Data Privacy Statement

The controller in the sense of the General Data Protection Regulation and other national data protection laws of the Member States as well as other provisions pertaining to data privacy and protection laws is:

German Chamber of Commerce and Industry in Japan (AHK Japan)
Sanbancho KS Bldg. 5F
2-4 Sanbancho, Chiyoda-ku
Tokyo 102-0075, Japan
Tel.: +81-(0)3-5276-9811
E-mail: info(at)dihkj.or.jp
Website: www.japan.ahk.de

II. Name and Address of the Data Protection Officer

IT-Deutschland Global Business Solutions K.K.
MASU no SQUARE 3F
1-14-1 Kanda-Sudacho, Chiyoda-ku
Tokoy 101-0041, Japan

III. Information on Data Processing

Scope of Processing of Personal Data

In principle, we collect and use personal data of our users only to the extent it is required to provide a functioning website as well as for our content and services. The processing of personal data of our users is carried out regularly only after consent is given by our users. An exception applies in cases in which a previous obtaining of a consent is not possible for actual reasons and where the processing of data is permitted on the basis of statutory provisions.

Legal Basis for the Processing of Personal Data

To the extent that we obtain consent from the data subject for the processing of personal data, Section 6 Subsection 1 lit. a EU General Data Protection Regulation (GDPR) serves as legal basis for the processing of personal data. For the processing of personal data required to execute a contract whose contractual party is the data subject, Section 6 Subsection 1 lit. b GDPR serves as legal basis. This also applies to processing that is required for the execution of pre-contractually measures. If such processing is required to maintain a legitimate interest of our company or a third party, and if the interests, basic rights and fundamental freedoms of the data subject do not outweigh the former interest, Section 6 Subsection 1 lit. f GDPR serves as legal basis for such processing.

Data Deletion and Duration of Storage

Personal data of the data subject will be deleted or blocked as soon as the purpose for storing such data no longer applies. Storage beyond such a period can be effected if such storage is prescribed by the European or national legislative body in provisions pertaining to European Union law or other provisions the data subject is subject to. Blocking or deletion of data is also effected if a storage period expires that is prescribed by the cited standards, unless there is a requirement for further storage of such data to enter into a contract or to execute a contract.

IV. Provisioning of Website and Creation of Logfiles

1. Description and Scope of Data Processing

Any time our website is visited, our system collects data and information in an automated fashion from the computer system of the accessing computer.

The following data is collected in the process:

• Information regarding the browser type and the version used
• The operating system of the user
• The internet service provider of the user
• The IP address of the user
• Date and time of access
• Websites that are accessed by the system of the user via our website

2. Legal Basis for the Processing of Data

Legal basis for the temporary storage of data and the logfiles is Section 6 Subsection 1 lit. f GDPR.

3. Purpose of Data Processing

The temporary storage of the IP address by the system is necessary to facilitate delivery of the website to the computer of the user. To do so, the IP address of the user must remain stored for the duration of the session.

Storing of logfiles is effected to ensure the functionality of the website. In addition, such data helps us to optimise the website and to ensure the security of our information technology systems. An analysis of such data for marketing purposes will not be carried out in this context.

4. Duration of Storage

Data is deleted as soon as it is no longer required to fulfil the purpose of its collection. In the event of collection of data for the provisioning of the website this is the case whenever the respective session ends.

In the event of storing of data in logfiles this is after seven days the case at the latest. Storage to exceed such a period is possible. In such a case, the IP addresses of the users are deleted or redacted so that an allocation of the accessing client is no longer possible.

5. Option for Objection and Removal

Collection of data for the provisioning of the website and storing of data in logfiles is required for the operation of the website. Consequently, the user has no possibility to object.

V. Use of Cookies

a) Description and Scope of Data Processing

We use cookies to make our website more user-friendly. Some elements of our web page require that the accessing browser can also be identified when the user moves from one page to the next. No personal data is collected in the process.

To do so, the following files are stored and transmitted in the cookies:

(1) fonts = tandard cookie variable used by us to reload the fonts in the browser after a page refresh.

(2) fullcss = standard cookie variable used by us to reload the CSS file in thebrowser after a page refresh.

Maximum cookie lifetime: 730 days

In addition, we use on our website cookies that enable an analysis of the surfing behaviour of users.

