Japanese Society of Hepato-Biliary-Pancreatic Surgery

Annual Meeting
Official Journal

Personal Information Handling Policy

Update: November 19, 2019

Japanese Society of Hepato-Biliary-Pancreatic Surgery Personal Information Handling Policy For European Residents and other GDPR Applicable Persons

The Japanese Society of Hepato-Biliary-Pancreatic Surgery (“The Society”) is a general incorporated association registered in Japan.

To ensure the proper collection, usage, and management of personal data, The Society sets forth the following policy for persons protected by the EU General Data Protection Regulation (“GDPR”). GDPR regulates the processing by an individual, a company or an organisation of personal data relating to individuals in the EU.

Your privacy rights are important to us and The Society is committed in ensuring that our methods are in compliance with the General Data Protection Regulation (“GDPR”) adopted by EU member countries effective from May 25, 2018.


1. Definition of Personal Data

'Personal data' as defined by Article 4 (1) of EU GDPR “means any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”


2. How The Society Collects Personal Data

We use different methods to collect data from and about you including through:

Direct interactions. The information is provided by you to us by filing forms, subscribing to our mailing list and communicating the The Society via email, post, phone or otherwise.

Automated technologies or interactions. As you interact with our website, the website automatically collects your IP address, browsing actions and patterns. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the website may become inaccessible or not function properly.

Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources such as from analytics providers and search information providers.


3. Lawful Basis and Purpose for The Society’s Data Collection

The Society collects Personal Data in order to provide service in line with its activities and mission, especially the creation of the Journal of Hepato-Biliary-Pancreatic Sciences. The Society only collects personal information within the scope necessary for its legitimate interests including:

1. To perform services requested by you;
2. To perform an agreement with you;
3. To comply with legal obligations;
4. To study how people interact with The Society, to develop and grow The Society; and
5. To operate The Society smoothly and prevent fraud.

Other than the reasons above, The Society may use personal information for other additional purposes or disclose it to a third party under the following circumstances.

1. When disclosed to a third-party contractor with whom an agreement is entered into regarding the handling of personal information as may be necessary to the operations of The Society.
2. Other cases for which the Directors deem there to be legitimate reasons.
3. When disclosing information for statistical purposes that cannot be used to identify individuals.


4. Management of personal information by The Society

The Society will take appropriate and reasonable measures to prevent personal information from being lost, destroyed, altered, divulged, or accessed by unauthorized persons. Access of personal data is strictly on a need-to-know basis and any processing of your personal data is on The Society’s instructions subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

(This does not apply to personal information disclosed by the individual of his/her own volition or personal information that has already been made public).


5. International Transfers

The Society is based in Japan and in submitting your data to us you consent to the transfer of data to this country. Some of our external third parties such as editorial board members and reviewers are based outside this country and also outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside Japan and the EEA. All the personal data we collect may be subject to international transfers.

The Society will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this Privacy Policy and all applicable data protection laws.


6. Services with 3rd Parties

In order for The Society to perform its functions and deliver the services agreed by you, The Society engages or collaborates with third party entities and shares personal information from time to time as necessary. When accessing our website and other services, you might be re-directed; asked to provide your personal information to third parties; or consent to third parties’ privacy policies.

The information you provide to third parties would be under the control of the third parties and governed by their own privacy policies. The Society has no control over third parties’ usage of your information and does not guarantee or indemnity their contacts.

As of 2019, The Society collaborates with the following entities:

1.Aries Systems Corporation (collaboration scheduled to cease end of 2019);
2.Clarivate Analytics (Japan) Co.,Ltd.; and
3.John Wiley & Sons Australia, Ltd and its affiliates.

The data are used mainly to:

1.Communicate with you;
2.Track progress and results of any work assigned;
3.Organize events;
4.Create annual reports for the growth of The Society; and
5.Publish academic journals (namely the Journal of Hepato-Biliary-Pancreatic Sciences)

The collaborative entities may access database containing personal information for the purpose of reviewing articles and communicating with authors and editors. These accesses of information are for the purpose of improving the quality of the society’s publications.


7. Particulars of Personal Data We Collect and Usage

Personal Data Usages
Name Communications; Meeting participation; Publications; Performance review; Security compliance
Associated institution Communications; Meeting participation; Publications; Performance review
Address Communications; Meeting participation; Security compliance
Job title Communications; Meeting participation; Publications
Country Communications; Meeting participation; Publications; Security compliance; Statistics
Email Communications; Meeting participation; Security compliance
IP address Security compliance; Statistics
Cookie Security compliance; Statistics


8. Your Legal Rights

You have the following rights regarding your personal information:

1. access to your personal information;
2. correction and deletion;
3. withdrawal of consent (if processing data on condition of consent);
4. data portability (meaning you have the right to reuse your information and move it);
5. restriction and objection to processing; and
6. lodging a complaint with the Information Commissioner’s Office.

When a provider of personal information requests disclosure, confirmation, or correction of his/her own personal information, The Society shall, in principle, comply without delay.


9. Exercising your rights

You are welcome to contact The Society regarding the management of your personal data.

Yotsuya TT Building 3F, 1-15 Sumiyoshi-cho, Shinjuku-ku,
Tokyo, Japan 162-0065
TEL: +81-3-6380-4341 FAX: +81-3-3356-4381
E-mail: info@jshbps.jp
Attention: President of the Society

Exercising your legal rights does not incur any fees. However, The Society may charge a reasonable fee if your request is unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

The Society will try to respond to legitimate requests within on months subject to clarifying the identity of the enquirer and nature of the request.


10. Data Retention

The Society will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. In general, personal data of inactive reviewers will be deleted after 2 years since the last known access.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.


11. Changes to the policy on the handling of personal information

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Any changes to this policy will require the approval of the Directors.