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Privacy Policy

International Traffic Medicine Association (ITMA) 27th World Congress in Tokyo

The International Traffic Medicine Association (ITMA) 27th World Congress in Tokyo (the “Congress”) is organized by the International Traffic Medicine Association (ITMA) and held jointly with the 62nd Annual Meeting of the Japanese Council of Traffic Science (“JCTS 62”). The Congress Secretariat (the “Secretariat”, “we” or “us”), which operates the Congress under the direction of the Congress President, recognizes the importance of the personal information entrusted to us by participants, speakers and partners. We handle personal information in accordance with the Act on the Protection of Personal Information of Japan (APPI) and related guidelines, as set out in this Privacy Policy.

1. Scope

This Privacy Policy applies to personal information collected by the Secretariat through the official Congress website (the ITMA pages of https://itma27-jcts62.jp/) and in the course of operating the Congress, including registration, abstract submission, invited-speaker arrangements and on-site operations.

  • Personal information relating to JCTS 62 is handled under the JCTS 62 Privacy Policy (https://itma27-jcts62.jp/jcts/privacy/). Registration data shared between the two congresses is described in Section 6.
  • ITMA membership records are maintained by the International Traffic Medicine Association and are outside the scope of this Policy.

2. Personal information we collect

We collect the following personal information in the situations described below.

  1. Registration: name, organization or affiliation, e-mail address, participant category (ITMA member, non-member or student; congress(es) attended), name to appear on the receipt, and payment details (date, amount and payment status). The same applies to registration for the Networking Reception.
  2. Abstract submission and presentation: names and affiliations of the presenting author and co-authors, corresponding e-mail address, abstract title and text, presentation materials, topic category, presentation preference, and conflict-of-interest (COI) disclosures.
  3. Chairpersons, keynote and invited speakers, and ITMA officers: in addition to the above, contact details (telephone number, postal address), biography and photograph, travel dates and flight details, hotel requirements, names of accompanying persons, dietary requirements, accessibility needs, participation in optional tours, and information required for honoraria or expense reimbursement.
  4. Sponsors and exhibitors: company name, department, contact person’s name, address, telephone number and e-mail address, and invoicing and payment records.
  5. Inquiries: name, affiliation, e-mail address and the content of the inquiry.
  6. On-site records: check-in records (issuance of name badges) and survey responses.
  7. Website use: access logs, cookies and browsing data (see Section 10).

If you provide us with information about another person (for example, an accompanying person), please make sure that you have their consent to do so.

3. Purposes of use

We use personal information within the scope of the following purposes.

  1. Processing registrations, confirming payment of registration fees, issuing receipts, and preparing name badges and attendance records
  2. Receiving abstracts, conducting scientific review, notifying authors of acceptance, and preparing the scientific program and the abstract book
  3. Communications necessary for the operation of the Congress (confirmation of registration, program changes, on-site information, and arrangements for the ITMA Board Meeting)
  4. Arranging hotel accommodation, optional tours and related hospitality for invited speakers and ITMA officers
  5. Reporting on the Congress (on the Congress and ITMA websites, and in ITMA publications and newsletters)
  6. Managing sponsorship and exhibition agreements, invoicing and payments
  7. Responding to inquiries
  8. Analyzing survey responses to improve the Congress
  9. Informing participants about future ITMA congresses and activities (you may opt out at any time by contacting us; see Section 16)
  10. Accounting and tax processing, and compliance with legal obligations
  11. Analyzing website usage to improve the website

4. Registration and payment (payment service provider)

Registration and payment of registration fees are processed through “Payvent”, an online payment service provided by Urbs Inc. (Osaka, Japan).

  • Information entered in the registration form is transmitted to the Secretariat through Payvent and handled in accordance with this Policy.
  • Credit card details are processed and stored by Payvent’s payment processor (Stripe). Neither the Secretariat nor ITMA receives or stores card numbers.
  • Payvent’s own handling of user information is governed by its Privacy Policy (https://payvent.net/privacy-policy) and Terms of Service.

5. Disclosure to third parties

We do not disclose personal information to third parties without your consent, except in the following cases.

  1. Where required by law
  2. Where necessary to protect a person’s life, body or property and it is difficult to obtain your consent
  3. Joint use (Section 6), outsourcing to service providers (Section 7) and publication (Section 8)

6. Joint use with JCTS 62

Because the Congress is held jointly with JCTS 62, registration data is used jointly by the two congresses as follows.

