GDPR Privacy Policy

HomeGDPR Privacy Policy

NPO Florence is committed to protecting the privacy of users of our website. Please read this privacy policy thoroughly before using our website (https://florence.or.jp/) or our services via our website.

Article 1: Definitions

The terms used in this Privacy Policy are defined as follows:

  • Applicable Privacy Laws
    Privacy laws that apply to the processing of personal data, including the General Data Protection Regulation (GDPR) of the EU and related national legislation.
  • Contract
    Any agreement concerning services, etc., concluded between the user and Florence.
  • Personal Data
    Any information relating to an identified or identifiable natural person, as processed by Florence and described in Article 3 of this Privacy Policy.
  • This Privacy Policy
    Refers to this document.
  • Processing
    Any single operation or set of operations performed on personal data or on sets of personal data, whether or not by automated means (including the collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction of data).
  • Controller
    A natural or legal person, public authority, agency, or other body that, alone or jointly with others, determines the purposes and means of the processing of personal data.
  • Our Website
    https://florence.or.jp/
  • Florence
    NPO Florence
    KDX Jimbocho Building,
    1-14-1 Kanda Jimbocho,
    Chiyoda-ku, Tokyo
    101-0051, Japan

Article 2: Scope of This Privacy Policy

2.1 This Privacy Policy applies to the individual use of our website and the processing of personal data through the website that falls under Applicable Privacy Laws. Florence acts as the controller for such processing.

2.2 Our website may include third-party content (e.g., hyperlinks, banners). We do not control such third-party information and bear no responsibility for the third parties’ compliance with Applicable Privacy Laws. We ask that our website users carefully read the privacy policies of any third-party websites they view.

Article 3: Personal Data Collected

3.1 Florence may obtain the following personal data from users:

  • Name and address
  • Email address
  • Username and password
  • IP address
  • Gender and age
  • Health condition and medical history
  • Employment information and resume

3.2 Florence does not collect sensitive personal data (e.g., passport info, health data) through the website unless permitted by Applicable Privacy Laws.

3.3 We collect personal data when users:

  • Register on our website
  • Apply for recruitment via our website
  • Use other website features

3.4 Florence will process personal data only as described in this Privacy Policy and in accordance with Applicable Privacy Laws.

Article 4: Purpose and Legal Basis of Data Processing

4.1 NPO Florence collects and processes personal data only for the purposes described below.

a) Childcare for Sick Children at Home

  • Membership screening for applicants (including health checks upon application)
  • Registration of user members
  • Sending materials, providing information, reporting on activities, and other communications to applicants and members
  • Implementation, maintenance, and improvement of the Childcare for Sick Children at Home (including Florence Sick Kid Sitter Service, Florence Twin Sitter Service, and other childcare support services)
  • Coordination with childcare facilities designated by user members (limited to facilities within the target area)
  • Creation of a roster related to program operation
  • Execution of other tasks incidental to the above operations

b) Small-Scale/Nursery/Temporary Childcare Services

  • Membership screening for applicants (including health checks upon application)
  • Registration of user members
  • Sending materials, providing information, reporting on activities, and other communications to applicants and members
  • Implementation, maintenance, and improvement of small-scale daycare, nurseries, and drop-in childcare (including nursery services, after-school care, and other parenting support services)
  • Coordination with medical institutions, appointments for target children, and other related medical cooperation
  • Insurance enrollment procedures
  • Creation of a roster related to event hosting
  • Execution of other tasks incidental to the above operations

c) Comprehensive Care for Children with Medical Care

  • Membership screening for applicants (including health checks upon application)
  • Registration of user members
  • Sending materials, providing information, reporting on activities, and other communications to applicants and members
  • Implementation, maintenance, and improvement of our Comprehensive Care for Children with Medical Care(including nursery school services, in-home childcare services, in-home developmental support services for children, support services for children with medical care, in-home care services, daycare support services for children with disabilities, after-school care services, and other childcare support services)
  • Coordination with medical institutions, appointments for target children, and other related medical cooperation
  • Creation of a roster related to program operation
  • Insurance enrollment procedures
  • Execution of other tasks incidental to the above operations

d) Florence Baby Adoption

  • Pregnancy counseling registration
  • Contact and sending materials for pregnancy counseling and special adoption procedures, as well as aftercare support
  • Contact and sending materials for training, screening, practical training, registration of adoptive parents, special adoption procedures, and aftercare support
  • Contact and distribution of information related to the use of the online basic training for special adoption
  • Sending materials, providing information, reporting on activities, and other communications to prospective adoptive parents and financial donors
  • Implementation, maintenance, and improvement of pregnancy counseling, adoption placement services, and other childcare support services
  • Information sharing with medical institutions, courts, government agencies, and other partners necessary for support
  • Creation of a roster related to business operations
  • Surveys used to improve the content of adoption placement services, design new services, etc., and to improve the content of services and design new services
  • Contact and response to inquiries
  • Operation of adoption placement services and other tasks incidental to the above operations

e) Social Transformation (PR and Fundraising)

