The Japan Racing Association (the “JRA”, “we,” “us” or “our”) recognizes the importance of personal information and considers it our responsibility to thoroughly protect the same in operating our business. We will make efforts to protect personal information by establishing the following policy and keeping our officers and employees informed of the same in order to provide a sense of security and reliability to our customers. We will also properly handle the information concerning corporations and other organizations in the same manner as personal information.

1. Compliance with Laws and Regulations We will comply with the Act on the Protection of Personal Information and other relevant laws and regulations in order to realize the protection of personal information.

2. Handling of Personal Information We will establish a management system for the protection of personal information based on the actual state of operations and handle personal information in an appropriate and careful manner in accordance with our internal regulations and the like.

(1) Acquisition of Personal Information
In obtaining personal information, we will clarify the purposes of use thereof and obtain the same in a lawful and fair manner through methods such as in written format (e.g. via an application form), on the screen of a website, or orally.

(2) Use and Provision of Personal Information
We will strictly manage personal information and, except where required under laws and regulations, only use and/or provide the same within the scope of the purposes with respect to which we have obtained the consent of the person him/herself.

3. Security Control Measures We will take necessary security control measures against risks such as unauthorized access to, divulgence of, or loss or damage of personal information, to ensure the accuracy and safety of personal information.

4. Supervision of Employees and Contractors (1) We will provide necessary educational training to our officers and employees in order to ensure the implementation of the security control measures and other proper handling of personal information.

(2) We may entrust the handling of personal information in our operation, in whole or in part. In such case, we will: (i) select an individual or entity that is considered to handle the personal information in an appropriate manner; (ii) properly set forth in a service agreement the security control measures, confidentiality, terms and conditions for subcontracting and any other matters concerning the handling of personal information; and (iii) implement necessary and appropriate supervision.

5. Continuous Improvement of Personal Information Protection We will continuously improve the management of personal information protection by evaluating and reviewing the activities concerning the personal information protection on a regular basis.

1. Acquisition of personal data (1) Method of acquisition
The Japan Racing Association will acquire the personal data of the participants of the 40th Asian Racing Conference directly based on the consent of the participants.

(2) Purpose of use
The personal data obtained from the participants of the 40th Asian Racing Conference will be used for the following purposes:
For procedures necessary for participation in this event
To manage this event
For contacting participants when necessary for the running of this event
For responding to inquiries about this event
To contact participants about upcoming events

(3)Types of personal data to be acquired and retained
The types of personal data acquired and retained from the participants of the 40th Asian Racing Conference are as follows:
Name, e-mail address, company name and title, country of residence, dietary restrictions, visa status, transportation information, flight information, and event program participation information.

2. Handling of personal data and transfer to Japan Personal data of the participants of the 40th Asian Racing Conference will be stored in Japan and kept until December 31, 2025 from the date of acquisition, and then deleted in an appropriate manner. The transfer of personal data to Japan is based on the adequacy article in the GDPR or standard contractual clauses.

3. Provision of personal data to third parties Except as required by the GDPR and other relevant laws and regulations, or in other special cases, we will not use the information handled by us for any purpose other than those described above, or provide it to any third party, without the prior consent of the participants of the 40th Asian Racing Conference.

4. Outsourcing the handling of personal data Within the scope of the purposes of use, the Japan Racing Association will entrust the handling of personal data received from the participants of the 40th Asian Racing Conference to the following entity:
bravesoft inc.

5. Security control measures In handling the personal data of the participants of the 40th Asian Racing Conference, the Japan Racing Association will take the below security control measures.
All affiliated companies involved in this work have an information management system that conforms to the Information Security Management System (ISMS) or Privacy Mark, and all affiliated companies have signed written confirmation and a confidentiality agreement regarding personal information.
In addition, as for the workflow of handling personal information, we ensure understanding and compliance with the personal information itself and handling methods unique to this work in the workflow of personal information generation to destruction (applications from applicants - creation of applicant lists - operation).

6. Rights of the participants of the 40th Asian Racing Conference with regards to personal data Participants of the 40th Asian Racing Conference have the following rights and may contact the International Department of the Japan Racing Association to assert their rights.
・ The right to receive notifications: The right to obtain information about the processing of personal data concerning oneself.
・ Access rights: The right to obtain confirmation that the administrator is processing personal data concerning you and to have such personal data and certain related information disclosed to you.
・ Right of correction: Right to request correction of inaccurate or incomplete personal data about oneself.
・ Right to delete: Right to have personal data concerning oneself deleted.
・ Restrictive rights: The right to restrict the processing of personal data concerning oneself.
・ Data portability rights: Receive personal data about oneself in a general machine-readable format or the right to have it sent to other administrators.
・ Right to object: The right to object to the processing of personal data concerning oneself.
Please note that the Japan Racing Association will not use the collected personal data for automated decision-making, including profiling, that have legal or similarly significant consequences.

7. Withdrawal of consent Participants in the 40th Asian Racing Conference have the right to withdraw this consent at any time, and the withdrawal of this consent shall not affect the legality of the processing or transfer of their personal data prior to the withdrawal.

8. Other items If you are not satisfied with the handling of your personal data by the Japan Racing Association, you may file a complaint with the supervisory authority or the International Department of the Japan Racing Association.
For other details regarding the handling of personal information, please also refer to the Privacy Policy posted on the Japan Racing
Association
website. If there are any discrepancies between the content in the link and this document, please refer to the description in this document for the handling of this matter.

9. Contact for inquiries International Department of the Japan Racing Association
JRA Head Office, Hibiya Fort Tower, 1-1-1 Nishi-shimbashi, Minato-ku, Tokyo, 105-0003, JAPAN
inter@jra.go.jp