Privacy Policy

Disclosure of Information on the JFBA’s Handling of Personal Information & Personal Data the JFBA holds

1. Name, Address and Name of Representative of the Business Handling Personal Information (JFBA)


Name: the Japan Federation of Bar Associations


Address: 1-1-3 Kasumigaseki, Chiyoda-ku, Tokyo 100-0013, Japan


President

Secretary General (Personal Information Protection Manager)

2. Purpose of Use of Personal Information

Purpose of Use of Personal Data JFBA holds (by Personal Information Database Category)


The purposes of use of personal information JFBA holds stored in databases (“personal data JFBA holds”) are as follows (by personal information database category).


Personal Information Database Category Purpose of Use
Personal Information related to member management

JFBA will use personal information to: (a) manage the register of attorneys, legal professional corporations, registered foreign lawyers, registered foreign lawyer corporations, attorney/registered foreign lawyer joint corporations, attorneys in Okinawa and Quasi-members each, which is solely maintained by JFBA as provided in the Attorneys Act and other regulations; and (b) manage the bar association’s administrative procedures, business activities and other general affairs (JFBA committees and any other activities equivalent thereto), as well as past records thereof, as set forth in law, as well as the articles of association, regulations and rules of JFBA.

Personal Information related to attorney qualifications screening

JFBA will use personal information to ensure the proper management of affairs as set forth by the Articles of Association and other regulations in relation to the examination of attorney qualifications by the Qualifications Screening Board based on Article 55 of the Attorneys Act.

Personal Information of attendees related to Article 5 of the Attorneys Act (exceptions to attorney qualifications for persons certified by the Minister of Justice)

JFBA will use personal information to the extent necessary to administer the training course as set forth in the Rules regarding Certification Procedures related to Qualifications to be an Attorney (Ministry of Justice Order No. 13 of March 18, 2004) and report regarding completion of the training course pursuant to Article 7 of the Order.

Personal Information related to requests for disciplinary actions

JFBA will use personal information to the extent necessary for the administration as set forth in the Articles of Association, in relation to filing a request for discipline with a bar association under Article 58 of the Attorneys Act, filing an objection with JFBA under Article 64 of the Act and applying for a discipline review by JFBA under Article 64-3 of the Act (for both, including cases of application mutatis mutandis pursuant to Article 95 of the Act on the Handling of Legal Services by Foreign Lawyers), taking disciplinary action by JFBA under Article 60 of the Act and Article 94 of the Act on the Handling of Legal Services by Foreign Lawyers, requesting review on disciplinary action by a bar association under the Administrative Appeal Act, and discipline procedures under Article 85 of the Act on the Handling of Legal Services by Foreign Lawyers.

Personal Information of parties involved in human rights redress cases

Personal information of petitioners, opponents and any other relevant parties (collectively, the “Parties”) in human rights redress cases may be used in the case procedure for confirming the identities of the Parties involved in the case; contacting the Parties for administrative communication such as to notify, correct and inquire related matters; conducting an examination and review; inquiring of relevant organizations or other third parties as reasonably deemed necessary by JFBA; and notifying, releasing and distributing the results of the examination (including release to unspecified third parties such as the media). For the bar association’s procedures on petitions for human rights redress, please see here.

Personal Information of legal apprentices JFBA will use personal information to the extent necessary to support legal apprentices in practical training and searching for jobs and provide information on events such as trainings and symposiums.
Personal Information of members of JFBA committees JFBA will use personal information to the extent necessary to contact current and past citizen members assuming office of JFBA committees and managing records for the purpose of administration of such committees.
Personal Information related to administration of JFBA’s external affairs

JFBA will use personal information to the extent necessary to carry out administrative work related to communication and announcement for the purpose of JFBA’s external affairs with relevant parties such as members of the Diet; officials of political parties; legal professionals (judges and prosecutors); public officers (including those deemed as public officers); officials of the associations of other legal professions (such as patent attorney, certified public accountant, certified public tax accountant, judicial scrivener and notary); members of the press; members of academic societies; officials of law schools; other organizations; and those who cooperated in the JFBA‘s activities.

Personal Information of event participants

JFBA will use personal information to run events such as symposiums hosted or co-hosted by JFBA and may send out information of such events.

Personal Information of judges

JFBA will use personal information to contribute to the collection of information on judges by members of JFBA in relation to the Advisory Committee on Nominations of Judges of Lower Courts and the personnel evaluation of judges, as well as the provision of information to the Advisory Committee and courts.

