Privacy Policy for TIFFCOM 2026

TIFFCOM Organizer’s Office operated by UNIJAPAN (Address: 4-1-1 Tsukiji, Chuo-ku, Tokyo; Chairperson: Hiroyasu Matsuoka) (hereinafter the Organizer) will, under the basic philosophy of the Act on the Protection of Personal Information (hereinafter the “APPI”), that is, “Personal Information should be carefully handled under the vision of respecting the personality of an individual,” recognize appropriate protection of the Personal Information of Participants in TIFFCOM 2026 (hereinafter “Personal Information,” which means personal information as defined in the APPI) as a social responsibility, and handle Personal Information in accordance with the following policies in order to fulfill its responsibilities.

1. Treatment of Personal Information

When the Organizer acquires Personal Information through TIFFCOM 2026 (hereinafter the “Exhibition”) from Participants in the Exhibition (hereinafter the “Participants,” which means any corporation or individual that makes a visitor registration, exhibitor registration or business meeting registration for the Exhibition or otherwise uses services related to the Exhibition), the Organizer shall observe the APPI and related laws and regulations. In particular, when the Organizer provides Personal Data (hereinafter “Personal Data,” which means personal data as defined in the APPI) to a third party, the Organizer shall obtain the consent of the person concerned without fail. In the event that any dispute arises between the Participants and the person concerned regarding such Personal Information, both parties shall settle such dispute upon mutual consultations, and the Organizer shall assume no responsibility whatsoever regarding such dispute.

2. Acquisition and Use of Personal Information

The Organizer will properly and safely manage the Personal Information provided by the Participants, take steps to prevent leaks, loss or damage thereof, thus striving to protect Personal Information through determination of the handling thereof as follows. Personal Information on the Participants we receive will be used in order to operate the Exhibition, facilitate business matching between visitors and exhibitors, provide related services, conduct public relations activities, improve services, and perform the following other duties related to the Exhibition.

(1) To post on the “List of Participants” on our official website and in our official guidebook
(2) To publish corporate information and content information in various publications distributed at the venue,
(3) To provide the Participants and projected participants lists to exhibitors and others,
(4) To provide the companies and exhibitors to which the viewed information relates with the viewing history (access logs) of the Participants relating to their viewing of corporate information and content information,
(5) To provide the Participants whose information was viewed with the viewing history (access logs) relating to such viewing,
(6) For admission control, safety management and identity verification,
(7) To submit the list of Participants to the film submitters (rights holders) where a Participant has attended the P&I (Press & Industry) Screening held within the Tokyo International Film Festival, an affiliated event,
(8) To arrange airline tickets, hotel accommodations, visa issue support documents for the entry visas for Japan for the Participants,
(9) To organize business matching events between the exhibitors and the Participants,
(10) To introduce the Participants when the Participants appear on our official videos or in market reports,
(11) To create PR advertising materials and reports in print, image or web and SNS form using photos and images shot by the Organizer,
(12) To deliver various service proposals and information and periodical news by telephone, mail, E-mail, etc.,
(13) To study, analyze, and plan products and services provided to the Participants making use of market research, data analysis, and questionnaires, as well as contacting the Participants concerned,
(14) To inform the Participants of upcoming events, symposiums, or seminars from the Organizer,
(15) To identify the Participants, to share registered information, and to contact and give information to the Participants for administration and operation of the Exhibition,

3. Provision of Personal Data to Third Parties

The Organizer may disclose or provide the Personal Data provided by the Participants to third parties as follows:
(1) We will disclose the information selected as “disclosable” at the time of registration on the “List of Participants” on our official website to limited visitors who have been assigned IDs and passwords.
(2) We may provide the Personal Data to third parties within a scope that is reasonably necessary for the respective purposes of use as stated in items (2), (3), (4), (5), (8), (9), (10), (11), (13) and (14) of Article 2 above. 
(3) In the event that government agencies request disclosure legally, we may provide the Personal Data to the relevant government agencies.
Except for in the above-stated cases and in cases where legally permitted, we will not provide the Personal Data to third parties without the consent of the person concerned.

The Organizer may jointly use the Personal Data of the Participants within the scope necessary to achieve the purpose of use specified in item (7) of Article 2 above as follows:
・Items of Personal Data jointly used: Name, company name, nationality, contact information (email address, telephone number, etc.), job title, and other information provided at the time of registration.
・Scope of joint users: The Tokyo International Film Festival Office (UNIJAPAN; Address: 4-1-1 Tsukiji, Chuo-ku, Tokyo; Chairperson: Hiroyasu Matsuoka)
・Purpose of use by joint users: For operation and management of screenings of films at the Tokyo International Film Festival and related events, and for creating lists of Participants and submitting them to the film submitters (rights holders).
・Person responsible for the management of the jointly used Personal Data: The Organizer
The Tokyo International Film Festival Office will manage and use the Personal Information provided by us in accordance with its Privacy Policy, as per the following URL.
Tokyo International Film Festival Privacy Policy: https://2026.tiff-jp.net/ja/general/privacypolicy.html

The Organizer may provide the Personal Data of the Participants to exhibitors, visitors and other third parties located outside Japan, in connection with those purposes of use set out in Article 2 above that involve provision to third parties.
However, because the Exhibition is designed so that registrants can view each other’s information only with respect to registrants who have consented to disclosure, on pages protected by IDs and passwords, the Organizer cannot identify in advance, at the time of provision, the third parties who will view or receive the Personal Data or the foreign countries in which they are located. Accordingly, the Organizer cannot provide in advance the individual names of the foreign countries in which the recipients are located, information on the personal data protection regimes of such countries, or information on the measures taken by such recipients (Article 17, Paragraphs 3 and 4 of the Enforcement Rules of the APPI).
The recipients are located primarily in the countries or regions of registrants to the Exhibition and may include parties located in the EU member states and the United Kingdom, which the Personal Information Protection Commission has designated as foreign countries having a personal data protection system recognized to be at a level equivalent to that of Japan.
With respect to the provision of Personal Data to third parties located in foreign countries, the Organizer will obtain the consent of the person concerned after presenting the above matters again at the time of registration. For reference information on the personal data protection systems of the respective countries, please refer to the “Legal Systems of Foreign Countries and Regions” published by the Personal Information Protection Commission (https://www.ppc.go.jp/enforcement/infoprovision/laws/).

