- I understand and agree to the "Agreement on the Provision of Personal Information" and, if I am situated within the EEA or UK, I also understand the 'Privacy Notice.' I consent to the provision of personal information.
- I understand and agree to the contents of the “Application Guidelines” including the terms for submitted works.
Consent Form for the Handling and Third-Party Sharing of Personal Information
Upon applying for the HERALBONY Art Prize 2026 (“Prize”) sponsored by HERALBONY Co., Ltd. (“Company”), I agree that the Company will (1) acquire and use my sensitive personal data for the purposes described in Section 1 of the following Notices Based on Laws of Japan, and provide my personal information to third parties, including third parties outside Japan, as described in Section 2 (2), and (2) if the laws of a country other than Japan apply to the Company, process personal data on the basis of consent in Section 2 of the following PRIVACY NOTICE for HERALBONY Art Prize 2026 and to provide my personal data to third parties located in countries other than my country of residence as described in Section 4.
In addition, if the entered artwork passes the first screening of the Prize, I will cooperate with the Company as much as possible in conducting the second screening, receiving various awards, participating in exhibitions, and holding award ceremonies.
I hereby pledge that (i) if I am a minor, I have applied for the Prize with the consent of a person with parental authority; (ii) if I am an adult ward, I have applied for the Prize with the consent of my guardian; and (iii) if I am not the copyright holder of the entered artwork (“Artist”), I have applied for the Prize with the consent of the Artist.
Notices Based on Laws of Japan
Note: Please refer to the Company’s privacy policy (https://www.heralbony.jp/en/information/privacy-policy) for matters that are required to be notified or published under the Personal Information Protection Act of Japan that are not listed in the following sections.
1. Purpose of Use
HERALBONY Co., Ltd. ("Company") will use the personal information provided by individual applicants who applied for the Prize to the Company (including sensitive personal information on disabilities) ("Personal Information") for the following purposes ("Purposes"):
・ For the operation and judging process of artwork entries in the Prize.
・ For the other purposes of use stated in the Company's privacy policy.
2. Provision to Third Parties
The Company may provide personal data consisting of Personal Information ("Personal Data") to third parties in the following cases:
(1) In cases where provision is permitted without the consent of the individuals under the Personal Information Protection Act of Japan, including the following cases.
・ Cases based on laws and regulations.
・ Cases in which there is a need to cooperate with a national government organ, local government, or person entrusted thereby with performing the functions prescribed by laws and regulations, and obtaining my consent is likely to interfere with the performance of those functions.
・ Cases in which there is a need to protect the life, wellbeing, or property of an individual, and it is difficult to obtain my consent.
(2) In cases where the Personal Data is provided to the following persons for the purpose of operation and screening of the Prize based on the consent of the individuals:
- Hiromi Kurosawa
- Katsuhiko Hibino
- Harriet Salmon
- Klaus Mecherlein
The above persons are located in Japan, Germany, and the State of California, United States of America.
Among these countries, Germany is recognized as a foreign country that has a system for the protection of personal information considered to provide the same level of protection as Japan in protecting the rights and interests of individuals in accordance with the Personal Information Protection Commission Regulations.
However, the State of California does not fall under the category of such a foreign country, and the Company does not take any measures to protect personal information with individuals located in California. In addition, the State of California has a comprehensive consumer privacy act called CCPA, which may provide less protection than the Personal Information Protection Act of Japan. For an overview of personal information protection system in the State of California, please refer to the following webpage of the Personal Information Protection Commission.
Foreign System (United States of America) | Personal Information Protection Commission
If You consent to the provision of personal data to a third party located in the State of California, You must be fully aware of the risks associated with such provision.
3. Entrustment of Personal Data
The Company entrusts the handling of the personal data to JDN Inc. (JDN Inc.'s Privacy Policy) and other third parties within the scope of the purposes of operating the Prize.
4. Exercise of Individuals’ Rights
Applicants or the Artist have the right to request disclosure, correction, deletion, and cessation of use, etc. of the Personal Data held by the Company to the extent permitted by the Personal Information Protection Act of Japan. If You wish to make such a request, please refer to the contact information provided in Section 4. The Company will comply with the request if it meets the requirements set forth in the Personal Information Protection Act of Japan, following verification of Your identity.
5. Contact
HERALBONY Art Prize Office, HERALBONY Co., Ltd.
E-mail:prize@heralbony.com
PRIVACY NOTICE for HERALBONY Art Prize 2026
This privacy notice is issued by HERALBONY Co., Ltd. ("Heralbony,” “We,” “Our,” or “Us”), a company based at 2-38, Kaiunbashidori, Morioka-city, Iwate Prefecture, 020-0026 Japan, to an artist (“Artist”) and/or a proxy (“Proxy”) who applied on behalf of the Artist from outside of Japan (collectively, “You” or “Your”). Heralbony will process Your personal data in connection with the "Heralbony Art Prize 2026," the prize process, and related events (collectively, the "Prize").
