In particular, please take note of what information is gathered, why and how we use it, and ensure you understand and agree before utilizing any of the services that the FEW community offers or providing any of your personal information to FEW.
We never sell, rent or share your personally identifiable information unless we are required to do so by law. It is also strictly forbidden for any FEW member to use the contact information of other members for private business purposes or for sending unsolicited information or to share data of another member with anyone who is not a member.
Information We Share
Your privacy is important to FEW. We do not share your personal information (such as your name, address, payment information, etc.), regardless of whether or not you are a user (as defined below), with companies, organizations, or individuals outside of FEW unless one of the following circumstances apply:
To Implement our Services
In order to implement any of the services (each a “service” and collectively our “services”) that we offer on our website or information for on our website that we implement offline, we may need to share your personal information with third parties. In such situations, we may share only such personal information as is necessary to complete the requested service. For example, if you request to attend an event, we will share your applicable personal information with the venue and event curators so that they may contact you and personalize the event for you.
With Your Explicit Consent
We may share your personal information that you provide on the website to certain third parties if you instruct us to share your information, or if you consent to the sharing of your personal information via opt-in.
For External Processing
We may provide your personal information to our affiliates or other trusted businesses or persons to process certain services, such as signing you in to events or through our third party service providers.
FEW has no control over, nor is responsible for, the privacy policies and practices of these third parties. Neither FEW nor third parties will be liable for failure or delay in performance to the extent caused by circumstances beyond its reasonable control.
In all such situations, the provision of information is necessary for processing a service that you request and appropriate confidentiality and security measures are in place to protect your information.
For Legal Reasons
We’ll share your personal information with companies, organizations or individuals outside of FEW if we believe doing so is necessary to:
· Meet any applicable law, regulation, legal process/proceedings or enforceable governmental request.
· Establish, exercise, or defend our legal rights (including providing information to others for the purposes of fraud prevention, reducing credit or security risk, or technical issues).
For Aggregate, Anonymous, or Reflective Data
We may share aggregated, non-personally identifiable information publicly and with our partners (“Aggregate Data”). For example, we may share information publicly to show our member statistics.
We may share anonymized data (“Anonymous Data”) with certain partners or sponsors to facilitate delivering personalized experiences throughout your time on our website or using our services. For example, we may share information with third party intermediaries who can create an event centered around a need or want that you shared with the FEW community.
Any user who does not want FEW to use their personal information in either Aggregate Data, Anonymous Data, or Reflective Data sets, whether such data sets are shared publicly or not, may email firstname.lastname@example.org.
If Your Information is Publicly Available
We may provide your personally identifiable information to other parties if your information is or becomes publicly available from a source other than FEW.
Information We Collect
We collect certain information from all visitors to our website, regardless of whether they sign up for an FEW Member user account, browse the website, or purchase one of our services. Beyond this baseline level of collected information, we collect and store additional information from visitors who sign up for an FEW Member user account or pay for a service through the website (“users”).
Information We Collect from All Visitors
We collect from all visitors of the website certain information about the type of computer, operating system, and Internet browser that the visitor is using to access our website as well as the visitors’ IP address (or that of their Internet service provider).
Like many websites, FEW may collect information in the form of “Cookies” to store information about users who visit our website. We may use that data to compile statistics about your preferences, how the website is used by you, such as what pages you accessed, what documents you downloaded and what tabs are opened. Gathering this information about your website usage helps us understand what users find useful and also helps us to update the user experience of our website.
Cookies may be either “persistent” cookies or “session” cookies. A persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
We use session cookies to understand a visitor’s behavior to make their experience on our website better and persistent cookies to gauge engagement behavior.
If you do not wish to have cookies stored on your machine, you can turn off cookies in your browser. Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you may not be able to use all the features on our website.
Information We Collect from Users
The information that we collect from users includes, at minimum, their email address and their password.
In addition, if a user fills out any of the forms on the website while they’re signed in to their account (or if a visitor to the website fills out any such forms and during that same session becomes a user for payment purposes), then we’ll link the information contained in such forms to the user’s account in our database. This information may include the user’s first and last name, their home addresses or area in Japan where they live, their phone number, nationality, their preferred payment method, profession, areas of interest in terms of FEW services, and other information.
The user information may also consist of information that you post to our website with the intention of publishing it on the internet, which includes:
· your username, profile pictures, and the content of your posts;
· information contained in any communications that you send to us by email or through our website, including its communication content and metadata;
· any other personal information that you send to us.
Please note, before you disclose to us the personal information of another person, you must obtain that person’s written consent to both the disclosure and the processing of that personal information in accordance with this policy.
If a user orders or purchases a service that requires payment or identity verification, then we may require the user to input additional information. For example, this information may include a (i) credit card number and credit card expiration date or (ii), if the User selects to use a direct bank transfer, then we’ll collect the banking details for that process to move forward and connect with the FEW bank account.
Please note how we store this information in the Retaining Personal Information section below.
We will never ask you to confirm any bank account or credit card details via email. If you receive an email claiming to be from us asking you to do so, please ignore it and do not respond. If you are using a computing device in a public WIFI location, we recommend that you always log out and close the website browser when you complete an on line session.