When visiting our website, the users are informed via web banner about the use of cookies for analytical purposes and referred to this data privacy statement. In this context, it is also pointed out how the storing of cookies can be disabled in the browser settings. This service is provided via the Consent Manager of thePiwik PRO Analytics Suite.

Analysis cookies are used to improve the quality of our website and its content. Through the analysis cookies, we learn how the website is used and can thus constantly optimize our offer.

We use cookies of the Piwik PRO Analytics:

• _pk_id = Used to recognize visitors and hold their various properties.Expires after: 13 months if user consents; expires after 30 minutes if user does not consent
• _ppms_privacy = Stores visitor’s consent to data collection and usage. Expiresafter: 365 days
• _pk_ses = Shows an active session of the visitor. Expires after: 30 minutes

b) Legal Basis for the Processing of Data

Legal basis for the processing of personal data while using technically required cookies is Section 6 Subsection 1 lit. f GDPR.

Legal basis for the processing of personal data while using cookies for analytical purposes is Section 6 Subsection 1 lit. a GDPR if the respective consent of the user is on hand.

c) Purpose of Data Processing

The purpose of using technically required cookies is the simplification of use of websites for the users. Some functions or our web page cannot be providedwithout the use of cookies. For such it is necessary that the browser is also recognized when the user moves from one page to the next.

We need cookies for the following applications:

(1) fonts = standard cookie variable used by us to reload the fonts in the browser after a page refresh.

(2) fullcss = standard cookie variable used by us to reload the CSS file in thebrowser after a page refresh.

Maximum cookie lifetime: 730 days

User data collected via technically required cookies is not used to create user profiles.

The use of analytical cookies also serves to improve the quality of our website and its content. From analytical cookies we gain knowledge of how the website is used; we are then able to constantly optimise our services.

We use cookies of the Piwik PRO Analytics:

• _pk_id = Used to recognize visitors and hold their various properties.Expires after: 13 months if user consents; expires after 30 minutes if user does not consent
• _ppms_privacy = Stores visitor’s consent to data collection and usage. Expiresafter: 365 days
• _pk_ses = Shows an active session of the visitor. Expires after: 30 minutes

d) Duration of Storage, Option for Objection and Removal

Cookies are stored on the computer of the user and transmitted from such to our website. This is why you as the user have full control of the use of cookies. By changing your browser’s settings, you may disable or limit the transmission of cookies. Already stored cookies can be deleted at any time. This can also be done in an automated fashion. If cookies are disabled for our website, it is possible that not all functions of the website may be used to the full extent.

VI. Member Newsletter

1. Description and Scope of Data Processing

On our website, there is the option to subscribe to the free Member Newsletter. During the registration for the newsletter, data from the input mask added by iFrame is transmitted to the service provider commissioned by us for e-mail marketing software.

The following data is collected:

• Salutation, first name and last name
• Company name
• E-mail address 

Furthermore, the following data is collected upon registration:

• Date and time of registration

For the processing of data, in line with the registration process, we obtain your consent and refer to this data privacy statement. In connection with the processing of data for the sending of newsletters, with the exception of the provider of email marketing software, data is not forwarded to third parties. Such data is only used for the newsletter to be sent to you.

2. Legal Basis for the Processing of Data

Legal basis for the processing of data after registration for the newsletter by the user is Section 6 Subsection 1 lit. a GDPR if the consent of the user is on hand.

To the extent this pertains to the sending of a newsletter in line with membership to registered data of our database, legal basis is Section 6 Subsection 1 lit. b GDPR.

3. Purpose of Data Processing

Collection of the e-mail address of the user is done to deliver the newsletter.

4. Duration of Storage

Data is deleted as soon as it is no longer required to fulfil the purpose of its collection. The e-mail address of the user is therefore stored for as long as the newsletter subscription is active.

5. Newsletter Tracking

To optimise our newsletter offer, we use personalized newsletter tracking. In this context, besides the e-mail address, we also collect activities connected to the newsletters (click behavior).

6. Option for Objection and Removal

A newsletter subscription may be cancelled by the respective user at any time. A special link is provided in every newsletter for this purpose. Alternatively, you may also send an e-mail to membership(at)dihkj.or.jp.

VII. Member News

1. Description and Scope of Data Processing

On our web page, our members have the option to publish their news for free by using a web form.