  • Registration of donor memberships
  • Sending materials, providing information, reporting on activities, and other communications to prospective donors and donor members
  • Implementation, maintenance, and improvement of the Social Transformation (PR and Fundraising)
  • Coordination with credit card companies (billing for a recurring donation)
  • Announcement of or request to participate in new donation campaigns
  • Announcement of or invitation to participate in online events (including those unrelated to donation campaigns)
  • Surveys regarding opinions and experiences, primarily in the areas of children and childcare; requests for petitions related to policy advocacy, research, and public relations cooperation
  • Drafting proposals to national and local governments
  • Preparing materials for expert panels
  • Execution of other tasks incidental to the above operations

f) Development, Support, and Training Programs

  • Creation of a roster related to program operation
  • Provision of training information and business guides
  • Execution of other tasks incidental to the above operations

g) Florence Children's Food Outreach Program

  • Registration of user memberships
  • Sending materials, providing information, reporting on activities, and other communications to applicants and members
  • Surveys and effectiveness measurements for the Florence Children's Food Outreach Program
  • Consultation and support services for users
  • Registration of donor memberships
  • Sending materials, providing information, reporting on activities, and other communications to prospective donors and donor members
  • Implementation, maintenance, and improvement of the Florence Children's Food Outreach Program
  • Execution of other tasks incidental to the above operations

h) Florence Children's Food Outreach Program Dissemination

  • Implementation, maintenance, and improvement of support projects for the Florence Children's Food Outreach Program such as financial assistance, ongoing support, survey design/analysis support, public relations support, and other support activities and related projects
  • Communication with users
  • Implementation of surveys and effectiveness measurements
  • Marketing research, statistics, and analysis
  • Responding to inquiries
  • Sending materials and providing information to applicants
  • Providing recruitment information, conducting recruitment screenings, and managing employment
  • Public relations activities through media such as television and newspapers
  • Public relations activities and reporting on activities via email, document delivery, etc.
  • Execution of other tasks incidental to the above operations

i) Consultation and Support Services

  • Registration of user memberships
  • Consultation and support services for users using in-person meetings, chat, email, online interviews, telephone, etc.
  • Implementation, maintenance, and improvement of consultation and support services
  • Sending materials, providing information, offering opportunities, providing support goods (food or other items), providing financial support, reporting on activities, and other communications to applicants and members
  • Contacting, accompanying, and collaborating with government agencies, medical institutions, and private-sector related organizations
  • Surveys and effectiveness measurements
  • Sending materials, providing information, reporting on activities, and other communications to prospective donors, donor members, and grant providers
  • Execution of other tasks incidental to the above operations

j) Psychiatric Home-Visit Nursing Services

  • Implementation, maintenance, and improvement of home-visit nursing services
  • Sending materials, providing information, reporting on activities, and other communications to users
  • Coordination with medical institutions, appointments for target users, and other related medical cooperation
  • Creation of a roster related to the implementation of home-visit nursing services
  • Execution of other tasks incidental to the above operations

k) Childhood Experience Disparity Elimination Program

  • Membership screening for applicants
  • Registration of user memberships
  • Sending materials, providing information, reporting on activities, and other communications to applicants and members
  • Necessary communication for providing experiences to user members, sending reservation confirmations, etc.
  • Surveys and effectiveness measurements for the Childhood Experience Disparity Elimination Program
  • Requests for petitions, surveys, and public relations cooperation related to policy advocacy and public relations activities
  • Consultation and support services for applicants and user members
  • Contact and response to inquiries
  • Registration of donor memberships
  • Sending materials, providing information, reporting on activities, and other communications to prospective donors and donor members
  • Implementation, maintenance, and improvement of the Childhood Experience Disparity Elimination Program
  • Execution of other tasks incidental to the above operations

l) Other Common Purposes of Use for the Above Businesses

  • Safety confirmation in emergency and contact in urgent situation
  • Coordination with the national and local governments
  • Public relations activities through media such as television, newspapers, etc.
  • Implementation of surveys, monitoring, interviews, etc. regarding our organization, the businesses we operate, and the services we provide, and effectiveness measurements
  • Providing information on the businesses we operate and the services we provide (including future new businesses and services), recruitment information, requests for cooperation, and other communications
  • Contact and response to inquiries
  • Issuance of receipts and invoices
  • Providing recruitment information, recruitment screening, and employment management
  • Insurance enrollment procedures
  • Procedures related to the use of company housing
  • Procedures related to the acceptance of trainees
  • Execution of other tasks incidental to each of the above operations

4.2 If we intend to further process personal data for a purpose other than the purpose for which it was collected, we will provide information about that other purpose and all relevant additional information before carrying out such processing.