The manner in which We use Your personal data is very important to Us. Heralbony uses Your personal data as described below. You are not obligated to disclose Your personal data to Us; however, if You do not disclose it, We cannot allow You to participate in the Prize and related events.
We will process Your personal data in compliance with all applicable laws and any laws that update or replace them in the future (including the European Union’s General Data Protection Regulation, Regulation (EU) 2016/679 ("GDPR") and the GDPR as it forms part of UK law by virtue of section 3 of the European Union (Withdrawal) Act 2018).
This privacy notice also describes Your data protection rights, including the right to object to some of the processing We carry, out in addition to Our privacy policy, which is available at [https://www.heralbony.jp/en/information/privacy-policy]. More information about Your rights, and how to exercise them, is set out in the “Rights and requests to Heralbony” section.
1. Information about Us
For purposes of data protection law, Heralbony is a data controller with respect to Your personal data. We are committed to respecting Your privacy.
(a) Our main office address: 2-38, Kaiunbashidori, Morioka-city, Iwate Prefecture, 020-0026 Japan
(b) Our email address: prize@heralbony.com
*Please contact Us via email if You need to obtain Our phone number.
2. Our processing of personal data
2.1 Artist’s personal data
Heralbony collects Your personal data from You (the Artist) or from the Proxy who participates in the Prize on Your behalf.
In this Section 2.1, the proxy is NOT included in “You” or “Your.” The categories of Your personal data that We obtain from You or from the Proxy, as well as the purpose of and lawful basis for processing Your personal data, are below.
| |
Purpose
|
Categories of Personal Data
|
Lawful Basis
|
|
(i)
|
To contact You about the Prize |
Name, residence, email address |
Legitimate interest |
|
(ii)
|
To operate the Prize (including processing the submitted art data and evaluation of the submitted art) |
Name, residence, an art organization or a welfare facility to which You belong, gender, date of birth, classification of disability |
Consent
|
|
(iii)
|
To send Our Privacy Notice |
Name, email address |
Legitimate interest |
| (iv) |
To invite applications for future Prizes and related events |
Name, email address |
Consent |
For purposes of categories (ii) and (iv), We process Your personal data on a lawful basis, specifically, based on Your consent. For purposes of categories (i) and (iii), We process Your personal data on a lawful basis, specifically, the necessity to do so for purposes of Our legitimate interests (We have legitimate interests in the smooth and effective operation of the Prize) which are not overridden by Your fundamental rights and freedoms. You may learn more about Our legitimate interests by contacting Us using the contact details set forth in Section 6 below.
We retain Your personal data for up to 6 months after the end of the Prize.
We also may retain Your personal data for a longer period (a) to the extent necessary to comply with applicable laws and/or (b) in the event of a complaint or if We reasonably believe there is a prospect of litigation with respect to Our relationship with You.
2.2 The proxy’s personal data
The categories of personal data that We collect about the Proxy, and the purpose and lawful basis for processing the Proxy’s personal data, are below. In this Section 2.2, the Artist is NOT included in “You” or “Your.”
| |
Purpose
|
Categories of Personal Data
|
Lawful Basis
|
|
(i)
|
To contact the proxy for the Prize
|
Name, residence, e-mail address
|
Legitimate interest
|
|
(ii)
|
To operate the Prize (including processing the submitted art data and evaluation of the submitted art) |
Name, residence, an art organization or a welfare facility where the proxy belongs, a relationship with the artist
|
Legitimate interest |
|
(iii)
|
To send our Privacy Notice
|
Name, e-mail address
|
Legitimate interest
|
| (iv) |
To invite applications for future Prizes and related events |
Name, email address |
Consent |
For purposes of category (iv), We process Your personal data on a lawful basis, specifically, based on Your consent. For purposes of categories (i), (ii), and (iii), We process Your personal data on a lawful basis, specifically, the necessity to do so for purposes of Our legitimate interests (we have a legitimate interest in the smooth and effective operation of the Prize) which are not overridden by Your fundamental rights and freedoms. You may learn more about Our legitimate interests by contacting Us using the contact details set forth in Section 6 below.
We retain Your personal data for up to 6 months after the end of the Prize.
We also may retain Your personal data for a longer period (a) to the extent necessary to comply with applicable laws and/or (b) in the event of a complaint, or if We reasonably believe there is a prospect of litigation with respect to Our relationship with You.
3. Our sharing of personal data with other people or companies
Heralbony shares Your personal data when it is necessary to provide it to the judges or sponsors of the Prize for purposes of judging the Prize, or to service providers or Our affiliates for purposes of operating the Prize. We also may share Your personal data with other entities not specified above, upon receipt of a request from judicial, administrative, or other governmental authorities (including authorities outside Your country of residence). In all cases, We have appropriate safeguards in place to ensure the security and confidentiality of Your personal data.