Personal Information related to fostering/training legal professionals

JFBA will use personal information to facilitate and support active involvement of attorneys in fostering legal professionals and education on legal practices while properly improving attorneys’ practical skills.

Personal Information related to sales management

JFBA will use personal information to the extent necessary to manage the sales of books, videos, periodicals and other publications issued by JFBA.

Personal Information of business related contacts.

JFBA will use personal information to the extent necessary for external relations with business operators which have transactions with JFBA, their employees, or other relevant parties, as well as business operators which are registered with JFBA as a business operator for specific service, their employees, or other relevant entities.

Personal Information related to accounting

JFBA will use personal information to the extent necessary for appropriate administration of accounting.

Personal Information related to writing and research and studies

JFBA will use personal information to the extent necessary for research and studies and use such information as reference materials when expressing opinions.

Personal Information related to HR, labor issues & recruitment

JFBA will use personal information to the extent necessary for recruitment and management of matters such as personnel affairs and labor issues.

Personal Information related to the notification of employment of attorneys qualified as foreign lawyers

JFBA will use personal information to the extent necessary to manage information filed with JFBA pursuant to the Rules on submitting a notification of the employment of attorneys qualified as foreign lawyers.

Personal Information related to litigation affairs

JFBA will use personal information to manage litigation affairs of JFBA.

Personal Information of applicants of requests for use of JFBA’s facilities

JFBA will use personal information to manage users of facilities and equipment of JFBA.

Personal Information related to member welfare

JFBA will use personal information to ensure the proper management and promotion of attorney compensation insurance, group term insurance and mutual aid pension. Please see Section 3 below for information regarding the joint use of personal information with the Japan Attorneys National Pension Fund.

Personal Information related to job openings and search information provision system

JFBA will use information provided by JFBA members, legal apprentices, businesses, organizations, national and local government agencies, and others, in relation to job openings and search, to the extent necessary to operate and manage the job openings and search information provision system, as set forth in the ‘Rules regarding posting information on job openings and search to the JFBA's website.

Personal Information of registered members of National Network for Cooperation among Lawyers

JFBA will use personal information to the extent necessary to operate and manage the National Network for Cooperation among Lawyers, pursuant to the ‘Rules relating thereto.

Personal Information related to consultations pursuant to JFBA’s Rules regarding preventing discriminatory treatment based on gender

Please see here for details (in Japanese only).

Personal Information related to receiving and sending out communications

JFBA will use records of communications by means such as documents, phone calls and emails which take place between JFBA and its members, citizens or others, to the extent necessary for appropriate response and communication with such people.

Purpose of Use of Personal Information at the Time of Acquisition


When acquiring personal information directly from a person by means such as in writing and through web-based systems, the JFBA will clarify the purpose of use of the personal information on the form or web-based system used to acquire the information. However, where the purpose of use of such information is clear when the information is acquired, the clarification of the purpose of use of such information may be omitted pursuant to the provisions of the Act on the Protection of Personal Information.


Where the purpose of use of personal information is clarified separately by the above-mentioned means, please read the separately presented purpose while also reading the above “The Purpose of Use of Personal Data JFBA holds”.


Any personal information held by the JFBA may be processed in a manner that the individual to whom the personal information belongs is not identifiable and be released as statistical data.


When JFBA acquire personal information that is not deemed personal data JFBA holds and the purpose of use of such information is clarified through public announcement, not through the above-mentioned means or by notifying the person to which the personal information belongs, such announcement will be made on this website.


3. Joint Use


The JFBA will jointly use personal information stored in databases (hereinafter referred to as “personal data”). The person responsible for maintaining personal data jointly used (hereinafter referred to as the “person or entity responsible for joint use”) is the JFBA (see Section 1), unless otherwise stated.


In some cases, the joint use of such information for projects is publicly announced on the webpage on the project for which such information is jointly used.


Types of Personal Data Details on Joint Use of Personal Data
Personal Information related to Those used in relation to member welfare

■Items of personal data to be jointly used

Among information on current and past JFBA members held and maintained by JFBA, regardless of whether the member participate in the Japan Attorneys National Pension Fund, (a) the member’s registration number, name, home address, phone number & date of birth; (b) the address, phone & fax numbers of the office to which the member belongs/used to belong; (c) the year in which the member graduated from law school; (d) the date of registration and withdrawal by a bar association with which the member is/used to be registered; (e) the code for the ground for withdrawal by the bar association; (f) the membership category; (g) a preferred name & gender which the member has elected to use while on duty; (h) whether or not the member wishes to receive information via fax; and (i) whether or not the office to which the member belongs wishes to receive information via fax.