4. Security Management of Personal Data

The Organizer will establish a personal information protection policy and take appropriate organizational, human, physical and technical security control measures in order to prevent loss, damage, improper disclosure to external parties, or alteration, etc. of Personal Data. We may outsource part of the operations of handling Personal Data for smooth progress of operations and thus provide the Personal Data to outsourced service providers within the necessary scope, however, in such instance, we will execute agreements on proper handling of the Personal Data with those outsources, in addition to supervising so that the Personal Data will be properly handled. The Organizer will retain Personal Data for a prescribed period only to the extent necessary to achieve the intended purpose and will dispose of or delete it using appropriate methods once the retention period has expired.

5. Disclosure, Correction, and Suspension of Use, Etc. of Personal Data

The Organizer will strive to manage the Personal Data in the most accurate and up-to-date state. In addition, when the Participants request disclosure (notification of the purposes of use, or disclosure of Personal Data or records of provision to third parties) or correction (correction, addition or deletion) of their own Personal Data in our possession, we will disclose and correct it upon confirmation of the fact that the requestor is actually the person concerned. When the Participants request suspension of use or suspension of provision to third parties of their own Personal Data in our possession, we will suspend use or suspend provision to third parties within a reasonable period and scope upon confirmation of the fact that the requestor is actually the person concerned. For the procedures for such requests, please contact us as set forth in Article 6 below.

6. Inquiries

For requests for notification of purposes of use, disclosure and correction, suspension of use or suspension of provision to third parties of the Personal Data (hereinafter the “Requests for Disclosure, etc.”), and any other inquiries about the handling of the Personal Information, please contact contact@tiffcom.jp . We will individually provide details of the specific procedures for the Requests for Disclosure, Etc. (designated request forms, identity verification documents, fees, etc.).
Various data incidental to applications for the Exhibition shall be properly protected and managed in accordance with this Policy.

7. Handling of Personal Data of Participants Residing in the EU

With respect to the handling of personal data of participants residing in the European Union (for the purposes of this Section 7, including Iceland, Liechtenstein, and Norway; hereinafter referred to as the “EU”), the Organizer shall apply the provisions set forth in this Section 7, in addition to the provisions set forth in the other sections of this Policy. In the event of any inconsistency between the provisions of this Section 7 and those of any other section of this Policy, the provisions of this Section 7 shall prevail with respect to participants residing in the EU.

Legal Basis for Processing (Consent) and Withdrawal of Consent
The Organizer will process the personal data collected from participants on the basis that, when registering for or completing other procedures related to this Exhibition, participants have reviewed the contents of this Policy and expressed their consent to its terms. Participants may withdraw their consent at any time with effect for the future, and requests for withdrawal of consent may be submitted through the contact point specified in Section 6 above.

Reasons Why the Provision of Personal Data Is Necessary
The personal data that participants are requested to provide is necessary for the Organizer to provide various services related to this Exhibition, including accepting and processing participant registrations, managing admission, facilitating business meeting matching, and providing various information and notices. Accordingly, if participants do not provide all or part of the personal data required, they may be unable to use all or part of the relevant services. Please be advised of this in advance.

Retention Period
The Organizer will retain participants’ personal data only for as long as necessary to provide services to participants and will delete such data without undue delay once it is no longer necessary for such purposes.

Rights That Participants May Exercise
Participants may exercise, with respect to their personal data held by the Organizer, the rights of access, rectification, erasure, restriction of processing, and data portability. Participants also have the right to raise an objection with respect to such handling with the Organizer, or to lodge a complaint with the data protection authority having jurisdiction over the participant’s place of residence.
Requests to exercise these rights may be submitted through the contact point specified in Section 6 above, in accordance with the procedures prescribed by the Organizer. The Organizer will respond within a reasonable period after verifying the identity of the requesting individual.

Security Measures
The Organizer will endeavor to keep personal data accurate and up to date and will retain personal data under strict management, implementing appropriate organizational, personnel, physical, and technical security measures, including access controls, to prevent leakage, loss, damage, alteration, and unauthorized access to personal data. The Organizer will also exercise necessary supervision over employees who handle personal data. Where the Organizer entrusts all or part of the handling of personal data to a third party, the Organizer will enter into an agreement with the relevant third party concerning the appropriate handling of personal data and exercise necessary and appropriate supervision over such third party.

Transfers of Personal Data Outside the EU
The Organizer may transfer and process participants’ personal data in countries outside the EU, including Japan, where the Organizer is located, to the extent necessary to achieve the purposes of use set forth in Section 2 above. In some countries outside the EU, data subjects may not be afforded rights equivalent to those guaranteed under the GDPR. However, the Organizer will ensure that an adequate level of protection is maintained for participants’ personal data following such transfers by implementing appropriate safeguards, including entering into Standard Contractual Clauses pursuant to the GDPR.

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