Event Privacy Policy
Event Privacy Policy
This privacy policy applies to the events which are organized or co-organized by the Institute of Actuaries of Japan (IAJ).
References in this privacy policy to “IAJ”, “we”, “us”, “our” or similar terms refer to the Institute of Actuaries of Japan and references in this privacy policy to “you” or “participant(s)” refer to the person completing the Event Registration Form (as defined below).
Chapter 1 sets forth the policy for handling the personal information of all participants. Chapter 2 sets forth the policy for handling the personal information we collect from each participant residing in the European Union and the United Kingdom (U.K.). Chapter 3 sets forth the policy for handling the personal information we collect from each participant residing in the State of California.
Chapter 1 Handling of Personal Information of All Participants
Article 1 Definitions
(1) Announcement Page refers to IAJ’s website and/or print advertisements, etc., that announce the Event and post the outline of the Event.
(2) Event(s) means events, seminars, forums, symposiums, exhibitions, etc., organized or co-organized by IAJ. These events include the Online Events over the internet, the Offline Events held at the venue, or the events held by both ways.
(3) Event Registration Form means the electronic form and paper form made by IAJ for participants to register for the Event. It also includes an account registration form for the online event platform.
(4) IAJ means the Institute of Actuaries of Japan.
(5) IAA means the International Actuarial Association.
(6) Survey Form means a form made by IAJ to collect comments and opinions concerning the Event from participants through online digital forms or paper forms.
(7) Sponsors refer to companies, organizations, institutions, etc., that support the Event. For an exhibition, Sponsors may refer to the exhibiting companies. You may find more information on Sponsors on the event announcement page.
Article 2 Personal Information We Collect
We collect the following personal information about you.
1. Registration information – such as name, gender, age, address, e-mail address, phone number, industry, company name and other information you submit by the Event Registration Form.
2. Survey data – such as your name, e-mail address, and other answers to the questions that you filled out in the form. It also includes information which could be attributed to a natural person by use of the registration information. Survey data shall not include anonymous survey responses.
3. Photographic, Video and Audio Recordings – such as photos, movies, etc., may be taken by staff during the Event. These may be published without prior notice.
Article 3 Purpose of use of personal information
1. We use your personal information for purposes which may include:
(1) providing you with information about the Event including confirmation of registration for the Event, how to participate in the Event, schedule changes, cancellations, etc.;
(2) responding to your inquiries;
(3) sending materials, participation certificates, invoices, or the like related to the Event;
(4) confirming qualified participation online or offline;
(5) sharing your personal information with Sponsors or other third parties;
(6) conducting analysis of the Event, planning and developing new events based on your survey responses and attribute information; or
(7) promoting and reporting the Event.
2. In the event that IAJ uses the provided personal information beyond the scope necessary to achieve the purposes of use set forth in the preceding paragraph, IAJ will obtain prior consent from each participant.
3. IAJ will retain the personal information of participants as long as it is necessary for the purposes of use described in this article or as long as it is legally required.
4. IAJ will not sell the personal information to the third parties.
Article 4 Who We Share Your Personal Information with
1. IAJ may share your personal information with IAA without obtaining prior consent from you. Please check the privacy policy of the IAA on their official website. (www.actuaries.org)
2. IAJ may outsource part of its operations and provide personal information to subcontractors within the scope necessary to achieve the purposes of use. In such cases, we will appropriately manage and supervise the subcontractors, including concluding contracts regarding the handling of personal information with these subcontractors.
3. IAJ may share your personal information with Sponsors after obtaining prior consent from you.
4. Please contact the Sponsor directly regarding the handling of personal information by such Sponsor. IAJ is not responsible for the use of personal information by the Sponsor.
Article 5 Anonymous Information
1. Personal information set forth in Article 2 may be rendered anonymous in such manner that the information subject is not or no longer identifiable (hereinafter referred to as "Anonymous Information").
2. We may provide Anonymous Information to Sponsors or other third parties by e-mail or by uploading it to a server.
Article 6 Handling of Registration Information Provided by Corporations, Groups, and Agent Registrants
1. If an application is made by a corporation, organization or other legal person (“Your Organization”), and the following requests or inquiries regarding personal information are received from Your Organization, we may respond without notifying you.
