Effective: 4 April 2026 | Version 1.0
Czech Japan Hub (hereinafter "CJH", "we", "our") stands for both the Czech legal entity \u2013 a registered association (zapsaný spolek) incorporated under Czech law \u2013 and the Japanese legal entity ("一般社団法人") \u2013 a General Incorporated Association (Ippan Shadan Hōjin) incorporated under Japanese law. The purpose of CJH is to connect Czech and Japanese businesses and professionals, support bilateral trade and investment, and deliver a wide programme of activities including events, seminars, webinars, business missions, and networking sessions.
In providing these services we collect and process certain personal data. This Policy explains what data we collect, why, how we protect it, and what rights you have.
We are committed to full compliance with Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR), Act No. 110/2019 Coll. on the Processing of Personal Data, Act No. 480/2004 Coll. on Certain Information Society Services, and all other applicable Czech and EU legislation.
The data controller of your personal data within the meaning of Article 4(7) GDPR is:
Organisation: Czech-Japan Hub, z.s.
Registered seat: Sládkova 372/8, 702 00 Ostrava – Moravská Ostrava, Czech Republic
Registration No.: 29515815
E-mail (data protection): info@czechjapan.org
General contact: info@czechjapan.org
Website: www.czechjapan.org
For matters relating to the Japanese entity, please refer to the contact address above. Data flows between the Czech and Japanese entities are described in Section 6 of this Policy.
We process personal data in accordance with the principles set out in Article 5 GDPR:
Lawful, fair and transparent: Processing is based on a valid legal ground and is carried out in a manner that is clear to the data subject.
Purpose limitation: Data is collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes.
Data minimisation: Only data that is adequate, relevant, and necessary is collected.
Accuracy: We take reasonable steps to keep data up to date.
Storage limitation: Data is kept only as long as necessary for the purposes for which it is processed.
Integrity and confidentiality: We implement appropriate technical and organisational measures to ensure the security of personal data.
Accountability: We are able to demonstrate compliance with these principles.
When you apply for or maintain membership in CJH, we collect: name, title, date of birth (if applicable), e-mail address, phone number, company details (employer, job title, area of expertise), business sector, and together with any additional information you voluntarily provide. The legal basis for this processing is the performance of a contract (Article 6(1)(b) GDPR) and our legitimate interests in managing the membership relationship (Article 6(1)(f) GDPR). Membership data is retained for the duration of the membership and for up to 10 years thereafter for legal and accounting purposes.
When you register for or attend CJH events, we collect: name, e-mail, phone, company, dietary requirements, travel logistics (visa, scheduling), and emergency contact information. The legal basis is the performance of a contract and our legitimate interests. Attendance data is retained for up to 3 years following the event.
CJH may photograph or video-record events for promotional purposes, including use on our website, newsletter, and social media channels. Images are typically wide-angle and do not focus on individual participants. We will provide notice at each event. If you do not wish to be photographed, please inform the organiser. The legal basis is our legitimate interest in promoting our activities (Article 6(1)(f) GDPR).
When you subscribe to our newsletter, we collect your e-mail address and language preference. The legal basis is your consent (Article 6(1)(a) GDPR). You may withdraw your consent at any time by using the unsubscribe link in each e-mail or by contacting us. Newsletter subscription data is retained until you unsubscribe, followed by a 90-day grace period for follow-up.
When you submit a contact form or membership inquiry, we collect the data you provide (name, e-mail, phone, company, message). The legal basis is our legitimate interest in responding to your inquiry. Inquiry data is retained for up to 3 years.
Our website uses cookies and similar technologies to analyse browsing behaviour (browser type, operating system, URL, referrer). We use this data to improve our website and marketing. For details, please see our Cookie Notice. The legal basis is your consent (for non-essential cookies) and our legitimate interest (for strictly necessary cookies).
When you apply for a position at CJH, we collect your CV, cover letter, educational background, and interview results. The legal basis is our legitimate interest in evaluating suitability and, where applicable, the performance of pre-contractual steps. Recruitment data is retained for up to 3 months after the vacancy is filled, unless you consent to inclusion in our candidate pool for future vacancies.
We may share personal data with the following categories of recipients:
Service providers: Cloud hosting platforms, e-mail marketing software, CRM systems, payment processors, and event management tools \u2013 each bound by a data processing agreement.
Partners and co-organisers: When events are co-organised with third parties, limited data (name, company) may be shared with the co-organiser, always with prior notice.
Legal and regulatory authorities: Where required by law or to protect our legitimate interests.
Czech Japan Hub Japanese entity: See Section 6.
We do not sell personal data to third parties. We do not use personal data for automated decision-making or profiling that produces legal effects.
Under the GDPR, you have the following rights:
Right of access (Article 15): You may request a copy of your personal data.
Right to rectification (Article 16): You may request correction of inaccurate data.
Right to erasure (Article 17): You may request deletion of your data ("right to be forgotten").
Right to restriction (Article 18): You may request that we limit how we use your data.
Right to data portability (Article 20): You may request your data in a structured, machine-readable format.
Right to object (Article 21): You may object to processing based on our legitimate interests.
Right to withdraw consent (Article 7(3)): Where processing is based on consent, you may withdraw it at any time.
To exercise any of these rights, please contact us at info@czechjapan.org. We will respond within 30 days.
If you believe your rights have been infringed, you have the right to lodge a complaint with the Czech Office for Personal Data Protection (Úřad pro ochranu osobních údajů, Pplk. Sochora 27, 170 00 Praha 7, www.uoou.cz).
CJH operates through two coordinated legal entities in Czechia and Japan. Personal data may be transferred between these entities for the purposes described in this Policy. Japan has been recognised by the European Commission as providing an adequate level of data protection (Adequacy Decision of 23 January 2019), and Japan's Act on the Protection of Personal Information (APPI) provides comparable safeguards. Transfers to Japan are therefore made on the basis of this adequacy decision.
Where data is transferred to other countries outside the EEA, we ensure appropriate safeguards are in place (standard contractual clauses or adequacy decisions).
We implement appropriate technical and organisational measures to protect personal data, including:
Encryption: Data in transit is protected by TLS/HTTPS protocols.
Access controls: Access to personal data is limited to authorised staff on a need-to-know basis.
Pseudonymisation: Where possible, we pseudonymise data to reduce risk.
Backup and resilience: Regular backups ensure data availability and integrity.
Staff training: All team members with access to personal data receive training on data protection.
We reserve the right to update this Policy to reflect changes in our processing activities, legal requirements, or organisational structure. The current version will always be available on our website. We will notify members of material changes via e-mail or through our website.
Czech-Japan Hub, z.s. | Version 1.0 | Effective: 4 April 2026