  • Data items: name, affiliation, e-mail address, participant category and payment status
  • Joint users: the Congress (ITMA 27th World Congress in Tokyo) and JCTS 62 (the 62nd Annual Meeting of the Japanese Council of Traffic Science; Congress President: Takashi Nishiyama, Okinawa Prefectural Chubu Hospital)
  • Purposes: managing registrations for both congresses, issuing name badges, and communications concerning the joint program, including the joint day on September 15, 2026
  • Party responsible for management: the ITMA 27th World Congress in Tokyo, Congress President Masahito Hitosugi (contact details in Section 16)

7. Service providers

We may entrust the handling of personal information to service providers to the extent necessary for the purposes above, including the operation of the registration and payment system, on-site registration and venue operations, printing, production of the abstract book, and hotel, travel and tour arrangements. The Congress Secretariat (operations) is DENNO Trading. Service providers are contractually bound to handle personal information appropriately and are supervised as necessary.

8. Publication in the program and abstract book

  1. The titles of accepted abstracts and the names and affiliations of presenting authors and co-authors are published in the scientific program (website and printed materials) and in the abstract book.
  2. The abstract book is distributed to registered participants and is not made publicly available. Copyright in abstracts remains with the authors; the Congress holds a non-exclusive license to publish them in the abstract book (see the Call for Abstracts).
  3. The names, affiliations and biographies of chairpersons, keynote and invited speakers are published in the program and on the website.

9. Photography and recording at the venue

The Secretariat does not photograph or record (video or audio) sessions or events. Participants are asked not to photograph or record presentation slides or posters without the presenter’s permission.

10. Cookies and analytics

This website uses Google Analytics, a web analytics service provided by Google LLC, to understand how the site is used and to improve it. Google Analytics uses cookies to collect browsing data in a form that does not identify individuals. For details of the data collected and how it is handled, please refer to Google’s Privacy Policy and the Google Analytics Terms of Service. You can disable cookies in your browser settings or install the Google Analytics Opt-out Browser Add-on; some features of the site may then be unavailable.

The website also uses external services such as Google Fonts to display fonts; when you view the site, information such as your IP address is transmitted to these service providers.

11. Participants outside Japan

The Congress is held in Japan, and personal information is processed in Japan by the Secretariat and its service providers. By registering for or submitting an abstract to the Congress, you acknowledge that your personal information will be transferred to and processed in Japan under the APPI. Japan is recognized by the European Commission as providing an adequate level of data protection.

If you are located in the European Economic Area or the United Kingdom, we process your personal information on the following legal bases: performance of a contract (registration and abstract handling), our legitimate interests in organizing and reporting on the Congress, compliance with legal obligations, and your consent where we ask for it (for example, for future congress announcements). You have the right to access, rectify or erase your personal information, to restrict or object to its processing, to data portability, to withdraw consent at any time, and to lodge a complaint with your local supervisory authority. To exercise these rights, please contact us as described in Section 16.

12. Security

We take reasonable organizational and technical measures to prevent the leakage, loss or damage of personal information, including access controls, password protection and encryption of communications (SSL/TLS). Access to personal information is limited to staff who need it for their work.

13. Retention

We retain personal information only for as long as necessary for the purposes above. Registration and abstract data are deleted or destroyed without undue delay after the Congress, once the period required for Congress reporting, accounting and statutory record-keeping has passed. Information collected for publication, such as the program and abstract book, is not subject to this deletion.

14. Your rights

You (or your authorized representative) may request access to, correction, addition or deletion of, suspension of use of, or cessation of third-party provision of your personal information held by us. We will respond within a reasonable period in accordance with applicable law after verifying your identity. Please send requests by e-mail to the contact in Section 16. Requests concerning account information held on the payment service may need to be directed to Payvent (Urbs Inc.).

15. Links to external websites and changes to this Policy

This website contains links to external websites (the payment service, supporting and sponsoring organizations, the venue and others). The handling of personal information on those sites is the responsibility of their operators and is not covered by this Policy. We may revise this Policy in response to changes in law or in the operation of the Congress; the revised Policy takes effect when it is posted on this page.

16. Contact

For questions or requests concerning personal information, please contact:

ITMA 27th World Congress in Tokyo – Congress Secretariat (operations)
DENNO Trading (contact person: Kazuhiro Tanaka)
E-mail: contact@itma27-jcts62.jp

Congress President: Masahito Hitosugi, MD, PhD (Shiga University of Medical Science, Otsu, Japan)

Effective date: September 11, 2026
Masahito Hitosugi, MD, PhD
President, ITMA 27th World Congress in Tokyo

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