California Privacy Notice – Japan Local Government Center

Council of Local Authorities for International Relations – New York Office

Last Effective Date: April 1, 2026

The New York Office of the Council of Local Authorities for International Relations (the “CLAIR New York Office,” “we,” “us,” or “our”) is committed to protecting personal information and ensuring transparency regarding our privacy practices.

This California Privacy Notice (this “Notice”) applies to California residents (“Consumers”) whose personal information is processed by the CLAIR New York Office. This Notice describes how the CLAIR New York Office collects, uses, discloses, and otherwise processes personal information, and explains the rights available to California residents under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, the “CCPA”).

In the event of any inconsistency between this Notice and other privacy statements issued by the CLAIR New York Office, this Notice will prevail with respect to personal information of California residents to the extent required by the CCPA.

Unless otherwise defined in this Notice, the terms “Personal Information,” “Sensitive Personal Information,” and other capitalized terms have the meanings assigned to them under the CCPA.

Scope of Notice. This Notice applies to all categories of personal information processed by the CLAIR New York Office, including personal information relating to:

participants in international exchange programs (including the JET Programme);
representatives of local governments and public institutions;
participants in seminars, conferences, cultural exchange activities, and other events;
newsletter subscribers;
vendors, contractors, advisors, and other business contacts;
individuals who communicate with or otherwise interact with the CLAIR New York Office through its website or other channels; and
employees and other personnel associated with the CLAIR New York Office.

This Notice applies to personal information processed in connection with the activities and operations of the CLAIR New York Office, including the operation of its website and related online services.

1) OUR PERSONAL INFORMATION PRACTICES

a) Collection and Disclosure of Personal Information

During the preceding 12 months, the CLAIR New York Office may have collected the categories of personal information (or “PI”) listed below. The specific categories collected depend on the nature of the interaction with the CLAIR New York Office.

Categories of PI Collected	Description of PI Collected	Third Party Disclosures for Business or Commercial Purpose
Identifiers	Name, postal address, email address, telephone number, job title, organizational affiliation, and other contact identifiers used to communicate with individuals participating in CLAIR New York Office’s programs or activities; information submitted through website forms, including the JET Programme participant certificate request form and newsletter subscription form.	(1) Service providers supporting administrative and IT functions; (2) Program partners or cooperating institutions; (3) Website maintenance and technical support providers; (4) Newsletter distribution service providers; (5) Professional advisors; (6) Government authorities where required by law
Personal Information described in Cal. Civ. Code §1798.80	Name, nationality, professional affiliation, employment information, contact details, and other administrative information submitted in connection with international exchange programs, events, seminars, institutional cooperation, website inquiries, or newsletter registration.	(1) Service providers supporting operations; (2) Government agencies or local government partners; (3) Program partners and cooperating organizations; (4) Website maintenance and technical support providers; (5) Newsletter distribution service providers; (6) Professional advisors; (7) Authorities where required by law
Professional or Employment Information	Employer, organizational affiliation, position or title, professional contact information, and information relating to participation in policy exchanges, international cooperation initiatives, or events.	(1) Partner institutions and local government organizations; (2) Service providers supporting program administration; (3) Advisors and agents; (4) Authorities where required by law
Internet or Other Electronic Network Activity Information	Information regarding interaction with the CLAIR New York Office website, including IP address, access date and time, referring URL, pages viewed, browser type, operating system, device type, cookie-related information, and analytics data collected through cookies and similar technologies, including through Google Analytics.	(1) Website hosting, maintenance, and technical support providers; (2) Analytics service providers, including Google Analytics; (3) Professional advisors where necessary; (4) Government authorities where required by law
Audio, Visual, and Similar Information	Photographs or video recordings taken during events, seminars, or official activities; recordings of meetings where appropriate; security camera recordings at the CLAIR New York Office’s office facilities.	(1) Event service providers; (2) Partner organizations involved in events; (3) Advisors and agents; (4) Authorities where required by law
Sensitive Personal Information	Government identification numbers (including Social Security numbers where required for payment processing or tax reporting); health-related information where necessary to address medical incidents or ensure safety during events or official activities.	(1) Service providers supporting financial administration; (2) Government authorities where required for legal compliance; (3) Emergency or medical service providers where necessary

Sensitive Personal Information is used only where reasonably necessary for the purposes permitted under the CCPA.