Article 5: Transfer to Third Parties

We may provide personal data to third parties with the user’s consent or when permitted by Applicable Privacy Laws. In such cases, we will verify the handling of personal data by the recipient. Upon request, we will disclose the recipient’s name, contact, and relevant information.

Article 6: Security

6.1 To protect our website users' personal data, we implement appropriate organizational and technical security measures to prevent unauthorized use, loss, or alteration of personal data. We also limit access to personal data to employees, agents, contractors, and other third parties who need to access the data. These individuals are bound by a confidentiality obligation based on their employment or data processing agreements.

6.2 We have internal information security guidelines to address personal data breaches and will notify relevant authorities and data subjects if required by law.

Article 7: Retention Period

7.1 Personal data is retained only for as long as necessary to fulfill its collection purpose.

7.2 Users may request deletion of their data at any time. Florence will delete data if it is no longer needed.

Article 8: Cookies

8.1 We use cookies to ensure proper website functionality.

8.2 Cookies are pieces of information stored on your computer by your browser. We use different types of cookies for different purposes:
a) Functional cookies: These cookies are necessary for our website to function properly. This includes cookies needed to create an account.
b) Analytical cookies: These cookies gather information about how you use our website. This helps us improve the site and tailor its content to your interests. We only use the data obtained from these cookies to analyze website usage.
c) We only use third-party cookies to improve the quality and effectiveness of our website.

8.3 Most browsers allow users to disable cookies. Note that disabling may affect functionality.

Article 9: User Rights

9.1 Where the processing of personal data is based on consent, you have the right to withdraw your consent related to your personal data at any time.

9.2 You have the right to request access to your personal data. This allows you to receive a copy of the personal data we hold about you.

9.3 You have the right to request the rectification of your personal data we hold. This allows you to correct any incomplete or inaccurate data we hold about you.

9.4 You have the right to request the erasure of your personal data. This allows you to delete personal data that we continue to process without a legitimate reason.

9.5 You have the right to object to the processing of your personal data when it is carried out for our legitimate interests. We will stop processing the personal data unless we have compelling legitimate grounds for (i) the processing that override your interests, rights, and freedoms, or (ii) if the processing is related to the establishment, exercise, or defense of legal claims.

9.6 You have the right to request the restriction of the processing of your personal data.

9.7 You have the right to request the transfer of your personal data to yourself or to a third party. We will provide your personal data in a structured, commonly used, machine-readable format to you or to a third party you have designated. Note that this right only applies to automated information that we used based on your initial consent or to fulfill a contract with you.

9.8 There is no fee to exercise the above rights. We will provide information on the status of our response to your request within one month of receiving it. Depending on the complexity or number of requests, this period may be extended by an additional two months. If the period is extended, we will notify you within one month of receiving your request.

9.9 If your request is clearly unfounded or excessive, especially if the requests are repetitive, we may charge a reasonable fee or refuse to respond to your request.

9.10 In addition to the above rights, you have the right to file a complaint at any time with a supervisory authority (specifically, the supervisory authority of the EU member state of your residence, workplace, or where the alleged GDPR violation occurred). However, we would appreciate the opportunity to address your complaint before you contact the supervisory authority, so we ask that you contact us in advance.

Article 10: Contact

Inquiries regarding this Privacy Policy or rights under Article 9:

Privacy Policy Inquiry Desk
NPO Florence
KDX Jimbocho Building,
1-14-1 Kanda Jimbocho,
Chiyoda-ku, Tokyo
101-0051, Japan
Email: privacy@florence.or.jp

Article 11: General Provisions

11.1 Florence may delete user accounts without notice and bears no liability for such deletion.

11.2 We reserve the right to revise this Privacy Policy at any time. Please review it periodically.

11.3 If any provision of this Policy conflicts with laws, it shall be replaced with a legally permissible equivalent, and the remaining provisions shall remain in effect.

Established: May 21, 2014
Revised: December 1, 2019 / January 1, 2021 / August 1, 2022 / July 3, 2023 / July 1, 2024