Using Your Personal Information
Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website. We may use your personal information for the following:
· administering our website;
· personalizing our website for you;
· enabling your use of the services available on our website;
· supplying services purchased through our website;
· sending reminders to you about upcoming events;
· sending you communications;
· sending you email notifications that you have specifically requested;
· sending you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter);
· sending you marketing communications relating to our website or the carefully-selected third parties which we think may be of interest to you by email or similar technology (you can inform us at any time if you no longer require marketing communications);
· providing third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information);
· dealing with inquiries and complaints made by or about you relating to our website;
· keeping our website secure and prevent fraud;
· verifying compliance with the terms and conditions governing the use of our website;
· and other uses.
Your privacy settings can be used to limit the publication of your information on our website and can be adjusted using privacy controls on the website.
We will not, without your express consent, supply your personal information to any third party for their or any other third parties direct marketing, except in the cases already explicitly defined herein.
You may instruct us to provide you with a copy of any of the personal information we hold about you (the right to access); provision of such information will be subject to the following:
· The supply of appropriate evidence of your identity: we will usually accept a photocopy of your passport, driver’s license or Japan residence card plus an original copy of a utility bill showing your current address.
· Alternatively, if in person at a FEW event, you may show us your passport, Japan residence card or driver’s license.
You have the right (in certain circumstances) to request that we delete personal data held about you; where we no longer have legal reason to retain it (the right of erasure or to be forgotten)
You have the right to ask us to update, amend and correct any out-of-date or incorrect personal data that we hold about you (the right of rectification)
You have the right to opt-out of future of any marketing communications that we may send you and to object to us using/holding your personal data if we have no longer have any legitimate reasons to do so (the right to opt out and the right to object)
We may withhold personal information that you request to the extent permitted by law.
You may instruct us at any time not to process your personal information for marketing purposes.
Please note that we cannot be held responsible for you not being able to take advantage of FEW membership benefits if you do not have a FEW Member user account and/or have instructed us to withhold your information from marketing communications.
If you wish to exercise any of the above rights please contact the FEW data protection officer via:[email@example.com]
Deleting or Changing Your Personal Information
To request deletion or changes to your personal information used for membership purposes, please contact FEW at firstname.lastname@example.org.
You can contact any FEW board member offline to request that your information is deleted, but we do prefer receiving emails so we can track and ensure prompt responses. Offline contacts may result in a delay in processing.
Please note that once we delete your data, you will no longer be able to receive information from nor be contacted by FEW. The data will be deleted from all communication channels of FEW even if you still have time left on your membership. We do not offer refunds in cases where the FEW member has instructed FEW to delete their data, and therefore FEW is unable to provide the benefits of FEW membership to the member.
Retaining Personal Information
Our data retention policy is designed to help ensure that we comply with our legal obligations regarding the retention and deletion of personal information.
Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. Different retention periods apply for different types of data, however the longest we will normally hold any personal data is ten (10) years.
Without prejudice to article the above section, we will usually delete personal data falling within the categories set out below at the date/time set out below:
· When a member or nonmember requests termination of communication or membership, all personal data will be deleted within a 3-month period from receiving said notification.
· Notwithstanding the other provisions of this section, we will retain documents (including electronic documents) containing personal data:
o to the extent that we are required to do so by law;
o if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
o in order to establish, exercise, or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
When you contact us by email or through our website, your data is stored on our email server or in Gmail - a service offered by Google. If you are a customer or member of FEW, we store your data in our Association Management Software (AMS) software platform (Wild Apricot), or in our own accounts software on Google Drive.
International Data Transfers
Information that we collect may be transferred to the following countries which do not have data protection laws equivalent to those in force in the European Economic Area such as areas like the United States of America, Russia, Japan, China, and India.
Personal information that you publish on our website or submit for publication on our website may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.
You expressly agree to the transfers of personal information as described above if need be to maintain the website and provide you with FEW services.
Security and Protection of Data
We will take reasonable technical and organizational precautions to prevent the loss, misuse, or alteration of your personal information.
We will store all the personal information you provide on our secure (password- and firewall-protected) servers.
All electronic financial transactions entered into through our website will be protected by encryption technology.
You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website).
This website is not intended or designed to attract children under the age of 13. We do not knowingly collect personal information from or about any person under the age of 13. If you are under 13 years old and wish to ask a question or use this website in any way which requires you to submit your personal information, please get your parent or guardian to do so on your behalf.
All members, guests, visitors, attendees, speakers, and participants attending a FEW event are required to acknowledge, understand, and agree to the following event policy. Your refusal of agreement may result in refusal the refusal to allow you to enter or partake in the FEW event.
Filming and Photography
By participating in a FEW event, you acknowledge that you will be in a location where photography, audio, and video recording may occur. By entering the location, you consent to:
· interview, photography, audio recording, video recording and
· their release, publication, exhibition, or reproduction to be used for news, website articles, advertising, and social media, and any other future usage by FEW
You also acknowledge that images, photos and videos may be used to promote similar FEW events in the future.
You release FEW from any liability connected with the taking, recording, digitizing, or publication and use of interviews, photographs, computer images, video and/or or sound recordings and any other usage that we deem viable.
We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you understand any changes to this policy. We may notify you of changes to this policy by email or on our website.
If you have any questions, please also contact FEW through email@example.com.
List of Specific Third Party Service Providers
• Google Analytics, which tracks anonymous website visits and interactions
• Google Fonts, which helps with typography consistency/design of the website
• Stripe, which is a credit card processing company that helps us process and validate your payments
• Hover, which provides FEW’s website hosting
• Wild Apricot, which is the platform that the FEW website is built on
• Google Forms, which we use to collect replies to surveys to inform our policies and events
This policy was last updated on July 25, 2022.