Sales and Sharing of Personal Information

Under the CCPA:

“Sale” refers broadly to transferring personal information to a third party for monetary or other valuable consideration.
“Sharing” refers to certain disclosures for cross-context behavioral advertising.

The CLAIR New York Office:

does not sell personal information
does not share personal information for cross-context behavioral advertising

i) Sources of Personal Information

The CLAIR New York Office may collect personal information from the following sources:

directly from individuals
through website forms operated by the CLAIR New York Office, including forms relating to JET Programme participant certificates and newsletter subscriptions;
through the CLAIR New York Office website and related online services;
government agencies and local government partners
cooperating institutions participating in international exchange programs
partner organizations involved in the CLAIR New York Office’s activities
service providers supporting the CLAIR New York Office’s operations

ii) Purposes of Collection, Use, and Disclosure

The CLAIR New York Office may collect, use, and disclose personal information for the following purposes:

administration of international exchange programs involving local governments;
processing requests relating to JET Programme participant certificates;
coordination with partner organizations and governmental institutions;
organization and management of conferences, seminars, cultural exchange activities, and policy discussions;
communication with program participants, institutional partners, and other stakeholders;
operation, maintenance, administration, and improvement of the CLAIR New York Office website;
responding to website inquiries and managing online submissions;
distribution and management of newsletters;
analysis of website usage and performance;
payment processing, honoraria administration, and reimbursement of expenses;
compliance with legal, regulatory, and administrative obligations;
office administration and operational management;
security and safety management at the CLAIR New York Office’s facilities, events, and online services; and
protection of legal rights and prevention of fraud or misuse.

2) Retention of Personal Information.

The CLAIR New York Office retains personal information only for as long as necessary to fulfill the purposes described in this Notice and the main Privacy Policy, including program administration, website operation, newsletter management, coordination with partner organizations, and operational management.

In determining the appropriate retention period, the CLAIR New York Office considers:

the nature, scope, and purpose of the processing;
the sensitivity of the personal information;
applicable legal, administrative, and regulatory requirements; and
the need to maintain records for accountability, reporting, audit, website administration, and institutional recordkeeping purposes.

The CLAIR New York Office does not apply fixed retention periods in all cases. Instead, personal information is retained in accordance with internal record management practices and applicable laws.

Personal information may be retained for longer periods where necessary to:

comply with legal or regulatory obligations;
respond to inquiries or requests from governmental or supervisory authorities;
establish, exercise, or defend legal claims; or
support ongoing or future program administration, website administration, newsletter management, and institutional recordkeeping.

When personal information is no longer required for the purposes for which it was collected, it will be securely deleted or anonymized in accordance with applicable policies and procedures.

3) CALIFORNIA PRIVACY RIGHTS

Subject to certain limitations and exceptions under the CCPA, California residents may have the following rights:

a) Right to Know / Access

You have the right to request that we disclose:

the categories of personal information we have collected about you;
the categories of sources from which the personal information is collected;
the business or operational purposes for collecting, using, or disclosing personal information;
the categories of third parties to whom personal information is disclosed; and
the specific pieces of personal information we have collected about you

b) Right to Delete

You have the right to request the deletion of personal information collected about you, subject to certain exceptions, including where retention is necessary for legal, administrative, or operational purposes.

c) Right to Opt-Out of Sale or Sharing

Under the CCPA, you have the right to opt out of the “sale” or “sharing” of personal information.

However, the CLAIR New York Office:

does not sell personal information; and
does not share personal information for cross-context behavioral advertising

Accordingly, this right is not applicable to our processing activities.

d) Right to Correct

You have the right to request correction of inaccurate personal information maintained by the CLAIR New York Office.

e) Right to limit uses and disclosure of sensitive PI

Under the CCPA, you may have the right to limit the use and disclosure of sensitive personal information.

