This Privacy Policy explains the handling of information obtained by TOPPAN Inc. (hereinafter referred to as "TOPPAN") through the “Automatic Translation System by TOPPAN VoiceBiz” (hereinafter referred to as “VB Expo Edition”) provided for the “Expo 2025 Osaka, Kansai, Japan” operated by “Japan Association for the 2025 World Exposition” (hereinafter referred to as the “Association”).

This Privacy Policy explains, for example, what information TOPPAN collects and the procedures it takes to protect the privacy of users.
This service will be available from April 13, 2025 through October 13, 2025, after which the information acquired through this service will be deleted from the server.

1.Information obtained by us

The VB Expo Edition will not handle personal information (information about living individuals that can identify specific individuals by name, date of birth, address, photograph, etc.) held by users.
The VB Expo Edition uses speech recognition to convert the user’s speech into textual information, and temporarily stores it on the server. Once the text information is delivered to the application from the server, the text information is deleted from the server.
Therefore, although the VB Expo Edition is generally not designed to handle personal information, personal information may be temporarily stored on the server in exceptional cases where personal information is included in the user’s speech.
Users shall use the VB Expo Edition with the understanding that personal information may be temporarily stored on the server depending on the contents of the user’s speech.
TOPPAN understands that some of the content of the user’s speech may contain personal information, and TOPPAN will manage such information appropriately in accordance with the Act on the Protection of Personal Information and other laws, regulations and guidelines concerning the protection of personal information.
In addition, TOPPAN’s policy for the protection of personal information and the contact point for complaints and consultations regarding personal information will be posted in the Privacy Policy on our website (https://www.toppan.com/en/privacy.html).
We will strictly manage and protect personal information obtained from our customers. In order to protect personal information from unauthorized access, loss, destruction, falsification and leakage, etc., the following safety management measures will be taken in accordance with our internal regulations, and in the unlikely event that a problem should occur, we will take appropriate and prompt action.

Formulation of Basic Policy

We have established the “TOPPAN Inc. Personal Information Protection Policy” identifying that the protection of personal information is an important management issue in order to fulfill the rights of individuals and to earn the trust of our customers, and will ensure that all departments are fully aware of this policy.

Establishment of Disciplinary Rules for Handling of Personal Data

We have established rules for the handling of personal data to ensure compliance by our officers and employees, etc. to ensure that personal information obtained by us is received/acquired, processed/handled, and returned/ delivered/disposed of in an appropriate manner.

Organizational Security Control Measures

In addition to appointing a personal information protection officer, we have established a system to identify employees who handle personal data and the scope of personal data handled by such employees, and for reporting to the person in charge in the event that we become aware of any fact or sign of violation of the laws or handling rules. Further, we regularly conduct self-inspections and internal audits, and is subject to external audits, on the status of the handling of personal data.

Human Security Control Measures

In addition to regularly training our officers and employees, etc. of the rules when handling personal data, we have obtained pledges of confidentiality regarding personal data, and have established penalties in our employment regulations for violations of these rules.

Physical Security Control Measures

We have designated areas where personal data is handled, control access to these areas by officers and employees, etc. and the restriction of the equipment they may bring into such areas, and implement measures to prevent unauthorized personnel from accessing personal data. In addition, we have implemented measures to prevent equipment that handles personal data from being removed from the premises, lost or stolen, and imposed restrictions on the carrying of electronic media, as well as measures to prevent personal data from being easily discovered.

Technical Security Control Measures

Our information systems that handle personal data have mechanisms in place to prevent unauthorized access from the outside and to protect personal data from unauthorized software, and access controls are used to identify the scope of personnel responsible for handling personal data and personal information databases, etc.

Understanding of External Environment

We have been implementing security control measures based on our understanding of the systems for the protection of personal information in Japan, where personal data is stored.

1. (1) Information to be provided by users
   ■ Information entered into the system *Used to provide translation functions.
   • Phonetic information and text information entered by the user for translation
   • Language information (the language entered by the user and the language the user wants the translation to be performed in)
   • Location information *Only from the users who have enabled this function
   
   ■ ID/PASS information *Used to determine whether the user is an authorized user for certain functions.
   • ID/PASSWORD information required for the use of this service (for some users only)
2. (2) Information obtained automatically
   ■ Usage information *Used for support and service improvement.
   • Device model/OS version information
   • App version
   • Start time
   • IP address
   • UUID

2.Cookies

The VB Expo Edition may use cookies for the purpose of “providing information”, “enhancing services” and “improving the convenience of the VB Expo Edition”, etc. The VB Expo Edition does not obtain personally identifiable information through cookies.

3.How information will be used

Information provided by users is processed by the server for the purpose of providing services. The information we automatically collect is used to provide support, to help us understand trends in the use of this service, and to improve the service.

4.Information sharing and collaboration

We may entrust our customer information to an outside contractor to whom we outsource the operation and maintenance of the VB Expo Edition. In the event of such, we will conclude a non-disclosure agreement with such outside contractor to ensure thorough management of customer information.

In addition, we will provide the Association with usage information excluding personal information.
Provided that information may be disclosed to a third party other than the Association, in the following cases:

1. (1) If the customer has given prior consent;
2. (2) If disclosure is required for the protection of public interest or by public authority and disclosure cannot be legally refused;
3. (3) If we have no choice but to use the information in order to deal with an imminent danger to the life, body or property of our customers or other individuals;
4. (4) If a request is made by a third party claiming to have suffered or to be at risk of suffering damage as a result of the actions of our customers, and we deem that there is a reasonable ground for such request; or
5. (5) If it is necessary for our subcontractors to provide individual services, such as after-sales services, on our behalf.

5.Cross-border transfer of data

All information (voice, text, translation results, communication history, location information, etc.) entered using the VB Expo Edition will be stored on a server in Japan, but only limited personnel will have access to such information. Information will not be transferred outside of Japan. The acquired information will not be provided by TOPPAN to any third party (excluding contractors as stipulated in Article 4), except when it becomes necessary to provide the service or to improve the VB Expo Edition to the extent that it is provided to the users.

6.Information security

We will take necessary and appropriate measures to prevent leakage, loss or damage of the acquired information, to correct it, and to otherwise safely manage the information. This website uses SSL (Secure Socket Layer) encryption.

7.Data management and retention

This service will be available from April 13, 2025 through October 13, 2025, and data acquired through this service will be deleted from the server after the end of the relevant period.
Please refer to “9. Inquiries" for inquiries about the relevant data before deletion. Depending on the nature of the inquiry, we will respond regarding the status of the relevant data.

8.Withdrawal of consent

You may withdraw your consent to the Terms of Use and Privacy Policy at any time. If you wish to withdraw your consent, please delete the application. By deleting the application, you withdraw your consent.

9.Inquiries

Hours: 10:00 to 17:00 (excluding Saturdays, Sundays, holidays and our company holidays)
For inquiries regarding personal information, please read and agree to the “Handling of Personal Information” and contact us using the address below.

We are a target business of the following Accredited Personal Information Protection Organization. Complaints regarding our handling of personal information may also be directed to:

Our name, address, and the name of our representative can be found on the “Company Profile” page of our corporate website (https://www.toppan.com/en/about-us/company-profile.html).