Privacy Policy

Fumiharu Forest Foundation (一般財団法人 史春森林財団) · Effective September 1, 2024 · Part B added November 3, 2026; updated November 4, 2026

This is an English translation of the foundation's Japanese policy (個人情報保護に関する基本方針), followed by an explanation of how this tour site uses the information you send through its inquiry form. If the English and Japanese texts differ, the Japanese original prevails.

Part A. Basic Policy on the Protection of Personal Information

The Fumiharu Forest Foundation (the "Foundation") aims to restore rich ecosystems and revitalize the regional economy by managing forests, for the purpose of enhancing biodiversity, that individuals and companies can no longer manage themselves and have donated or transferred to the Foundation by their owners.

To achieve this purpose, the Foundation carries out:

• (1) forest management and administration;
• (2) forestry operations and the sale of forest products;
• (3) educational and tourism use of the forest environment; and
• (4) other related activities.

In carrying out these activities, we consider it our social responsibility to comply with the laws and regulations on the protection of personal information and to protect personal information securely. This basic policy explains how the Foundation handles personal information.

1. Collection of personal information and purposes of use

When the Foundation collects personal information, it states the purpose of use, obtains your consent, and collects only what is necessary to achieve the purposes stated above.

The personal information we collect includes contact information such as address, name, date of birth, gender, email address, telephone number and fax number, as well as information about your career and your portrait. Information is collected on paper, by telephone, by email and through social media, as well as by photography.

2. Security measures

To manage and operate the personal information of everyone concerned securely, we take reasonable and appropriate security measures against unauthorized access from outside, loss, destruction, alteration, leakage, improper outflow outside the organization, and other risks. We also strive to manage personal information appropriately, have established internal rules on security management, and provide internal training on the protection of personal information.

3. Provision to third parties

We do not disclose or provide personal information to any third party, except in the following cases:

• when you have given your consent;
• when the information is provided in a form in which individuals cannot be identified;
• when it is disclosed to the person in charge of handing over information or materials provided by the Foundation to the user concerned, to the extent necessary to perform that handover;
• when we entrust the handling of personal information to a contractor in order to carry out operations smoothly (in this case we select a contractor with a sufficient level of protection and manage the information appropriately, for example by contract obligations that prevent leakage and further provision);
• when provision is required by law; and
• when it is necessary to protect life, body or property and it is difficult to obtain your consent.

4. Personal information of minors

The Foundation protects the personal information of minors as fully as that of adults. Please provide the personal information of a minor only with the consent of a parent or guardian.

5. Procedure for disclosure

If you wish to request disclosure of the personal data held by the Foundation, please contact us at the address below.

6. Changes to this policy

We review and improve this policy as necessary. When we do, the latest version will be published on the Foundation's website.

Contact for inquiries and procedures

Fumiharu Forest Foundation, Representative Director (菅野知之)
1-16 Maruyama-dori Kita, Hiroo-cho, Hiroo-gun, Hokkaido 089-2627, Japan
Email: sugano@fumiharu.org

Part B. The inquiry form of this tour site

This part applies to the inquiry form of the Boreal Forest & SEPLS of Hokkaido Tour 2027 site (tour.fumiharu.org).

Information we ask for

Name, email address, affiliation, country or region, category, number of participants, IPSI-11 registration status, how your travel costs are covered, dietary requirements, the type of your inquiry, and your message. Items marked with an asterisk on the form are required.

Purposes of use

• to reply to your inquiry;
• to confirm that you are eligible to join the tour (participants of IPSI-11 who arrange their own airfare);
• to arrange the tour, including the travel arrangements made by a travel agency in Hokkaido.

Who receives your information

The Foundation receives your inquiry first. With your consent, given by ticking the box on the form, the information you enter may be shared with:

• the IPSI Secretariat, to confirm your eligibility; and
• the travel agency in Hokkaido that arranges the tour, so that it can answer questions about booking, fees and arrangements.

Apart from these and the cases listed in Part A, section 3, we do not provide your information to any third party. Questions about IPSI-11 itself (the conference, registration, accommodation and travel) should be sent to the IPSI Secretariat, not through this form.

How the form sends and stores your information

When you press Send, the information you entered is transmitted over an encrypted connection to the Foundation's server on the Vercel hosting service, which then:

• emails it to the Foundation's staff in charge of this tour, using the email delivery service Resend;
• emails a confirmation copy to you, using the same service; and
• records it in a spreadsheet on Google Workspace (Google Sheets) managed by the Foundation, which only the Foundation's staff in charge of this tour can access.

These service providers process the information on the Foundation's behalf, as described in Part A, section 3, and may do so on servers outside Japan. The Foundation will delete the records of your inquiry when they are no longer needed for the tour and its follow-up.

Please do not include highly sensitive information such as passport numbers in your message. This site does not collect passport or payment information; if the travel agency needs such information for booking, it will ask you separately.

Your requests

To ask about, correct or request disclosure of the information you sent, contact the Foundation at the address above.