However, the CLAIR New York Office:

does not use sensitive personal information for purposes other than those permitted under applicable law, including purposes necessary to provide services, ensure security, administer payments, and comply with legal obligations

Accordingly, this right is generally not applicable to our processing activities.

f) Right to Non-Discrimination

You have the right not to receive discriminatory treatment for exercising your rights under the CCPA.

4) HOW TO EXERCISE YOUR RIGHTS

a) Requests to know (Access), correct and delete

California residents may submit requests to exercise their rights by contacting the CLAIR New York Office using the contact information provided in this Privacy Policy.

Requests may be submitted via email or other appropriate communication channels designated by the CLAIR New York Office.

Verification of Requests

As required under applicable law, requests are subject to a verification process.

The CLAIR New York Office will take reasonable steps to verify your identity, which may include:

comparing the information provided in your request with information maintained in our records; and/or
requesting additional information where necessary to confirm your identity

If we are unable to verify your identity, we may deny the request in whole or in part and will inform you accordingly.

b) Opt–out of Sales and Sharing

The CLAIR New York Office:

does not sell personal information; and
does not share personal information for cross-context behavioral advertising purposes

Accordingly, opt-out rights relating to the sale or sharing of personal information do not apply.

The CLAIR New York Office operates a website and may use cookies, analytics tools, and similar technologies for operational and analytics purposes, including through Google Analytics. The CLAIR New York Office does not use such technologies for cross-context behavioral advertising.

c) Authorized Agents

California residents may designate an authorized agent to submit a request on their behalf.

To process such requests, the CLAIR New York Office may require:

written authorization signed by the individual; or
a valid power of attorney

The CLAIR New York Office may also require the individual to:

verify their own identity directly; and
confirm the authority of the authorized agent

Requests submitted by authorized agents will be processed in accordance with applicable law.

d) Requests Involving Other Organizations

In certain cases, the CLAIR New York Office may receive or process personal information in coordination with government entities, local authorities, or partner organizations.

Where personal information is controlled by another organization, requests relating to such information may need to be directed to the relevant organization that originally collected or controls the personal information.

The CLAIR New York Office will, where appropriate, provide guidance on how to contact the relevant organization.

6) ADDITIONAL CALIFORNIA NOTICES

In addition to the rights described above, California residents may have certain additional rights under other California privacy laws, as described below.

a) California “Shine the Light Law” (third party marketing)

Under California Civil Code § 1798.83 (“Shine the Light” law), California residents may request information regarding the disclosure of personal information to third parties for their direct marketing purposes.

The CLAIR New York Office does not disclose personal information to third parties for their direct marketing purposes.

Accordingly, opt-out mechanisms relating to such disclosures are not required.

California residents may nevertheless submit inquiries regarding this law using the contact information provided in this Privacy Policy.

b) Additional California Privacy Provisions

i) Online Tracking and Do Not Track Signals

Accordingly:

the CLAIR New York Office does not respond to browser-based “Do Not Track” signals; and
mechanisms relating to cookie preferences or Global Privacy Control (GPC) signals are not applicable

ii) California Minors

The CLAIR New York Office does not operate online platforms that allow individuals to publicly post content.

However, where personal information relating to minors is processed in connection with programs, events, or other activities, the CLAIR New York Office handles such information in accordance with applicable laws and with appropriate safeguards.

Where required by applicable law, requests relating to the personal information of minors, including individuals under the age of 16, where applicable, may be submitted by a parent or legal guardian using the contact information provided in this Privacy Policy.

7) CONTACT US

If you have any questions regarding this Notice, our privacy practices, or if you wish to exercise your rights under applicable data protection laws, please contact the CLAIR New York Office using the contact details below.

Council of Local Authorities for International Relations, New York Office

(Japan Local Government Center)
Email: jlgc@jlgc.org
Address: 3 Park Avenue, 20th Floor, New York, NY 10016-5902, U.S.A.

The CLAIR New York Office will respond to inquiries and requests in accordance with applicable laws. To protect personal information, we may take reasonable steps to verify your identity before responding to your request.