Privacy Policy

Council of Local Authorities for International Relations, New York Office

Effective: 1 April 2026

The Council of Local Authorities for International Relations, New York Office (the “CLAIR New York Office,” “we,” “us,” or “our”) considers it an important responsibility to carefully manage the personal data that you entrust to us. We take the importance of personal data seriously and are committed to handling it appropriately in a manner worthy of your trust. We also take all reasonably necessary protective measures to protect personal data from misuse and to keep it secure.

We believe it is important for you to understand how we use your personal data. Therefore, we encourage you to carefully read this Privacy Policy (the “Policy”). This Policy describes our privacy practices and the rights and choices you have regarding your personal data.

About the Council of Local Authorities for International Relations, New York Office
The Council of Local Authorities for International Relations (“CLAIR”) is an organization established to promote the internationalization of local governments in Japan. The CLAIR New York Office is responsible for promoting international exchange involving local governments in North America, collecting and disseminating information, and handling matters related to the JET Programme.

We are the controller of the personal data collected under this Policy and will manage and protect such personal data appropriately.

Scope
This Policy applies to all personal data we collect, use, disclose, or otherwise process. This includes the following

• work relating to the JET Programme;
• work relating to support for overseas activities;
• work relating to lectures, seminars, the invitation of senior local government officials from the United States and other countries, and the holding of other events;
• work relating to newsletters and other public relations activities;
• the operation of our website and other online services;
• the payment of honoraria, compensation, and similar payments relating to the above; and
• other work necessary for the operation of the CLAIR New York Office.

For purposes of this Policy, “personal data” means any information that relates to, describes, or is reasonably associated or linked to you, or through which we can identify you.

We are the controller of the personal data collected under this Policy and will manage and protect such personal data appropriately.

Personal Data We Collect
We collect personal data in the following ways:

• directly from you;
• from service providers or related organizations; and
• automatically when you use the website operated by the CLAIR New York Office.

The data we collect varies depending on the nature of the relevant activities, but may include the following:

General

• JET Programme participants and alumni
  We may collect the following information for the purpose of carrying out work relating to the JET Programme: name, date of birth, address, email address, telephone number, participation history, and information necessary to issue a certificate of participation. We may collect such information directly from the individual through an application form for a JET Programme participation certificate.
• Representatives of local governments and related organizations
  We may collect the following information for the purpose of coordinating with local governments or related organizations: name, affiliated organization, job title, email address, and telephone number.
• Applicants for support for overseas activities
  We may collect the following information in connection with requests from local governments or related organizations for support for overseas activities: name, affiliated organization, job title, and contact details.
• Participants in lectures, seminars, and other events
  We may collect the following information in connection with lectures, seminars, and other events: name, affiliation, job title, email address, telephone number, and participation history.
• Speakers, presenters, and collaborators
  Where the payment of honoraria arises in connection with lectures, writing, support for events, or similar activities, we may collect the following information: name, address, email address, telephone number, bank account details, and tax-related information.
• Newsletter subscribers
  For the distribution of our newsletters, we may collect your name, email address, and other information entered into the subscription form. Such information may be shared with the email distribution service provider used by the CLAIR New York Office.
• Representatives of business partners and service providers
  We may collect the following information for the management of outsourcing arrangements or contractual relationships: name, company name, job title, email address, and telephone number.
• CLAIR New York Office personnel
  For personnel management purposes, we may collect the following information: name, address, date of birth, contact details, and employment information.
• Family members of CLAIR New York Office personnel
  For employee welfare and emergency response purposes, we may collect the following information: name, relationship, and contact details.

Special Categories of Personal Data
Due to the nature of our activities, we may in certain cases handle information that may be regarded under applicable data protection laws as “special categories of personal data” or similar categories of sensitive personal data. Such information may, by itself or in combination with other information, reveal information about an individual’s identity, financial situation, health, or other highly personal matters, and may therefore require a higher level of protection than ordinary personal data. Where we collect or use such information, we will do so in accordance with applicable law, limit the collection to what is necessary, and handle it with appropriate security measures. The special categories of personal data we may handle include the following:

• Government-issued identification numbers and similar information
  Government-issued identification numbers collected for the payment of honoraria, tax compliance, or compliance with legal obligations. This may include, for example, a Social Security Number (SSN), Taxpayer Identification Number (TIN), passport number, or other government-issued identification number.
• Financial and payment information
  Financial information collected for the payment of honoraria, outsourcing fees, or other payments. This may include, for example, bank account details, recipient financial institution information, and tax-related information.
• Health-related information
  Health-related information collected where necessary for emergency response. This may include, for example, information regarding an individual’s health condition provided for emergency contact response purposes, or information indicating that medical accommodation is required.

Where required by applicable law, we will obtain your consent or rely on another lawful basis recognized by law before processing such special categories of personal data. Such information will only be used to the extent necessary to achieve the relevant purpose.

Personal Data We Collect And Process Automatically
Through the website and other online services operated by the CLAIR New York Office, we may automatically collect personal data or information related to such personal data. This may include information collected through cookies, access logs, analytics, and similar technologies.