The following data is collected:

• Salutation, first name and surname
• Company name
• Telephone
• E-mail address

Furthermore, the following data is collected:

• Date and time of mailing

For the processing of data, in line with the sending process, we obtain your consent and refer to this data privacy statement. The personal data is not forwarded to third parties.

2. Legal Basis for the Processing of Data

Legal basis for the processing of data is Section 6 Subsection 1 lit. a GDPR if the consent of the user is on hand.

3. Purpose of Data Processing

Collection of the information is done to be able to contact the company in case of any questions and for proving that the sender is a member of the AHK Japan.

4. Duration of Storage

Data is deleted as soon as it is no longer required to fulfil the purpose of its collection. At the latest data is therefore stored for as long as the member news is published on our website.

5. Option for Objection and Removal

As user, you have at any time the option to cancel the publishing. Your stored personal data can be amended at any time. To amend or delete your data, please contact communications(at)dihkj.or.jp or membership(at)dihkj.or.jp. 

VIII. Registration (Application for Membership, Members4Members, Event Registration, Job Application, Positions Wanted Posting, Job Offers)

1. Description and Scope of Data Processing

On our website we give our users the option to register while providing personal data. In the process, data is entered into an input mask, transmitted to us and stored. Forwarding of such data to third parties is not effected.

• Salutation, first name and last name
• E-mail
• Telephone number
• Department
• Position

In addition, following information is collected for creating a profile on the "Positions Wanted" page:   

• Education
• Language skills
• Work expierence
• IT skills
• Nationality

At the time of registration, also the following data is stored:

• Date and time of registration

In line with the registration process, consent is obtained from the user for processing of such data.

2. Legal Basis for the Processing of Data

Legal basis for the processing of data is Section 6 Subsection 1 lit. a GDPR if the consent of the user is on hand. If the registration serves the execution of a contract whose contractual party is the user, or the execution of pre-contractual measures, the additional legal basis for the processing of data is Section 6 Subsection 1 lit. b GDPR.

3. Purpose of Data Processing

A registration of the user is required for the execution of a contract with the user, or for the execution of pre-contractual measures. Your registration may be an application for membership, subscribing for Members4Members, an event registration, a job application to the AHK Japan or a posting on our sites “Job Offers” or rather "Positions Wanted".

More information can be found here:

Information requirements for the data processing

4. Duration of Storage

Data is deleted as soon as it is no longer required to fulfil the purpose of its collection.

This is the case for data collected during the registration process for the execution of a contract or for the execution of pre-contractual measures if such data is no longer required for the execution of the contract. Even after having entered into a contract, the requirement to store personal data of the contractual partner may remain in existence to fulfil contractual or statutory requirements.

5. Option for Objection and Removal

As user, you have at any time the option to cancel the registration. Your stored personal data can be amended at any time. To amend or delete your data, please contact membership(at)dihkj.or.jp or communications(at)dihkj.or.jp.

If the data is required for the execution of a contract or the execution of pre-contractual measures, a premature deletion of such data is only possible to the extent that contractual or statutory requirements do not preclude deletion.

IX. Contact Form and E-Mail Contact

1. Description and Scope of Data Processing

On our website, there are contact forms that can be used to contact us electronically. If a user utilizes this option, data entered into the input mask is transmitted to us and stored.

At the time the message is sent, also the following data is stored:

• Date and time of registration

For the processing of data in line with the sending of the message, we obtain your consent and refer to this data privacy statement.

As an alternative, you may also contact us via the provided e-mail address. In such a case, the personal data of the user transmitted via e-mail is stored. In this context, such data is not forwarded to third parties. Such data is only used for the processing of the conversation.

2. Legal Basis for the Processing of Data

Legal basis for the processing of data is Section 6 Subsection 1 lit. a GDPR if the consent of the user is on hand. Legal basis for the processing of data transmitted in line with the sending of an e-mail is Section 6 Subsection 1 lit. f GDPR.

If the purpose of the contact via e-mail is the entering into a contract, the additional legal basis for processing is Section 6 Subsection 1 lit. b GDPR.

3. Purpose of Data Processing

The processing of personal data from the input mask only helps us to process the contact that was established and the communication that was sent by you. If contact is established via e-mail, our required legitimate interest is also in the processing of such data. Other personal data processed during the sending process only serve to prevent misuse of the contact form and to ensure the security of our information technology systems.

