Privacy Policy

1. Personal Information Handled by the Committee

1. (1)

   The Committee handles the personal information listed below concerning runners, guide runners, volunteers, technical officials, and personnel involved in the Race who participate in the Race and its related events (including those who apply to participate in them) (collectively, the “Race Participants”).

   • ① The name, gender, date of birth, age, address, telephone number (including mobile phone; the same shall apply hereinafter), email address, and nationality of each of the Race Participants
   • ② The name and telephone number of the emergency contact person of each Race Participant, and the relationship of such emergency contact person with the Race Participant
2. (2)

   The Committee also handles the following personal information as necessary.

   • ① Whether runners are registered with the Japan Association of Athletics Federations (JAAF) and their JAAF ID
   • ② Whether the Race Participants have any disabilities and the disability types
   • ③ Whether volunteers have daily conversational skills in a foreign language and/or sign language
3. (3) In addition to the foregoing personal information, when the Race Participants participate in the Race and its related events, the Committee acquires and handles the following personal information: the Race Participants’ body temperatures, whether they have symptoms suggestive of infection, and their running records (including intermediate race records and location information).
4. (4) If the need arises to provide first aid to a Race Participant or transfer him/her to a hospital, the Committee will additionally acquire and handle necessary information concerning such Race Participant, including the name and telephone number of the Race Participant’s accommodation, any illness under treatment, any current medications, any allergies, the illness or injury name, the symptoms, the site of occurrence, and details of the treatment received. Further, if a Race Participant is transferred to a hospital, the Committee will acquire from the hospital and handle necessary information concerning such Race Participant, including the illness or injury name, the course of symptoms, the course of treatment, and any prescriptions, in order to take response actions after the accident and to examine and improve safety-related matters, such as the assignment of first aid staff and the deployment of emergency vehicles, for future Races.

2. Purpose of Use of Personal Information

3. Sharing of Personal Information for Use by Other Parties

4. Provision of Personal Information to Third Parties

Except where prior consent has been obtained, where required by laws or regulations, or in other such cases, the Committee shall not, in principle, provide personal information to third parties. However, within the scope of consent deemed to have been given through entry for this race, or where required by laws or regulations, personal information shall be provided, entrusted, and handled as set out below.

1. (1) Where personal information is provided within the scope necessary for performing the Committee’s operations
2. (2) Where there is a need to provide personal information to related business operators (including World Marathon Majors LLC located in the United States, operating the Abbott World Marathon Majors) and contractors within the scope relevant to the operation of the Race
3. (3) Where personal information is required for sending printed materials from the Committee
4. (4) Where personal information is provided to public health centers and/or medical institutions as infection prevention and control measures and for other related purposes
5. (5) Where personal information is required for administrative procedures for coverage of accident insurance
6. (6) Where videos, photographs, articles, records, etc. of the Race and its related events are reported, posted or used on television or the Internet, in newspapers, magazines or other publications, or the like
7. (7) Where the provision of personal information is necessary for the protection of the life, body or property of an individual, and where it is difficult to obtain the consent of the Race Participant concerned
8. (8) In any other cases where the provision of personal information is required by laws and regulations, etc.

5. Management and Oversight of Service Providers

When the Committee outsources operation to external party, including the operation of the volunteer management system, the contractor may only be a business that meets the Committee’s strict security standards. The Committee enters into contract concerning the protection of personal information with such contractor and strictly supervises them by minimizing access permissions, restricting subcontracting, and regularly checking and auditing the status of their security measures.

6. Security Control Measures for Personal Information

The Committee is implementing the following measures to prevent leakage or loss of personal data it handles and to ensure other aspects of security control.

1. (1) Organizational Measures: Management framework for the protection of personal information and emergency contact system to promptly report and notify the Personal Information Protection Commission and the individual concerned in the event of a leak, loss, damage, or other serious incident involving personal data as prescribed by law occurring (or being likely to occur).
2. (2) Technical Measures: Access permission to information system that handles personal information is limited to the minimum number of personnel necessary for operations. Alongside appropriate management of IDs and passwords, security measures to protect against unauthorized external access and malicious software are implemented.
3. (3) Human Measures: Staff involved in race operations and contractor personnel are provided with reminders on the proper handling of personal information, as well as education and training on information security.

7. Personal Information Retention Period and Measures for Overseas Participants

1. (1) Personal information acquired will be retained securely for the period necessary for race operations, accident insurance procedure, and information on future races. After the retention period expires, such information will be promptly and completely deleted or anonymized by appropriate means.
2. (2) With regard to the personal information of runners participating from the European Economic Area (EEA) or the United Kingdom, appropriate safeguards in accordance with the General Data Protection Regulation (GDPR), etc., are implemented, and the rights of the individual under laws and regulations (right to request disclosure, correction, deletion of data, etc.) are guaranteed.

8. Website Cookies and Similar

The Committee’s official website may collect certain browser information through the use of cookies and similar technologies in order to improve user convenience and to understand and analyze site usage trends (use of Google Analytics, etc.). Such information is used for statistical analysis and does not include information that identifies a specific individual. Users may refuse the acceptance of cookies through their browser settings. Please also note that this website uses social media content, and user information may be collected by the operators of those social media services. Please refer to the respective websites of those operators for their privacy policies and similar.

9. Revisions to This Policy

The Committee may revise all or part of this policy in response to amendments to laws and regulations relating to the protection of personal information, changes in social conditions, changes in the race management structure, or similar. When this policy is revised, the revised policy will take effect from the time it is posted on the Committee’s official website or from the effective date separately determined by the Committee. Please check this page regularly.