Roodt-sur-Syre, Luxembourg
Malta	DataRep, Tower Business Centre, 2nd floor, Tower Street, Swatar, BKR4013, Malta
Netherlands	DataRep, Cuserstraat 93, Floor 2 and 3, Amsterdam, 1081 CN, Netherlands
Norway	DataRep, C.J. Hambros Plass 2c, Oslo, 0164, Norway
Poland	DataRep, Budynek Fronton ul Kamienna 21, Krakow, 31-403, Poland
Portugal	DataRep, Torre de Monsanto, Rua Afonso Praça 30, 7th floor, Algès, Lisbon, 1495-061, Portugal
Romania	DataRep, 15 Piaţa Charles de Gaulle, nr. 1-T, Bucureşti, Sectorul 1, 011857, Romania
Slovakia	DataRep, Apollo Business Centre II, Block E / 9th floor, 4D Prievozska, Bratislava, 821 09, Slovakia
Slovenia	DataRep, Trg. Republike 3, Floor 3, Ljubljana, 1000, Slovenia
Spain	DataRep, Calle de Manzanares 4, Madrid, 28005, Spain
Sweden	DataRep, S:t Johannesgatan 2, 4th floor, Malmo, SE - 211 46, Sweden
United Kingdom	DataRep, 107-111 Fleet Street, London, EC4A 2AB, United Kingdom

Last Updated: 2024 14 June