(1) When we receive a request for cancellation or change of application for participation;
(2) When we receive an inquiry regarding the presence, absence or status of participation in the Event; or
(3) Other requests that are reasonable.
2. We may contact you or Your Organization for confirmation and reminders regarding the payment of the participation fee for the Event. Please be aware of this in advance when applying through Your Organization.
Article 7 Inquiry Desk
If you have any requests regarding your personal information or any questions with regard to these practices, please contact the following inquiry desk.
Inquiry Desk
mailto: secretariat@actuaries.jp
The Institute of Actuaries of Japan
Harumi Island Triton Square Office Tower X 2F
1-8-10 Harumi, Chuo-ku, Tokyo 104-6002, JAPAN
Chapter 2 Handling Personal Information of European Economic Area and the United Kingdom Participants
This Chapter 2 shall apply to the handling of personal information of participants residing in the EEA (which means the European Union and other countries and/or regions in the European Economic Area, including Iceland, Liechtenstein and Norway based on the Agreement on the European Economic Area) and the United Kingdom, in addition to Chapter 1. And Japan has received an adequacy decision from the European Commission stating that it offers an adequate level of data protection.
Article 8 Personal Information We Collect
1. IAJ collects the registration information and survey data described in Article 2.
2. IAJ does not collect access data on the Announcement Page and Event Registration Form through cookies.
Article 9 Lawful basis for Handling Personal Information – your consent, etc. – —your right to withdraw the consent
1. You are deemed to have agreed to our handling of your personal information when you indicate your consent to the Privacy Policy, and IAJ handles your personal information based on such consent by you. You have the right to withdraw your consent to process your personal information anytime, but this will not affect the lawfulness of any processing carried out before withdrawal of the consent. To exercise this right, please contact us by the method set forth in Article 7.
2. When you are under the age of sixteen (16), IAJ shall obtain your parent’s or guardian’s consent regarding your participation in the Event and this privacy policy on behalf of you or you should obtain the permission of your parent or guardian to give consent to your participation in the Event and your consent for this privacy policy.
Article 10 Necessity of your Provision of Personal Information
Personal information provided by participants is necessary for participation in this Event, and participants who do not provide their personal information may not be able to participate in this Event.
Article 11 Cross Border Transfer of Personal Information
Your personal information may be transferred to countries or jurisdictions outside your residence area including Japan for the purposes outlined in this Privacy Policy. Please note that such countries or jurisdictions, other than Japan, may not have the same data protection laws as your residence area and might not afford many of the rights conferred upon you in your residence area. We will put in place sufficient safeguards to protect your personal information that is transferred in this way, by concluding standard contract clauses based on GDPR.
Article 12 Your Rights
1. You have the right to (1) access your personal information, (2) request to correct, add, delete, (3) suspend use, and (4) suspend provision to third parties.
2. You may receive your personal information or direct us to transmit your personal information to third parties that you designate.
3. You will not be treated discriminatorily by exercising these rights.
4. If you wish to exercise any of the rights above, please contact us by the method set forth in Article 7.
5. You can lodge a complaint with your data protection authority if you have a complaint regarding our processing of your personal information.
Chapter 3 Handling Personal Information of California Participants
This Chapter 3 shall apply to the handling of personal information of participants residing in California in accordance with the provisions of the California Consumer Privacy Act of 2018 and California Privacy Rights Act of 2020 (Collectively, “CPRA”), in addition to Chapter 1.
Article 15. The Rights of California Participants regarding Personal Information
1. Right to Know About Personal Information Collected, Disclosed, or Sold
You have the right to request that IAJ disclose what personal information about you is collected, used, disclosed and sold, if any, in the preceding 12 months. Your request(s) may include a request for any or all of the following:
(1) Specific pieces of personal information that we have collected about you;
(2) Categories of personal information that we have collected about you;
(3) Categories of sources from which the personal information has been collected;
(4) Categories of personal information that we have disclosed for a business purpose about you, if any;
(5) Categories of third parties to whom the personal information has been disclosed for a business purpose, if any; and
(6) The business or commercial purpose for collecting personal information, if any.
