Genbukan Honbu Privacy Policy

Introduction

The purpose of this privacy policy is to clarify how data is stored and processed by Genbukan Honbu in Japan. The name “Genbukan Honbu” means the headquarter office for the following organisations:

Genbukan World Ninpo Bugei Federation (also referred to as “GWNBF”),
Kokusai Jujutsu Renmei (also referred to as “KJJR”),
Japan Kobudo World Federation (also referred to as “JKWF”) and
Amatsu Tatara World Federation (also referred to as “ATWF”)

The Genbukan Honbu is responsible for the management of the four named organisations above. i.e. GWNBF, KJJR, JKWF, ATWF.

The way data is stored and processed by Genbukan Honbu may be different to the way any Dojo outside of Japan stores and processes data. This is because each Dojo is required to process data about the students of the given Dojo in accordance with the laws and regulations that apply to the particular country within which the given Dojo is located.

Key Terms

For the purpose of this policy, the following words are defined:

Dojo – Any official and legitimate school or club of Genbukan Honbu whose Instructor(s) are fully authorised by Genbukan Honbu in Japan.

Dojo Cho – An official and legitimate instructor, who has Shodan (black belt level) in at least one of the systems covered by Genbukan Honbu and who has been authorised by Genbukan Honbu not only to teach but also to use the title “Dojo Cho”

Genbukan Honbu – the headquarter office for GWNBF, KJJR, JKWF, ATWF organisations

Genbukan Website – the website of Genbukan Honbu, found at https://genbukan.org/

Group Leader – An official and legitimate instructor, who has been authorised by Genbukan Honbu to teach a group of people. A Group Leader is usually affiliated to a Dojo Cho.

Instructor – An individual who has been authorised by Genbukan Honbu to teach.

Member / student / applicant – Any person who has or plans to attend any event where any system under Genbukan Honbu is taught.

Rank / Grade – The level of achievement within a particular school.

Seminar – An event which is longer than a normal class or allows access to more than the normal students of a class.

Shibu Cho – The director of a specific geographic region, as defined and authorized by Genbukan Honbu.

Taikai – An event where the Grand master of Genbukan Honbu is invited to teach and that is usually open to all Genbukan Honbu members / students / applicants.

General Data Protection laws

Data stored by Genbukan Honbu conforms to Japan’s Data protection law: the Act on the Protection of Personal Information (Act No. 57 of 2003)(APPI), which contains similar protection to that provided by the EU General Data Protection Policy (GDPR).

The national supervisory authority of Japan is called the Personal Information Protection Commission (PIPC) and has overall responsibility for the legal framework of the APPI:

Personal Information Protection Commission

Kasumigaseki Common Gate West Tower 32nd Floor

3-2-1, Kasumigaseki

Chiyoda-ku

Tokyo, 100-0013

Japan

TEL: +81-(0)3-6457-9680

For details of APPI please refer here: https://www.ppc.go.jp/en/legal/

Personal data collected by Genbukan Honbu

Personal data is defined by the APPI as information about a living person, that would allow identification of the person as an individual. This includes such information as will allow reference to other information and will thereby enable the identification of the specific individual.

Genbukan Honbu collects personal information that has been supplied by its members and applicants through:

Membership Application form(s)
Contract(s) for Instructors and for students at Black Belt level (including for Shibu Cho / Dojo Cho / Group Leaders / Black Belts)
Taikai Application form(s)
Rank promotion form(s)
Data collected when ordering goods/ services through Genbukan Website

Membership Application form(s)

Data of members /students / applicants collected by the Genbukan Honbu through GWNBF, KJJR, JKWF, ATWF applications may include the following: Personal Name, date of birth, sex, address, email address, telephone number, fax number, photo, nationality, passport number, occupation, school career, height, weight, blood type, information about grades in other martial arts, legal guardian’s name, family members and their occupation, motive for joining the organisation(s), which of the organisation(s) (GWNBF, KJJR, JKWF, ATWF) they have/wish to join and which Dojo / Dojo-Cho / Group Leader / Instructor they train with.