The judges, sponsors, service providers and Our affiliates described above include the following people and companies located in Japan, Germany, France or the United States (California):
- Hiromi Kurosawa
- Katsuhiko Hibino
- Harriet Salmon
- Klaus Mecherlein
- HERALBONY EUROPE S.A.S
4. Transfers of personal data to other countries
All of Your personal data specified in Section 2 may be transferred to third parties located in Japan, Germany or the United States (California) as described in Section 3. When We transfer Your personal data to third parties outside Your country of residence, We will ensure that:
(a) the recipient destination has been certified by the government of Your country as ensuring an adequate level of protection for the rights and freedoms that You possess with respect to Your personal data;
(b) the recipient enters into contracts regarding the transfer of personal data as required by data protection laws applicable to Us; and/or
(c) You have given us informed consent as required by data protection laws applicable to Us.
If the GDPR or U.K. GDPR applies to Our processing of Your personal data, we will transfer the data to recipients located in Japan based on item (a) above (an adequacy decision pursuant to Article 45) and to recipients located in the United States (California) based on item (c) above (informed consent pursuant to Article 49.1.(a)).
For Your information, and for purposes of ensuring informed consent, Japan has a comprehensive data protection law (the APPI) and the State of California (United States of America) has a comprehensive consumer privacy law (the CCPA). However, the level of protection given by the APPI and CCPA may be inferior to that granted by the data protection law in Your country of residence, as data protection laws differ from country to country. For example, if You live in the EEA or U.K., the rights granted to You under the APPI and CCPA are less than and inferior to the rights provided by the GDPR or U.K. GDPR. In addition, the regulated scope of the CCPA is narrower than the GDPR or U.K. GDPR, as it applies to only for-profit businesses that collect personal data from California residents and that meet one or more of the following thresholds: (i) annual gross revenue of more than $25 million, (ii) buys, receives, sells, or shares the personal data of 100,000 or more consumers, households, or devices for commercial purposes per year, or (iii) derives 50% or more of annual revenue from selling consumers’ personal data. If You give consent to international data transfers, You must accept the risks arising from differences in applicable data protection laws.
You can obtain further details of the protection given to Your personal data and the risks (if any) that may arise when Your personal data is transferred outside Your country of residence by contacting Us using the contact details set forth in Section 6.
5. Rights and requests to Heralbony
You have a number of legal rights in relation to the personal data that We hold about You. These rights may vary depending on where You are located and which data protection laws apply to the relationship between You and Us, but typically Your rights will include the following:
(a) the right to obtain information about the processing of Your personal data and to access Your personal data that we hold;
(b) the right to request correction of Your personal data if it is inaccurate or incomplete;
(c) the right to request erasure of Your personal data in certain circumstances; this may include (but is not limited to) circumstances in which:
(i) it is no longer necessary for Us to retain Your personal data for the purposes above;
(ii) We are entitled to process Your personal data only with Your consent, and You withdraw Your consent; or
(iii) You object to Our processing of Your personal data for legitimate interests, and those legitimate interests do not override Your own interests, rights, or freedoms;
(d) the right to request that We restrict Our processing of Your personal data in certain circumstances; this may include (but is not limited to) circumstances in which:
(i) You dispute the accuracy of Your personal data (but only for the period of time necessary for Us to verify its accuracy);
(ii) We no longer need to use Your personal data except for the establishment, exercise, or defense of legal claims; or
(iii) You object to Our processing of Your personal data for legitimate interests (but only for the period of time necessary for Us to assess whether Our legitimate interests override Your interests, rights, or freedoms);
(e) the right to object to Our processing of Your personal data (in particular, You may object to Our processing for direct marketing, including profiling, at any time, with no conditions);
(f) the right to receive any personal data about You that we process on the basis of Your consent (as opposed to any other legal grounds) and where that processing is carried out by automated means in a structured, commonly used, and machine-readable format, and/or to request that We transmit that data to a recipient where doing so is technically feasible; please note that this right only applies to personal data that You have provided to Us; and
(g) the right to withdraw Your consent to Our processing of Your personal Data at any time (please note that We still may be entitled to process Your personal data if we can rely on other legal bases for doing so).
If the GDPR or U.K. GDPR is applicable to Our processing of Your personal data, You are granted all the rights above. You may exercise any of Your rights by contacting Us using the contact details set forth in Section 6 below. You also may lodge a complaint with the data protection authority located in Your jurisdiction, or in Japan, if You believe that We have infringed any of Your rights.
6. Contact
You can exercise the rights above or send Us any inquiries about Our products or services by contacting Us at:
prize@heralbony.com