4. Duration of Storage

Data is deleted as soon as it is no longer required to fulfil the purpose of its collection. This is the case for personal data from the input mask of one of the contact forms and for data sent via e-mail if the respective conversation with the user is finished. The conversation is finished if it can be deduced from the circumstances that the respective matter is clarified in a concluding fashion. Other personal data collected during the sending process will be deleted after a period of three months at the latest.

5. Option for Objection and Removal

The user has the option to revoke his consent for the processing of personal data. If the user contacts us via e-mail, he may object at any time to the storing of his personal data. In such a case, the conversation cannot be continued. You may send your revocation of consent and objection to storage in writing via e-mail to communications(at)dihkj.or.jp or membership(at)dihkj.or.jp.

All personal data stored in the process of establishing contact will be deleted in such a case.

Website Operators

In line with processing, personal data is forwarded to the agency commissioned to run the website as well as to the technical service provider. Such is regulated via a corresponding agreement with the service provider.

Third-party content

If you have given your consent to the display of third-party content in the consent management, we will integrate content from other websites and providers on our website, each of which is responsible for the data processing thereby taking place in accordance with Art. 4 No. 7 DSGVO. Your end device establishes a direct connection to the server of the respective provider, whereby the provider at least collects and processes your IP address to establish the connection and play out the content. Insofar as this is a process requiring permission under data protection law, the legal basis is your consent to the display of the content. We have no knowledge of whether and, if so, to what extent further processing takes place. The providers may, for example, monitor your behaviour and also create usage profiles, possibly also outside the EEA. You can decide at any time not to display third-party content in the future ("revocation") by setting the corresponding setting in the consent management.

The possibly integrated content providers are: YouTube

Social Media Sharing Button

1. General Notice

Social media plugins usually lead to the fact that every visitor to a website is immediately captured by such services by means of his IP address and that his subsequent browser behaviour is logged. This can also occur if you do not press the button. To prevent this, we use the Shariff method. Here, our social media buttons only establish direct contact between the social network and you only if you click on the respective sharing button. If you are already logged in with a social network, this is done without an extra window for Facebook and Google+. Twitter displays a pop-up window in which the text of the tweet can be edited. This way, you may publish our content in social networks without such networks being able to compile complete surfing profiles.

2. Facebook

Our website uses plugins of the social network Facebook Inc., 1 Hacker Way, Menlo Park, CA 94025, USA. By using the Shariff method, Facebook only gains knowledge of your IP address and your visit to our website if you click the button. If you use the plugin while being logged in on Facebook, Facebook is able to allocate your use to your user account.

We have no knowledge of any subsequent potential collection and use of your data by Facebook and also have no influence on such. More information can be found in the data privacy statement of Facebook. Regarding the general handling with and the disabling of cookies, we also always refer to our general description in this data privacy statement (Section III-B).

3. Google+

Our website uses plugins of the social network Google+ of Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. By using the Shariff method, Google only gains knowledge of your IP address and your visit to our website if you click the button. If you use the plugin while being logged in on Google+, Google+ is able to allocate your use to your user account.

We have no knowledge of any subsequent potential collection and use of your data by Google+ and also have no influence on such. More information can be found in the data privacy statement of Google. Regarding the general handling with and the disabling of cookies, we also always refer to our general description in this data privacy statement (Section III-B).

4. Twitter

Our website uses plugins of the social network Twitter Inc., 795 Folsom Street, Suite 600, San Francisco, CA 94107, USA. By using the Shariff method, Twitter only gains knowledge of your IP address and your visit to our website if you click the button.

We have no knowledge of any subsequent potential collection and use of your data by Twitter and also have no influence on such. More information can be found in the data privacy statement of Twitter. Regarding the general handling with and the disabling of cookies, we also always refer to our general description in this data privacy statement (Section III-B).

5. Xing

Our website uses the Xing share plugin of the social network Xing, XING AG, Dammtorstraße 30, 20354 Hamburg, Germany. By clicking the button, your browser connects to Xing to carry out the functions of the plugin. In this context, no personal data is stored by Xing, and your use is also not recorded via a cookie. More information can be found in the data privacy statement of Xing. Regarding the general handling with and the disabling of cookies, we also always refer to our general description in this data privacy statement (Section III-B).

