Established: May 6, 2025
Co-Rosetta, General Incorporated Association (hereinafter referred to as “the Association”) recognizes the importance of personal information and specific personal information (hereinafter collectively referred to as “personal information, etc.”) handled by the Association. We declare that we will comply with the Act on the Protection of Personal Information (hereinafter referred to as “the Personal Information Protection Act”), the Act on the Use of Numbers to Identify Specific Individuals in Administrative Procedures (hereinafter referred to as “the Numbers Act”), related laws and regulations, the Guidelines for the Proper Handling of Specific Personal Information (for Business Operators), and other norms. To ensure proper management and operation, we have established and will implement and maintain the following Privacy Policy (Personal Information Protection Policy).
1. Basic Policy
Under the philosophy of respecting individual dignity, the Association will handle personal information, etc., with care and will strive as an organization to ensure its proper handling and protection.
2. Business Operator Information
Name: Co-Rosetta, General Incorporated Association Address: 4-1-25 Kofudai, Toyono-cho, Toyono-gun, Osaka Representative: KOSUKE HASHIZUME, Representative Director
3. Acquisition of Personal Information
The Association will acquire personal information through lawful and fair means, after clarifying the purpose of use and within the scope necessary to achieve that purpose. We will not acquire personal information by deception or other illicit means.
In particular, when acquiring sensitive personal information (such as race, creed, social status, medical history, criminal record, or facts of being a victim of crime), we will obtain the individual’s prior consent, except where permitted by law.
Regarding specific personal information which includes individual numbers (My Number), we will acquire it only within the scope necessary for the administrative processes stipulated by the Numbers Act.
4. Purpose of Use of Personal Information
The Association will use acquired personal information within the scope of the following purposes, except when we have obtained the individual’s prior consent or when handling is permitted by law as an exception.
Specific personal information will only be used within the scope of the purposes stipulated by the Numbers Act, and will not be used for purposes other than those specified, even if the individual’s consent has been obtained.
- For the management of the Association’s regular members and supporting members (e.g., membership application/withdrawal procedures, fee billing, communication, roster creation).
- For the planning, operation, and execution of performances, exhibitions, workshops, courses, seminars, events, etc., organized, co-organized, or cooperated by the Association (e.g., participant application reception, communication, participant management, survey implementation, photo/video recording).
- For the operation of the contemporary music ensemble “Rosetta” established by the Association (e.g., member management, schedule adjustment, communication).
- For the implementation of art education and outreach activities (e.g., recruitment and management of participants, communication with instructors and participants).
- For the dispatch business of musicians and music instructors (e.g., registration, communication and coordination with clients, provision of information to dispatch destinations).
- For the planning of artistic expression activities and the implementation of consulting businesses (e.g., client management, communication, contract fulfillment).
- For operations related to music copyright management and utilization development (e.g., rights holder management, license granting, royalty collection/distribution).
- For operations related to the planning, production, publishing, and sales of CDs, videos, sheet music, books, etc. (e.g., purchaser management, shipping, communication).
- For classroom operation business (e.g., student management, instructor management, communication, tuition billing).
- For childcare services during events (e.g., user/child management, communication, emergency response).
- For public relations and information provision regarding the Association’s activities (e.g., email newsletter distribution, direct mail sending, website operation).
- For soliciting, receiving, managing donations and sponsorships to the Association, sending thank-you letters, etc.
- For responding to various inquiries and material requests directed to the Association.
- For recruitment selection, human resources and labor management, communication, welfare, etc., of the Association’s officers, employees, and volunteers (may include specific personal information).
- For notifications and reports to public agencies based on laws and regulations (including preparation of withholding tax slips, social insurance/labor insurance procedures, and preparation of payment records) (may include specific personal information).
- For operations incidental to each of the above items, or for purposes for which separate individual consent has been obtained.
5. Management of Personal Data
(1) Ensuring Accuracy and Deletion When No Longer Needed
The Association will endeavor to keep personal data accurate and up-to-date within the scope necessary to achieve the purpose of use, and to promptly delete such personal data when it is no longer necessary to use it.