Contract(s) for Instructors and for students at Black Belt level

Shibu Cho / Dojo Cho / Group Leaders / any member who has achieved black belt level in any of Genbukan Honbu systems may also provide, in addition to the above, fingerprint information for identification purposes.

Taikai Application Form(s)

Other data of members / students/ applicants and family members attending a Taikai may also be collected by an official Dojo-Cho / Group Leader / Instructor in a country outside of Japan, for the purposes of attending a Taikai / Seminar in Japan. This data is processed by the local Genbukan Honbu representative or Instructor in accordance with the laws and regulations that apply to the particular country within which the given Dojo is located.

Such data may also be processed by Genbukan Honbu.

Other data of members / students/ applicants may be also collected by Genbukan Honbu for the purposes of attending a Taikai / Seminar in Japan.

Rank Promotion Form(s)

Genbukan Honbu also updates the status of its members / students/ applicants via information supplied by its instructors including Shibu Cho, Dojo-Cho, Group Leaders Black Belts relating to rank promotions within the GWNBF, KJJR, JKWF, ATWF systems. So that the current rank/grade in each and any system that has been obtained, the date the member/ student /applicant passed the test, the pass rate of the test, who judged the test and where the test was taken may also be stored.

Data collected when ordering goods/ services through Genbukan Website

When goods or services are purchased through the Genbukan website (https://genbukan.org/), the following information is retained by WooCommerce, but stored in the website host’s database:

Product ordered and when
Name, e-mail address and phone number provided
Billing (and optionally shipping) address entered
A note about payment method used by the customer

Further information is captured through Cookies to enhance the web browsing experience, please refer to the Genbukan Cookie policy for more details.

Legal grounds for processing your personal information

Data is collected to provide appropriate information, training, products, services and certification to fulfil our obligations to our members by and customers:

Ensuring the running of the organisation and keeping track of member’s / student’s / applicant’s progress in terms of grades obtained and fees paid.
Ensuring (where appropriate) that a rank/grade can be awarded to any given member / student / applicant.
Ensuring that members / students / applicants have the relevant rank/grade to be able to learn, participate or test in one of the training systems or training programmes of Genbukan Honbu’s organisations.
Ensuring that we have all the necessary information to send purchased goods

Data is collected where it is in our legitimate interest to do so, such as:

Contacting a member / student/ applicant regarding a question or issue around a member’s / student’s / applicant’s continued membership of any of the organisations, namely GWNBF, KJJR, JKWF, ATWF organisations.
Providing information in respect of products for sale from Genbukan Honbu or events organised by Genbukan Honbu or by an official Dojo of Genbukan Honbu.
For management and audit of business operations including accounting as may be associated with a Dojo of Genbukan Honbu.

Data is also collected where consent has been given to do so.

Genbukan Honbu will not pass on personal data of members / students / applicants to third parties, unless there is a legal obligation to do so.

How data is stored

All physical copies of data are stored under lock and key.

All electronic data, such as PDF scan’s (or digital copies) of documentation (as noted above) or other records about a member/ student/ applicant are stored on a password protected machine, which is kept off line, whereby it is not accessible from internet connection. This machine is also stored under lock and key.

How to make a complaint about the use of your personal data by us

If you have any concerns or would like to make a complaint about our processing of your personal data, you may raise your concerns with your local data protection authority directly or via your Dojo-Cho / Group Leader/ Instructor. We would encourage you to firstly contact us through your Dojo-Cho/ Group Leader/ Instructor as we aim to promptly, efficiently and satisfactorily resolve any concerns or complaints you may have in relation to Genbukan Honbu’ s processing of your personal data.

Changes to your personal data

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes, whilst you are a member of any of the GWNBF, KJJR, JKWF, ATWF organisations. If you wish to update your personal data, please do so via your Dojo-Cho/ Group Leader/ Instructor.