Privacy Policy
Koelnmesse Co., Ltd. (hereinafter referred to as “the Company”) recognises the importance of properly protecting personal information and complies with Japan’s Act on the Protection of Personal Information (APPI), the EU General Data Protection Regulation (GDPR), and other applicable laws and regulations. The Company handles personal information appropriately in accordance with the following policy.
Definition of Personal Information
In this policy, “personal information” means any information that can identify a specific individual, including name, company or organisation name, address, telephone number, email address, and other information that may be used to identify an individual.
Acquisition of Personal Information
The Company will acquire personal information by lawful and fair means, to the extent necessary to achieve the purposes of use described in this policy.
Purposes of Use of Personal Information
The Company uses acquired personal information for the following purposes:
- To provide information about exhibitions, conferences, and other related events organised and operated by the Company and its group companies
- To provide, operate, and improve various services
- To respond to enquiries
- To conduct marketing activities (with the customer’s consent, where required)
- To comply with applicable laws and regulations and to use such information within the scope permitted by law
Provision of Personal Information to Third Parties
The Company will not provide personal information to third parties except in the following cases:
- Where required by law
- Where the customer has given consent
- Where personal information is provided to subcontractors or service providers to the extent necessary to achieve the purposes of use
In such cases, the Company will select subcontractors or service providers with appropriate management capabilities and will implement necessary contractual and supervisory measures.
Security Management of Personal Information
To ensure the accuracy and security of personal information, the Company implements appropriate measures, including:
- Prevention of loss, destruction, alteration, and leakage of personal information
- Information security measures, including measures against unauthorised access and computer viruses
- Education and appropriate supervision of personnel who handle personal information
Use of Cookies
The Company’s website uses cookies to improve user experience and optimise services. The following types of cookies may be used:
- Essential Cookies
Used to provide basic website functions. - Performance Cookies
Used to analyse website usage and improve the website. - Marketing Cookies (requires consent)
Used to provide interest-based information and advertisements.
For details on managing or disabling cookies, please check your browser settings. For further information, please refer to the Company’s separate “Cookie Policy”.
Customer Rights
Customers have the following rights with respect to their personal information held by the Company:
- To request disclosure, correction, or deletion of their personal information
- To object to the processing of personal data
- To request data portability
- To submit complaints and enquiries
Legal Basis for Processing under GDPR
Where the GDPR applies, the Company processes personal data on the following legal bases:
- Consent (GDPR Article 6(1)(a))
- Performance of a contract or steps prior to entering into a contract (Article 6(1)(b))
- Compliance with a legal obligation (Article 6(1)(c))
- Legitimate interests pursued by the Company or a third party (Article 6(1)(f))
Where processing is based on legitimate interests, the Company will ensure that the rights and freedoms of individuals are appropriately protected.
The Company’s legitimate interests may include the smooth operation of exhibitions and related events, service improvement, analysis of visitor and user activity, and fraud prevention.
International Transfers of Personal Data
The Company may transfer acquired personal data to Koelnmesse group companies, agents, and subcontractors or service providers located in Japan and/or outside the European Union (EU).
Where the GDPR applies and personal data is transferred outside the EU, the Company will implement appropriate safeguards under the GDPR, including the EU Standard Contractual Clauses (SCCs) or other measures, to ensure an adequate level of protection.
Retention Period
The Company retains personal data only for as long as necessary to achieve the purposes for which it was collected, or for the period required by applicable laws and regulations. After such period, personal data will be deleted or anonymised in an appropriate manner.
Withdrawal of Consent
Where processing is based on consent, customers may withdraw their consent at any time by contacting the Company or by using the unsubscribe or opt-out procedures included in emails sent by the Company.
Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
Additional Rights under GDPR
Individuals residing in the EU may have additional rights under the GDPR, including:
- The right to request erasure of personal data (“right to be forgotten”)
- The right to request restriction of processing
- The right to object to processing based on legitimate interests
- The right to lodge a complaint with a competent data protection supervisory authority
Data Controller
The data controller for personal data processed under this policy is Koelnmesse Co., Ltd.
Automated Decision-Making
The Company does not carry out fully automated decision-making, including profiling, that produces legal effects concerning individuals or similarly significantly affects them.
Continuous Improvement
The Company will periodically review and strive to improve its practices regarding the handling of personal information and personal data, as necessary.
Contact Information
For inquiries or requests related to personal information, please contact the following:
Koelnmesse Co., Ltd.
BUREX Kojimachi, 3-5-2 Kojimachi, Chiyoda-ku, Tokyo 102-0083, Japan
Email: kmjpn@koelnmesse.jp