■Joint users

JFBA & Japan Attorneys National Pension Fund


■Purpose of use

To promote the participation in the Fund, and to process the data for statistics on the state of participation in the Fund for public announcement.


■Responsible entities for joint use

JFBA & >Japan Attorneys National Pension Fund

Personal Information related to operation of Japan Intellectual Property Arbitration Center

■Items of personal data to be jointly used The name, address, phone number, email address, title of candidates (persons with relevant expertise) for mediator, arbitrator, panelist.


■Joint users JFBA & Japan Intellectual Property Arbitration Center


■Purpose of Use

To manage recommendation and selection of candidates for mediator, arbitrator, and panelist at the Center.


■Responsible entity for joint use

Japan Intellectual Property Arbitration Center

Name of Representative: Yoshinori Horigome, Head of Executive Committee (for FY2022)

Address: Benrishi-Kaikan, 3-4-2 Kasumigaseki, Chiyoda-ku, Tokyo 100-0013, Japan

Personal Information of JFBA members used in attorney information provision system

■Items of personal data to be jointly used

Items set forth in Article 4, paragraph 1 of JFBA’s Rules regarding attorney information provision system, such as the member’s date of birth, year of registration, as well as the year in which the member graduated from law school, and items set forth in Article 6, paragraph 1 of the Rules, such as the member’s name and, name of a bar association and name of an office to which the member belongs.


■Joint users

JFBA & a bar association to which the member belongs


■Purpose of Use

To operate and maintain “Himawari Search”, JFBA’s attorney information provision service, established based on the Rules.

Personal Information related to donations to legal aid program

■Items of personal data to be jointly used

For donations from those involved in criminal proceedings, in order to show their sense of remorse:

(a) the applicant’s name; (b) the donor’s name; address (residence) & relationship with the defendant, suspect, or juvenile in juvenile protection case; (c) the name of the defendant, suspect, or juvenile in juvenile protection case; (d) the name of the court before which the case involving the defendant, suspect, or juvenile in juvenile protection case is pending; (e) the title of the case; (f) the purpose of the donation; (g) the amount of the donation; and (h) the name & registration number of the attorney who are in charge of the case, as well as a bar association to which the attorney belongs.


For donations from the public to be used for legal support: (a) the applicant’s name; (b) the donor’s name & address (residence); (c) the purpose of the donation; (d) the amount of the donation; (e) (in cases an attorney introduces the donor of the donation program) the attorney’s name & registration number, as well as a bar association to which the attorney belongs; (f) (in cases a bar association introduces the donor of the donation program) the bar association‘s name & address; and (g) (in cases an organization other than bar associations introduces the donor of the donation program) the organization’s name & address.


■Joint users

JFBA & a bar association which is the recipient of the donation.


■Purpose of Use

To accept donations, issue certificate of acceptance thereof, manage the donation and operate tasks incidental thereto, pursuant to JFBA’s Rule regarding the handling of donations to its legal aid program.

Personal Information related to attorney referral service by JFBA Legal Access Center and attorney fee insurance ADR scheme

Please see here for details (in Japanese only).

Personal Information related to exemption from payment of membership fees

■Items of personal data to be jointly used

Items of information on applicants: (a) the applicant’s name (the name recorded in the family register and a preferred name which the applicant elected to use while on duty); (b) the address and phone number of office to which the applicant belongs, or the addresses and phone numbers with which the applicant can be reached while being granted an exemption from the payment of membership fees; (c) details of the application, such as (i) the ground for such exemption, (ii) the exemption period, (iii) the date of attorney registration, (iv) the applicant’s date of birth, (v) the expected or actual date of childbirth, (vi) the name and date of birth of the child born, and (vii) presence or absence of multiple fetuses, along with accompanying documents; (d) a childcare report relating to an exemption granted for childcare; (e) details relating to refunding membership fees (such as the status of the payment of membership fees by the applicant and the refund period); and (f) other items of information necessary for operating and managing the membership fee exemption system, as well as conducting case studies and research on the system.


■Joint users

JFBA & all bar associations countrywide


■Purpose of Use

To apply for granting an exemption from the payment of membership fees, collect such fees, issue refunds and operate tasks incidental thereto.

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