6. LinkedIn

Our website uses the LinkedIn share plugin of the social network LinkedIn, LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland. By clicking the button, your browser connects to LinkedIn to carry out the functions of the plugin. In this context, no personal data is stored by LinkedIn, and your use is also not recorded via a cookie. More information can be found in the data privacy statement of LinkedIn. Regarding the general handling with and the disabling of cookies, we also always refer to our general description in this data privacy statement (Section III-B).

YouTube Videos

In some instances, we have embedded YouTube videos on our website that are stored on the servers of the provider YouTube and that are playable by our website via such embedding. Embedding of the videos is carried out with the activated option for advanced data privacy settings. If you play these videos, YouTube cookies and DoubleClick cookies are stored on your computer, and data is potentially transmitted to Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, as the operator of YouTube.

When playing videos stored by YouTube, according to current information, at the very minimum the following data is transmitted to Google Inc. as operator of YouTube and operator of the DoubleClick network:

• IP address and cookie ID
• The specific address of our accessed page
• System date and time of access
• Your browser ID

Transmission of such data is carried out independent of whether you have a Google user account via which you are logged in or you do not have a user account. If you are logged in, such data is potentially directly allocated to your account by Google. If you do not want such allocation to your profile, you have to log out prior to activating the playback button for the video.

YouTube or Google Inc. store such data as usage profiles and, if applicable, use such for purposes of marketing, market research and/or for the demand-driven design of their websites. Such an analysis is carried out in particular (also for users who are not logged in) to provide demand-driven advertising and to inform other users about your activities on our website. You have the right to object to the creation of such usage profiles; to exercise your right, you will have to contact Google as the operator of YouTube.

Website Analysis with Piwik PRO

We use Piwik PRO Analytics Suite as our website/app analytics software and consent management tool. We collect data about website visitors based on cookies. The collected information may include a visitor’s IP address, operating system, browser ID, browsing activity and other information. See the scope of data collected by Piwik PRO.

We calculate metrics like bounce rate, page views, sessions and the like to understand how our website/app is used. We may also create visitors’ profiles based on browsing history to analyze visitor behavior, show personalized content and run online campaigns.

We host our solution on Microsoft Azure in Germany, and the data is stored for 25 months.

The purpose of data processing: analytics and conversion tracking based on consent. Legal basis: Art. 6 (1)(a) GDPR.

Piwik PRO does not send the data about you to any other sub-processors or third parties and does not use it for its own purposes. For more, read Piwik PRO’s privacy policy.

As a subject of the processing of personal data, you have the following rights arising from Articles 7 and 15 to 22 of the GDPR. You are entitled to:

• According to Art. 7 DSGVO: a right to revoke the processing, provided that it is based on your consent according to Art. 6. para. 1a). Please note that the revocation is only effective for the future. Processing that took place before the revocation is not affected. Please also note that we may have to retain certain data for different periods of time in order to comply with legal requirements, e.g. for accounting obligations.
• According to Art. 15 DSGVO: a right to information about the processed data and to a copy,
• According to Art. 16 DSGVO, a right of rectification if we process incorrect data about you,
• According to Art. 17 DSGVO, a right to erasure, unless exceptions still apply as to why we are still storing the data, for example, retention obligations or limitation periods,
• According to Art. 18 DSGVO, a right to restriction of processing,
• According to Art. 19 DSGVO, the right to be informed about correction, deletion or restriction of processing of your personal data. We will inform you as a data subject if you request it.
• According to Art. 20 DSGVO, a right to data portability,
• according to Art. 21 DSGVO, a right to object to processing in the public or legitimate interest, unless exceptions apply why we need to continue processing the data, for example due to legal requirements and obligations.

You may contact the supervisory authority pursuant to Art. 77 DSGVO if you find that we are not processing your data properly. The Berliner Beauftragte für Datenschutz und Informationsfreiheit (Berlin Commissioner for Data Protection and Freedom of Information (https://www.datenschutz-berlin.de/) is responsible for us.

IT-Deutschland Global Business Solutions K.K.
MASU no SQUARE 3F
1-14-1 Kanda-Sudacho, Chiyoda-ku
Tokoy 101-0041, Japan