ISFA2026 Handling of Personal Data of Participants from EU

In order to strictly protect participants' information (hereinafter referred to as "EU personal data"), Toyo Agency, Inc., offering the web service systems under a commission from the secretariat of ISFA2026 (2026 International Symposium on Flexible Automation), (hereinafter referred to as "the company") is implementing the following necessary measures.

1. For the conditions of handling of EU personal data, the company shall deal with EU personal data only if the company obtains consent from the participant and in any one of the following cases.

When handling is necessary to comply with the legal obligation that the company shall abide by (When following information disclosure orders based on laws from government agencies, etc.).
When handling is necessary to protect the serious interests of participants or other individuals (e.g., in the event that the life of participant falls into a serious crisis due to an accident during the symposium, provide participant’s data to relevant organizations such as police and hospitals).

2. For the special categories of EU personal data

In order to carry out various procedures concerning participation and/or paper presentations at the scientific program, in principle, the company shall obtain consent from the participant in advance, and use participants’ special categories of EU personal data.

3. For safety management measures

In order to properly manage the EU personal data of participants, and prevent from leakage, loss or damage of EU personal data and so forth, the company shall implement technical and organizational safety management measures for them.

4. Participant's EU personal data will be retained until the conclusion of international symposium (ISFA2026) and will then be properly deleted or disposed of.

5. For the participant's rights

Participants have the following rights regarding EU personal data concerning themselves.

Right to know participant's EU personal data and relevant information
Right to correct the incorrect EU personal data concerning participants without undue delay
Right to erase EU personal data of participants without undue delay
Right to restrict handling of EU personal data concerning participants
Right to receive personal data provided by participants in a commonly used, machine-readable format, and the right to transmit those data to another organization without hindrance
Right to object to public interest or handling for the interests of the company or third parties and handling for direct marketing for EU personal data of the participants
Right not to be subject to decisions based solely on automated processing, including profiling that have serious impact including legal effects on individuals through automatic processing such as profiling etc.

*The company will only use personal data for their participation procedures and/or scientific programming procedures.
If participants are dissatisfied with the processing of EU personal data of the company, participants may make a complaint to the supervisory authority of EEA member country, or the secretarial office of the symposium.
In addition, participants have the right to withdraw their consent at any time, and withdrawing the consent shall not affect the legitimacy of processing and transferring of EU personal data before withdrawing.

6. Data Protection Officer

The company has appointed the data protection officer in Toyo Agency, Inc.
The contact information is as follows.

Tetsuya Eguchi
Toyo Agency, Inc.
2F Akusan Bldg., 1-5-8 Iidabashi, Chiyoda-ku, Tokyo, Japan 102-0072
Phone number: +81-3-3262-6605
E-mail: info@toyoag.co.jp

Prof. Soichi Ibaraki (Organizing Committee Chair)
isfa2026-contact@googlegroups.com