Filipino Professionals in Japan (“FPiJ”, “we”, “us”) is a voluntary professional association. This notice explains what personal information we collect when you apply for or hold membership, why we use it, who we share it with, and the choices and rights you have. We handle your information as a personal-information-handling business operator under Japan's Act on the Protection of Personal Information (APPI).
1Who is responsible
FPiJ's interim board is responsible for your personal information. For any privacy question or request, please use our contact form and an officer will respond.
2What we collect
When you register or maintain your profile, we may collect:
- Identity & contact — name (and preferred/Japanese name), date of birth, email, phone.
- Residency — country/prefecture of residence, work prefecture, postal address (for member IDs/certificates and emergency coordination).
- Eligibility — Filipino citizenship or descent, and how you qualify as a professional (occupation(s), affiliation, education, licence/experience details and any supporting documents you provide).
- Networking profile — fields of specialisation, industry, skills, interests, languages, and a short bio (only if you provide them).
- Emergency contacts — names and contact details of people you nominate.
- Your choices — the consents you give below and your communication preferences.
3Why we use it (purposes)
We use your information only for these specified purposes:
- Membership administration — reviewing your application, maintaining the register, verifying eligibility, and contacting you about your membership.
- Announcements — sending FPiJ news and event notices to members. You can unsubscribe at any time.
- Member directory & introductions — listing you in the members’ directory and enabling introductions between members. This is part of FPiJ membership; you control which details you share and can hide them in your profile.
- Emergency coordination — in an emergency or disaster we may coordinate with the Philippine Embassy using the emergency contacts you nominate.
- Dues — administering any membership dues set by the board.
4Your consent & choices
The application asks for two required agreements: that you will follow FPiJ’s governing documents and that your information is accurate, and that you have read this notice and consent to processing for membership administration. Being listed in the member directory and open to introductions is part of membership — but you control which profile details you share and can update or hide them anytime, and every announcement email includes one-click unsubscribe.
5Who we share it with
- FPiJ officers who administer membership (bound to keep it confidential).
- Other members — only your directory profile. We never show your email or phone to other members; introductions are routed without revealing your contact details.
- The Philippine Embassy — for emergency/disaster coordination only, using the emergency contacts you nominate. We would not share your details with commercial partners without asking you first.
- Service providers — our website host (a rental server located in Japan) stores the data on our behalf.
We do not sell your personal information or share it for others' marketing.
6Where it's stored & security
Your information is held in FPiJ's membership database on a rental server in Japan. Access is limited to authorised officers via individual, passwordless sign-in. We apply reasonable safeguards (encrypted connections, access controls, audit logging) to protect it, though no system can be guaranteed perfectly secure.
7How long we keep it & your rights
We keep your information while you are a member and for a reasonable period afterwards for records and legal purposes, then delete or anonymise it. Under APPI you may ask us to:
- access the information we hold about you;
- correct or update it;
- stop using it, or delete it;
- unsubscribe from announcements, or hide details in your directory profile. (Directory listing is part of membership, so full removal means resigning; you can minimise what is shown at any time.)
To exercise any of these, please use our contact form. You may also raise a concern with Japan's Personal Information Protection Commission (PPC).
8Cookies & sign-in
The members' area uses a single secure session cookie to keep you signed in after you click your email sign-in link. We do not use advertising or third-party tracking cookies.
9Future changes & AI matching
If we later introduce automated (AI) matching that would send profile information to an external service, we will update this notice and ask for your separate, specific consent first. We may update this notice from time to time; material changes will be communicated to members.
10Contact
Questions about this notice or your information: please use our contact form.