2. Right to Request Deletion of Personal Information
You have the right to request the deletion of your personal information collected by us.
3. Right to Request Correction of Inaccurate Personal Information
If we hold inaccurate personal information about you, you have the right to request us to correct such inaccurate personal information, taking into account the nature of the personal information and the purposes of the processing of the personal information.
4. Right to Opt-Out of the Sharing of Personal Information
You have the right to opt-out of the sharing of your personal information by us. We do not knowingly share the personal information of participants under the age of 16 unless the participant has affirmatively authorized the sharing of its personal information.
5. Right to Non-Discrimination for the Exercise of a Consumer’s Privacy Rights.
You have a right not to receive discriminatory treatment by us for the exercise of the privacy rights conferred by CPRA.
6. Right to Limit Use of Sensitive Personal Information
In the event that the Event is held on an event distribution platform operated by IAJ, IAJ will obtain the account information of participants on that platform. Account information is sensitive personal information under CPRA. You may request IAJ to limit its use to what is necessary for the provision of services. However, please note that IAJ uses such account information only for user authentication on the event distribution platform, and this use is necessary for participating in this event. In addition, since the password included in the account information is hashed and stored in the system of the platform, IAJ cannot know the original password.
7. Methods for Submitting Requests to Know, Requests to Correct and Requests to Delete.
You can exercise your rights which are set forth in subsections 1, 2 and 3 of this Article 15 by contacting the Inquiry Desk.
You may submit the request to know, the request to correct and/or the request to delete by yourself or through an authorized agent with the written permission signed by you. IAJ will respond to verified requests which verify that you are the consumer about whom IAJ has collected such required information. Please check with the Inquiry Desk for more details about the methods for submitting requests to know, requests to correct and requests to delete.
Article 16. Personal Information We Collected
1. IAJ has collected the registration information, participation data and survey data described in Article 2 from participants in the past 12 months.
2. IAJ does not collect access data on the Announcement Page and Event Registration Form through cookies.
Article 17. Sharing or Disclosure to Third Parties and Opt-Out of These
1. IAJ does not sell nor share the personal information.
2. IAJ disclose the personal information described in Article 2 to Sponsors.
Date of last update: March 6th, 2025
Code of Conduct
Our Congress is dedicated to providing a harassment-free and safe Congress experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. We do not tolerate harassment of Congress Participants in any form. Sexual language and imagery is not appropriate for any Congress venue, including talks, workshops, parties, X and other online or social media. Congress Participant violating these rules may be sanctioned or expelled from the Congress without a refund at the discretion of the Congress Organizers.
All Participants (attendees, speakers, guests, sponsors, exhibitors media, suppliers and volunteers) at the International Congress of Actuaries 2026 (ICA2026) are required to agree with this Code of Conduct. Congress Organizers will enforce this code throughout the event. We expect cooperation from all Participants to help ensure a safe environment for everybody.
A Participant asked to stop any harassing behavior is expected to comply with any directives issued by the congress organizer immediately.
If a Participant engages in harassing behavior, the Congress Organizers may take any action they deem appropriate, including warning the offender or expulsion from the Congress with no refund.
If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of Congress or venue staff immediately.
SNS Policy
The Institute of Actuaries of Japan Social Media Usage Policy
[April 1, 2024]
1. Introduction
The Institute of Actuaries of Japan (hereinafter referred to as the “IAJ”) has opened the following official SNS accounts (hereinafter referred to as the “Account”) for the purpose of information dissemination. Users (hereinafter referred to as “Users”) who use the Account are requested to read the following terms of use in advance and agree to its contents before use.
(Please note that the following accounts are dedicated to The Institute of Actuaries of Japan):
・ X: 公益社団法人 日本アクチュアリー会 (@iaj_kouhou)
(Please note that the following accounts are dedicated to ICA2026 Tokyo):
・ X: ICA2026 Tokyo (@ICA2026)
・ Facebook: ICA2026 Tokyo (ica2026.tokyo)
・ LinkedIn: ICA2026 Tokyo
2. Basic Policy
The purpose of this Account is to: disseminate information about the IAJ’s activities, initiatives, and event updates; deepen understanding of the IAJ among Users; and enhance User convenience.
