Privacy Policy

1. Basic concept

The National Diet Library (NDL) pays close attention to protecting the privacy of its users in smoothly operating the NDL Search website (the website provided under the following URL: https://ndlsearch.ndl.go.jp/).

Collected information is managed appropriately within the scope of each purpose of use.

2. Scope of application

This policy describes the purpose for the NDL collecting "personal data" (any information that may identify an individual processed on the NDL Search website, including not only personal information such as names but also information such as website browsing history) and how it processes it, regarding the use of the NDL Search website.

The NDL Search website is operated and managed by the National Diet Library.

Concerning the protection of private information by the NDL as a whole, please see Protection of Personal Information.

3. Purpose of collecting and processing of personal data

3.1 Processing of personal data relating to visitors to the NDL Search website

(1) Types of personal data and purpose of collection

The NDL Search website automatically collects the following personal data of users.

Internet domain names
IP addresses
Activity history on the NDL Search website (dates of access, search keyword, session information, etc.)
Device information (type of browser, etc.)

Personal data collected are used for reference to assist in work performance and improvement of services involved in the operation of the NDL Search website and used to produce statistics on the habits of its users.

(2) Processing of personal data

The NDL Search website uses its own statistical function or Google Analytics for access analysis. The website's own statistical function analyzes access logs to produce usage statistics such as the number of page visits and transitions to linked databases as well as to measure the usage patterns of NDL Search website users in a manner that does not identify individual users.

Access analysis using Google Analytics extracts data in a non-personally identifiable manner and performs statistical analysis. It will not be used for categorization of users. For more information on how Google Analytics works and its privacy policy, please see Google's Data Protection and other sites.

The NDL Search website uses Datadog Real User Monitoring (Datadog RUM) only for the purpose of collecting error information about program malfunctions that occur on the NDL Search website. The NDL does not use Datadog RUM to monitor user behavior. For more information on how Datadog RUM works and its privacy policy, please see Datadog's sites such as "Data Protection" under Security Trust Center and Real User Monitoring .

(3) Retention period

The NDL retains personal data for as long as necessary to fulfill the purposes for which it was collected and processed depending on each type of data.

For the purpose of preventing unauthorized use and security, and for the purpose of access analysis, personal data will be stored for a maximum of 14 months and then deleted. In the case of use in Datadog RUM, the data will be deleted after a maximum of one month of storage.

(4) Use of cookies and purpose of their use

The NDL Search website uses cookies, which are small text files that are stored on users' devices (smartphones, tablets, laptops, etc.) when users visit the NDL Search website.

("Strictly Necessary Cookies": Always Enabled)
Necessary cookies enable core functionality such as security, network management and accessibility.

These cookies are also necessary to prevent unauthorized access and to detect and mitigate potential security threats.

Users may disable Strictly Necessary Cookies by changing their browser settings, but this may affect how the NDL Search website functions.

("Accept all Cookies": Analytics Cookies)
If users have given their consent to accept all cookies, the NDL will set Analytics Cookies to evaluate and improve our services by measuring how users use the NDL Search website.

Personal data collected by Analytics Cookies are used for reference to assist in work performance and improvement of services involved in the operation of the NDL Search website and used to produce statistics on the habits of its users. Access analysis extracts and collects personal data in a way that does not identify individual users.

(How to revoke Analytics Cookies after the user accepts all cookies)
Users can revoke their consent to accept Analytics Cookies at any time. To revoke, please press the "Reset cookie settings" button at the bottom of this page to display the consent settings screen again and select "Strictly Necessary Cookies".

3.2 Processing personal data relating to patrons (registered users)

(1) Types of personal data and purpose of collection

When a user uses the NDL Search website as a registered user (individual), the NDL processes the following personal data (hereinafter referred to as "patrons' personal information") in addition to the personal data described in 3.1.

The NDL mainly processes patrons' personal information patrons provide us with.

Name
Address
Date of birth
Telephone/Fax numbers (only for users residing in Japan)
Email addresses
Identification number (User ID number, etc.）
Passwords
"Usage information" (any information on a patron's use of library services such as time and date of entry to and exit from the library, time and date of requests for browsing, copying, or reference services (hereinafter referred to as "library services"), information on the library materials or portions thereof for which a patron requested library services, and content of reference requests made by patrons.)
Identification document image

The NDL collects and processes patrons' personal information first for the purpose of providing library services to users, and second for the purpose of improving library services, such as compiling usage statistics, ensuring the anonymity of specific individuals in the process.

(2) Processing of personal data

The NDL does not share patrons' personal information with any third parties except in the cases described in 4. In the provision of library services, when outsourcing certain aspects of operations, it is contractually stipulated with the outsourcing partner how personal data is processed. In addition, oversight is conducted to ensure that the processing of personal data by the outsourcing partner is done appropriately.

(3) Retention period

Identification document images will be stored for a maximum of 30 days from the date of approval or denial of the user registration application, and then deleted.

The NDL retains patrons' personal information except identification document images for as long as user registration is valid. A user registration is valid for a period of 3 years and can be extended for 3 years through a renewal procedure. The NDL will delete patrons' personal information except identification document images at the end of the registration validity period (including the period after renewals). However, if patrons' personal information is linked to usage information, it will be deleted after the storage period of the usage information ends.

Usage information excluding cases of reference requests will be retained for a maximum period of three months from the completion date of the library services and then deleted.

Usage information related to reference requests will be retained for a period of one year from January 1 of the year following the completion date and will be deleted thereafter.

For details on processing of patrons' personal information, please see User Registration and National Diet Library Patrons Personal Information Policy (NDL (RS) 2204143 of 2022).

3.3 Processing of personal data relating to inquiries to the NDL Search website

If you have any inquiries regarding the NDL Search website, please contact us through the Contact Us link. Personal data including names and email addresses processed through this inquiry form will be used solely for the purpose of addressing inquiries and will be deleted upon completion of the response. Please see the Privacy Policy on the NDL website for more information about processing collected personal data on the NDL website.

4. Measures to ensure security

The NDL takes necessary and appropriate measures in order to prevent the leakage, destruction or damage to the collected personal data, and to otherwise safely manage it.

The NDL will never use the collected personal data for any purposes other than those stated in 3 above, nor will the NDL provide it to third parties, except for particular cases where there were legal disclosure requests, illegal access, or other unlawful actions. However, the NDL may publish the statistical information mentioned in 3.1 above.

5. Changes to and deletion of personal data

Users can revoke their consent to accept Analytics Cookies at any time (see 3.1(4)).

During the retention period, patrons can review their own registration and usage information by logging into the NDL Search website.

The NDL promptly processes all requests from patrons for modification of personal information or for deletion of user registration. For details on the processing of patrons' personal information, please see User Registration and National Diet Library Patrons Personal Information Policy (NDL (RS) 2204143 of 2022).

6. Revision of this privacy policy

This policy is subject to change. Users will be notified on this site in the event changes to the policy have been made. In this case, users' future visits to the NDL Search website will be subject to the updated policy.

7. Contact information

If you have any questions or comments about this policy, please contact us.

Inquiry form: https://www.ndl.go.jp/form/en/service/contact/index.html
Department in charge: Information Access Provision Section 1, Digital Information Services Division, Digital Information Department
National Diet Library
Tel: +81-3-3581-2331