(2) Security Control Measures
The Association will implement necessary and appropriate organizational, human, physical, and technical security control measures to prevent leakage, loss, or damage of personal data handled. For specific personal information, stricter security control measures will be implemented based on the Numbers Act and guidelines.
(Overview of Security Control Measures)
- Organizational Security Control Measures: We will appoint a personal information protection manager, clarify handling personnel, and establish a reporting and communication system and a handling status confirmation system.
- Human Security Control Measures: We will regularly conduct training for employees regarding the proper handling of personal information, etc., and obtain pledges of confidentiality.
- Physical Security Control Measures: We will manage areas where personal information, etc., is handled, implement locked storage of documents and electronic media, theft prevention measures, safety measures during transport, and irreversible disposal processes (shredding, data deletion, etc.) at the time of disposal.
- Technical Security Control Measures: We will implement measures such as restricting personnel and scope through access control, identifying and authenticating accessors, countermeasures against unauthorized access and malicious software, and communication encryption.
(3) Supervision of Employees
The Association will exercise necessary and appropriate supervision over employees who handle personal data to ensure that appropriate security control measures are implemented.
(4) Supervision of Contractors
When entrusting all or part of the handling of personal data, the Association will exercise necessary and appropriate supervision to ensure that appropriate security control measures are implemented by the contractor. When entrusting specific personal information, stricter contractor management will be carried out based on the Numbers Act.
6. Provision of Personal Data to Third Parties
The Association will not provide personal data to third parties without the individual’s prior consent, except in the following cases. For specific personal information, it will not be provided to third parties regardless of the individual’s consent, except as permitted by the Numbers Act.
(1) When required by law. (2) When it is necessary for the protection of a person’s life, body, or property, and it is difficult to obtain the individual’s consent. (3) When it is particularly necessary for the improvement of public health or the promotion of sound upbringing of children, and it is difficult to obtain the individual’s consent. (4) When it is necessary to cooperate with a state organ, local public entity, or a person entrusted by them in executing affairs prescribed by law, and obtaining the individual’s consent may impede the execution of such affairs.
7. Use of Cookies, etc.
The Association’s website may use Cookies and similar technologies (including web beacons, access logs, etc.) to improve convenience, analyze usage, and enhance services.
A cookie is a small text file recorded on your computer when you visit a website, but it does not typically contain information that can identify a specific individual. You can reject the receipt of cookies or display a warning when receiving them by adjusting your browser settings. However, if you disable cookies, some functions of the website may become unavailable.
Information collected by the Association through cookies, etc., will be used for statistical analysis and service improvement. When used in conjunction with personal information, it will be handled appropriately in accordance with the provisions of this Privacy Policy.
The Association’s website may also use third-party analytics tools (e.g., Google Analytics) to understand usage. For information on how these tools handle information, please refer to the privacy policies etc. set by the providers of each tool.
8. Disclosure, Correction, Suspension of Use, etc., of Retained Personal Data
When a request for notification of purpose of use, disclosure, correction/addition/deletion of content, suspension/deletion of use, or suspension of provision to third parties (hereinafter referred to as “Disclosure, etc.”) of their retained personal data or records of third-party provision is made by the individual or their representative, the Association will respond appropriately in accordance with the provisions of the law.
To request Disclosure, etc., please contact the inquiry desk below. We will guide you through the prescribed procedures (e.g., submission of request form, identity verification). Please note that a practical fee may be charged for requests for disclosure and notification of purpose of use.
9. Contact for Inquiries and Complaints
For inquiries, complaints, and requests for Disclosure, etc., regarding the Association’s handling of personal information, please contact us by email at the address below. We will generally respond with an acknowledgment of receipt or a full reply within 7 days.
info(at)co.rosetta.or.jp (Person in Charge: Personal Information Protection Manager)
10. Changes to the Privacy Policy
The Association will continuously review and strive to improve the content of this Privacy Policy in response to revisions of laws and regulations, changes in social conditions, etc. The revised Privacy Policy will be published on the Association’s website or by other methods and will take effect from the date of publication or a separate specified date.
Please note: This English translation is provided for reference purposes only. The original Japanese version of this Privacy Policy is the official and legally binding document.