The information we collect automatically may include, for example, the following:

• Internet connection and access log information
  Technical information generated when you access our website, such as your IP address, date and time of access, referrer URL, and pages viewed.
• Device and browser information
  Technical information regarding the device or browser you use, such as browser type, operating system (OS), language settings, and device type.
• Information collected through cookies and similar technologies
  Information collected for the purpose of improving website usability, understanding usage patterns, and managing and analyzing our systems, such as cookie ID, session information, and similar data.

We may use Google Analytics to analyze website usage and to improve, enhance the usability of, and manage our website. The information collected through Google Analytics generally does not include information that directly identifies a specific individual, such as a name or email address, but may include information about the user’s device or browser and browsing behavior. We may also receive support from an external website maintenance provider for the editing, maintenance, and technical administration of our website.

How We Use Your Personal Data
We use and process personal data for the following purposes:

• For the purposes of carrying out our activities
  We use the personal data described in the section “Personal Data We Collect” to the extent necessary to carry out the activities of the CLAIR New York Office. This includes, for example:
  • carrying out work relating to the JET Programme (including issuing certificates of participation);
  • responding to requests from local governments and related organizations for support for overseas activities;
  • planning and operating lectures, seminars, and other events;
  • providing information and communications to event participants;
  • making honoraria and other payments to speakers, presenters, or collaborators;
  • communicating and coordinating with related organizations and local governments;
  • distributing and managing newsletters;
  • responding to applications, inquiries, or registrations submitted through forms on our website; and
  • operating, maintaining, and improving our website.
• To comply with legal obligations
  We may use personal data in order to comply with applicable laws and regulations. This includes, for example:
  • fulfilling accounting and tax obligations;
  • responding to requests from governmental or supervisory authorities;
  • creating and maintaining business records; and
  • responding to legal claims.
• For our legitimate interests in the proper operation of our activities
  We may use personal data to the extent necessary for the proper operation of CLAIR New York Office’s activities, provided that such use does not unduly prejudice the rights and interests of individuals. This may include:
  • managing the operation of the CLAIR New York Office;
  • communicating and coordinating with related organizations;
  • providing information regarding the activities of the CLAIR New York Office;
  • preparing statistics regarding website usage and analyzing and improving our website;
  • ensuring security and preventing and investigating misconduct;
  • protecting our rights or assets; and
  • protecting the safety of individuals or third parties; and
  • other operational purposes permitted under applicable law.

To the extent that we rely on our legitimate interests as the legal basis for processing your personal data, the individual concerned may have the right to object to such processing. We must stop processing the relevant personal data unless we can demonstrate either:
(1) compelling legitimate grounds that override the interests, rights, and freedoms of that individual; or
(2) that the processing is necessary for the establishment, exercise, or defense of legal claims.
For more information regarding these rights, please see the section “Your Rights” below.

• Use of personal data based on your consent
  Where required by applicable law, we may collect or use personal data based on your consent. This may include, for example, the use of special categories of personal data, cases where consent is necessary for newsletter distribution, or cases where consent is required under the laws of a particular jurisdiction.
  Where we request your consent, we will explain the purpose and method of use of the relevant personal data before obtaining your consent. You may withdraw your consent at any time within the scope permitted by applicable law. However, if consent is withdrawn, we may no longer be able to provide all or part of the relevant activities or services carried out on the basis of that consent.

How We Share Your Personal Data
We may share personal data with the following parties to the extent necessary for the performance of our activities:

• Service providers
  We may entrust the handling of personal data to service providers and other related businesses for the purpose of carrying out our activities. This may include, for example:
  • support for the operation of lectures, seminars, and other events;
  • operation of information systems and technical support;
  • data management or administrative processing;
  • administrative processing relating to the payment of honoraria and other payments;
  • editing, maintenance, and technical administration of our website; and
  • newsletter distribution management.

These service providers will handle personal data only to the extent necessary to perform the relevant entrusted services. We require them, by contract or other appropriate measures, to handle personal data properly in accordance with our instructions.

• Disclosure to third parties based on legal requirements
  We may disclose personal data to third parties where disclosure is required by law, where requested by a court, administrative authority, or supervisory authority, or where otherwise permitted by law.
• Disclosure based on your consent
  We may provide personal data to third parties where you have consented or requested us to do so.
• Use of aggregated or anonymized information
  We may use or share information that has been processed so that individuals cannot be identified, or anonymized information, for the purposes of operational analysis, research, or the preparation of statistical materials.

Cookies, Analytics and Personalization
We may use cookies, access logs, analytics, and similar technologies on the website we operate.

Such technologies may be used, for example, for the following purposes:

• providing the basic functions of the website;
• improving website usability;
• understanding how the website is used;
• improving and managing the website; and
• ensuring security.

We may use Google Analytics to analyze website usage. Google Analytics may collect information such as users’ browsing activity on the website, access routes, and information relating to the device or browser used.

You may be able to limit or disable the use of cookies through your browser settings. However, if they do so, certain functions of the website may not be available.