3. Copyrights and Handling of Personal Information
The copyrights and other intellectual property rights of the information posted by the IAJ on the Account (including texts, logos, trademarks, trade names, photos, illustrations, data, etc.) belong to the IAJ and its affiliated organizations unless otherwise specified, and are protected by copyright law and other laws. The copyrights and other intellectual property rights of the information posted by Users belong to the Users themselves. However, by posting, Users grant the IAJ the right to use the posted information (including modifications, etc.) free of charge, and agree not to exercise copyright and other intellectual property rights.
Personal information of Users acquired by the IAJ and information posted by Users that the IAJ determines to be personal information are subject to the IAJ’s “Personal Information Protection Policy.”
4. Prohibited Activities
The following actions are prohibited when commenting or posting to the Account. Please review the prohibited actions in advance before use:
- Posting or transmitting harmful programs (including computer viruses) or engaging in acts that may cause such transmission.
- Acts that infringe upon the privacy of third parties or the IAJ.
- Acts that cause disadvantages or damages to third parties or the IAJ.
- Acts that damage the reputation or credibility of third parties or the IAJ.
- Acts that infringe upon copyrights, trademark rights, portrait rights, etc., of the Digital Agency or third parties.
- Posting with the purpose of directing viewers of this page to other websites without the IAJ’s permission.
- Acts contrary to public order and morals.
- Criminal acts or acts that lead to criminal acts or may lead to such acts.
- Acts that violate laws, regulations, or ordinances, or may lead to such violations.
- Advertising, promotion, solicitation, business activities, or other acts for commercial or business purposes.
- Posts unrelated to the purpose of the Account or similar acts.
- Fraudulent acts as defined by each social media platform.
- Posting comments repeatedly with the same or similar content from the same User.
- Altering any part or all of the content disseminated by the IAJ.
- Other acts deemed inappropriate by the IAJ for reasonable grounds.
5. Measures against Prohibited Activities
If the IAJ determines that any prohibited or other inappropriate activities have taken place or likely to take place, the IAJ may block the User’s account, delete comments or postings to the Account, and deny access to the Account without prior notice.
6. Disclaimer
The IAJ takes utmost care to provide accurate information on the Account, but it assumes no responsibility for any actions taken by Users based on the information on the Account. Furthermore, reposting, quoting, or retweeting posts by other accounts does not imply endorsement by the Account.
The IAJ assumes no responsibility for replies, quotes, reposts, comments, etc., made by Users to the Account. Additionally, the IAJ assumes no responsibility for disputes or conflicts between Users or between Users and third parties related to the Account.
Please note that the IAJ may suspend operation of the Account, delete posts, or change information without prior notice. Furthermore, the IAJ assumes no responsibility for indirect damages, special damages, consequential damages, and incidental damages (such as lost profits resulting from using or not being able to use the Account).
7. Governing Law and Jurisdiction
The use of the Account and the interpretation and application of these terms are governed by Japanese law. Furthermore, Users agree that the Tokyo District Court shall have exclusive jurisdiction over any disputes related to the use of the Account.
8. Replies and Inquiries
The IAJ will not reply to any “comments,” “inquiries,” “DMs,” “posts,” “likes,” “follows,” etc., made by Users to the Account. For inquiries or opinions, please use the “Contact Us” form on the IAJ website or the “Inquiries” form on the ICA2026 website.
9. Operation Period
The Account may be terminated or deleted without prior notice. The Account is current as of April 2024 and is subject to change without prior notice.
10. Changes to the IAJ SNS Official Account Usage Policy
The IAJ may change this policy as necessary without prior notice.
End of document.
ICA2026 Official SNS accounts
Official SNS accounts for ICA2026 are open.
We will be sharing various updates related to the International Congress of Actuaries to be held in 2026, so please make sure to follow these accounts.
X：ICA2026 Tokyo (@ICA2026)
Facebook：ICA2026 Tokyo (ica2026.tokyo)
