Privacy Policy

01Personal information we collect

We collect the following information when it is voluntarily provided by you through our contact form, by email, by direct message on social media, or by other means.

• Name (of an individual or organisation)
• Email address
• The content of your inquiry (category and message)
• Any other information you choose to provide in the course of an inquiry

We do not request credit card numbers, bank account details, My Number (Japanese national ID), special-care-required personal information, or other sensitive data. If such information is nevertheless transmitted to us through the form or other channels, we will not use it outside the scope of the purposes set out in this policy.

02Purposes of use

We use the personal information we collect within the scope of the following purposes.

1. Responding to inquiries and verifying the identity of the person making the inquiry
2. Administrative communication relating to concerts, recordings, criticism, donations, and similar matters
3. Discussion and arrangements relating to collaboration, press coverage, performance bookings, and partnerships
4. Sending notices about our activities
5. Where you have given consent, sending newsletters with activity reports and concert announcements
6. Compliance with applicable laws and regulations

If we need to use personal information for purposes beyond those listed above, we will obtain your consent in advance to the extent permitted by law.

03Disclosure to third parties

We will not disclose personal information to third parties without your consent, except in the following cases.

• Where required by law
• Where necessary to protect a person's life, body, or property and obtaining your consent is impracticable
• Where particularly necessary for improving public health or promoting the sound development of children, and obtaining your consent is impracticable
• Where necessary to cooperate with a national agency, local government, or a party commissioned by them in carrying out duties prescribed by law, and obtaining your consent might impede the performance of those duties

04Outsourcing and overseas processing

We process contact-form submissions through the external service listed below. Information you enter into the form is transmitted to our administrators via that service provider's servers.

• Service: Formspree (Formspree, Inc.)
• Location: United States
• Privacy policy: https://formspree.io/legal/privacy-policy

We exercise due care in selecting and supervising our service providers and verify, as appropriate, that personal information is handled properly. The specific processing and security measures applied by the service provider are governed by that provider's privacy policy and related terms.

05Security measures

We take reasonable measures, appropriate to the size and nature of our operations, to guard against the leakage, loss, or damage of personal information. Specifically, we take steps such as the following.

• This website and form submissions are encrypted in transit using HTTPS (TLS).
• Access to personal information is limited to designated administrators, who use the information only as necessary within their scope of authorisation.
• Authentication credentials are managed appropriately and reviewed periodically.
• Personal information for which the purpose of use has been fulfilled and that is no longer needed will be deleted or anonymised within a reasonable period (excluding information we are required by law to retain).

Please note that the transmission and electronic storage of data over the internet carries inherent risks, and we cannot guarantee absolute security of personal information.

06Cookies and access analytics

This website may use cookies and similar technologies to the extent necessary to maintain and improve the service. We do not intend to use cookies for third-party advertising or behavioural tracking.

You may configure your browser to refuse cookies, but in that case some features of this site may not work properly.

07Personal information of minors

If a minor provides personal information, please do so with the consent of a parent or guardian. As we cannot individually verify whether parental consent has been obtained for each submission, we ask that minors use this site under the supervision of a parent or guardian.

08Disclosure, correction, and suspension of use of retained personal data

If you or your authorised representative request notice of the purpose of use, disclosure, correction, addition or deletion of content, suspension or erasure of use, or suspension of disclosure to third parties of retained personal data, we will respond appropriately in accordance with applicable law after verifying your identity.

Please contact us using the channel listed in the next section. We may need to ask additional questions as part of identity verification.

09Contact for inquiries

For questions, complaints, or disclosure requests relating to the handling of personal information, please contact us via the following channel.

• Organisation: Die Gilde der Musiker Kyushu
• Channel: Through our contact form (please choose "Other" as the inquiry type and write "Privacy inquiry" in the message body)
• Form link: Contact Form

10Disclaimer

To the extent permitted by law, we accept no liability for damages arising from the handling of personal information under this policy in connection with the following.

• Leakage or other incidents resulting from unauthorised access, cyberattacks, or similar events not attributable to us
• Failures, defects, or service outages of external service providers
• Defects in communication networks, hosting infrastructure, browsers, or other third-party technical environments
• Errors in the information you submit, transmission of false information, or unauthorised use of your account or device by a third party

11Revisions

We may revise this policy in response to changes in applicable law or in our activities. Revisions take effect from the moment they are posted on this page. We ask that you review the most recent version when you use this website.