About Individuals Under the Age of 16
If an individual under the age of 16 provides personal data to the CLAIR New York Office, the consent of a parent or guardian must be obtained. If you suspect that we have collected personal data from an individual under the age of 16 without appropriate consent, please contact us so that we can delete such information (see “Contact Us” below).

International Transfers of Personal Data
We may transfer personal data to countries or regions other than the country or region where the CLAIR New York Office is located to the extent necessary for the performance of our activities. This may include disclosure or entrustment to external service providers or contractors used by the CLAIR New York Office. The level of protection of personal data in such countries or regions may not be equivalent to that in the country or region where the personal data was collected. We will endeavor to implement appropriate safeguards for such transfers in accordance with applicable law.

Information Security
We have implemented technical, physical, and organizational security measures to protect the personal data we collect against unauthorized or unlawful use, alteration, unauthorized access or disclosure, loss, or destruction. These measures include, for example:

• managing access rights to personal data;
• implementing information system security measures;
• appropriately managing and supervising personnel who handle personal data; and
• requiring necessary contractual and managerial measures with respect to service providers.

However, because no information system can guarantee complete security, we strive to maintain and improve appropriate security measures within a reasonable scope.

Retention of Personal Data
We retain personal data only for as long as necessary to fulfill the purposes for which the relevant personal data is used. For example, we may retain personal data for the following purposes:

• carrying out JET Programme-related work and maintaining related records;
• supporting overseas activities of local governments;
• operating seminars, lectures, or events;
• fulfilling accounting and tax obligations relating to honoraria and other payments; and
• personnel management of the CLAIR New York Office.

We may also retain personal data for such period as necessary where:

• retention is required by law;
• retention is necessary for accounting, tax, or audit purposes; or
• retention is necessary for the establishment, exercise, or defense of legal claims.

Once the retention period has expired, personal data will be securely deleted or anonymized in accordance with applicable law and our internal rules.

Your Rights
Subject to the limitations and exceptions under applicable data protection laws, individuals may have the following rights with respect to their personal data handled by the CLAIR New York Office:

• Right of access
  You may have the right to request access to the personal data we hold about you and information regarding the processing of such personal data.
• Right to rectification
  If the personal data we hold is inaccurate or incomplete, you may have the right to request that it be corrected or updated.
• Right to deletion
  You may have the right to request the deletion of your personal data, except where retention is required by law, necessary for the establishment, exercise, or defense of legal claims, or otherwise justified by legitimate reasons.
• Right to object to processing
  Where we process personal data on the basis of legitimate interests, you may have the right to object to such processing on grounds relating to your particular situation, unless we can demonstrate overriding legitimate grounds for the processing.
• Right to restriction of processing
  In certain circumstances, you may have the right to request restriction of the processing of your personal data. This may include, for example, where:
  • the accuracy of the personal data is contested;
  • the processing is unlawful, but you oppose deletion and request restriction instead; or
  • we no longer need the personal data for the original purpose, but it is required for legal claims.
• Right to data portability
  Where permitted by applicable law, you may have the right to receive the personal data you have provided to us in a commonly used, machine-readable format, or to request that it be transferred to another controller.
• Right to withdraw consent
  Where we process personal data based on your consent, you may withdraw that consent at any time with effect for the future. However, such withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

If you wish to exercise any of these rights, please contact us using the contact details set out in this Policy.

We will respond to requests relating to personal data in accordance with applicable law. We may ask you to provide additional information as necessary to verify your identity.

If you have concerns regarding our handling of your personal data, you may contact us. You may also have the right, under applicable law, to lodge a complaint with a supervisory authority or data protection authority.

Additional Information for Certain Jurisdictions
Individuals residing in certain jurisdictions may have additional rights or protections under applicable data protection laws in addition to those described in this Policy. CLAIR New York Office may provide additional information required by the data protection laws of particular jurisdictions in accordance with applicable law.

Country-Specific Requirements
In some countries or regions, data protection laws require additional information to be provided in relation to the handling of personal data. For additional information regarding CLAIR New York Office’s handling of personal data and individuals’ rights, please refer to any applicable country-specific requirements that may be separately provided by CLAIR New York Office.

Japan
United States
Canada

Other Websites
The information or notices provided by the CLAIR New York Office may contain links to websites operated by third parties. These websites are operated by third parties, not by the CLAIR New York Office. Accordingly, we are not responsible for the collection, use, or management of personal data by such third parties. If you use these third-party websites, please review the privacy policies posted on those websites.

Changes to this Policy
This Policy is current as of the effective date stated above. We may amend this Policy from time to time as necessary. Where changes are made, we will notify you through CLAIR New York Office’s website or by other appropriate means. Where such changes materially affect the handling of personal data already collected, we will endeavor to provide prior notice in a reasonable manner in accordance with applicable law.

Contact Us
If you have any questions, complaints, or requests regarding our handling of personal data, please contact us at:

Council of Local Authorities for International Relations, New York Office
(Japan Local Government Center)
E-mail: jlgc@jlgc.org
Address: 3 Park Avenue, 20th Floor, New York, NY 10016-5902, U.S.A.