Privacy Statement for NTT DATA R&D Tour 2026

This notice supplements NTT DATA GROUP CORPORATION's Privacy Statement for GDPR or UK GDPR and explains how NTT DATA GROUP CORPORATION processes Personal Information in connection with the NTT R&D Forum and related events.

For the purposes of this notice, "Related Events" include the NTT DATA R&D Tour, Innovation Exchange, Gala dinner, Musashino guided tours and any other related programmes organised or supported by NTT DATA GROUP CORPORATION, NTT DATA, Inc. or NTT, Inc.

1. Personal Information We Process

NTT DATA GROUP CORPORATION may process the following Personal Information in connection with registration for and participation in the Related Events:

name;
company or organisation name;
department, title and position;
country or region;
email address, telephone number and other contact information;
the programmes and dates in which the participant intends to participate;
accommodation, travel, transportation and arrival or departure information;
information necessary for admission to event venues or facilities;
dietary preferences, food allergies and other dietary requirements;
accessibility requirements and other requests for individual assistance;
responses to questionnaires or surveys;
photographs, video recordings or audio recordings, where applicable; and
any other information provided by the participant in connection with participation in the Related Events.

Participants are requested not to provide information that is not necessary for the purposes described in this notice.

2. Purposes of Processing

NTT DATA GROUP CORPORATION may process participants' Personal Information for the following purposes:

to receive and manage applications and registrations for the Related Events;
to confirm participation in individual programmes;
to communicate with participants regarding invitations, registration, schedules, programme updates and other event-related matters;
to respond to enquiries and requests from participants;
to arrange accommodation, transportation, venue access, meals, guided tours, interpretation, reception and other event-related services;
to manage admission, security and safety at event venues and facilities;
to provide appropriate meals and make reasonable arrangements in response to dietary, allergy, accessibility or other individual requirements;
to register participants for the NTT R&D Forum and other related programmes;
to prepare and manage participant lists, seating arrangements, itineraries and operational materials;
to conduct questionnaires and obtain feedback for the evaluation and improvement of the Related Events;
to manage records, expenses, audits and other internal procedures relating to the Related Events; and
to comply with applicable laws, regulations and internal rules.

The legal bases for such Processing may include the participant's consent, the taking of steps at the participant's request in connection with participation in the Related Events, the legitimate interests of NTT DATA GROUP CORPORATION or a third party in appropriately and safely organising and operating the Related Events, and compliance with legal obligations.

3. Dietary, Allergy and Other Special Requirement Information

In order to provide meals and make appropriate arrangements for participants, NTT DATA GROUP CORPORATION may process information concerning dietary restrictions, food allergies, health related requirements, religious dietary requirements or other individual needs.

Some of this information may constitute special categories of Personal Information under applicable data protection laws.

Where required by applicable law, NTT DATA GROUP CORPORATION will process such information on the basis of the participant's explicit consent.

Such information will be used only to the extent necessary to:

arrange appropriate meals or alternative meals;
respond to food allergies and dietary restrictions;
coordinate necessary arrangements with hotels, venues, catering providers, event agencies and other relevant service providers; and
protect the health and safety of participants.

The provision of such information is voluntary. However, if a participant does not provide relevant information, NTT DATA GROUP CORPORATION and the relevant service providers may be unable to fully accommodate the participant's individual requirements.

4. Sharing of Personal Information within the NTT Group

NTT DATA GROUP CORPORATION may share participants' Personal Information with the following companies to the extent necessary for registration, planning and operation of the Related Events:

NTT DATA, Inc.;
NTT, Inc.; and
other companies involved in the planning or operation of the Related Events.

The information shared may include the participant's name, company, title, contact details, programme selections, accommodation or transportation information, dietary requirements and other information necessary for participation in the Related Events.

Where NTT DATA GROUP CORPORATION, NTT DATA, Inc. and NTT, Inc. each process the Personal Information as an independent controller, each company will process the Personal Information in accordance with its own privacy statement.

Links to the applicable privacy statements will be provided on the registration website or the NTT event website.

5. Registration for the NTT R&D Forum

NTT DATA GROUP CORPORATION or NTT DATA, Inc. may enter the Personal Information provided by a participant into the registration system operated for the NTT R&D Forum and complete the registration process on behalf of the participant.

For this purpose, the Personal Information necessary for registration may be provided to NTT, Inc. Where required, participants will be informed that:

their Personal Information will be provided to NTT, Inc. for registration and participation in the NTT R&D Forum;
NTT DATA GROUP CORPORATION or NTT DATA, Inc. may complete the NTT R&D Forum registration process on their behalf; and
NTT, Inc. will process their Personal Information in accordance with the privacy statement applicable to the NTT R&D Forum.

6. Service Providers and Other Recipients

NTT DATA GROUP CORPORATION may disclose Personal Information to, or entrust the Processing of Personal Information to, service providers involved in the planning and operation of the Related Events, including:

event planning and event management agencies;
registration platform and cloud service providers;
hotels, venues and accommodation providers;
catering and food service providers;
transportation, travel and shuttle service providers;
interpretation and translation service providers;
security, reception, admission and facility management providers; and
other contractors necessary for the operation of the Related Events.

Personal Information will be disclosed only to the extent necessary for each service provider to perform its assigned services.

In particular, information relating to dietary restrictions, food allergies or other individual requirements will be disclosed only to the persons and service providers who need the information in order to provide the requested arrangements or protect the participant's health and safety.

NTT DATA GROUP CORPORATION will select appropriate service providers and take reasonable measures, including contractual measures where applicable, to ensure that Personal Information is handled appropriately.

7. Retention Period

NTT DATA GROUP CORPORATION will retain participants' Personal Information for as long as necessary to register participants for and operate the Related Events.

Following completion of the Related Events, Personal Information may be retained for a limited period where necessary for:

responding to enquiries;
completing payments, settlements and accounting procedures;
maintaining audit and compliance records;
resolving disputes;
fulfilling legal or regulatory requirements; or
other legitimate administrative purposes.

Personal Information will be deleted or anonymised when it is no longer necessary for these purposes, unless a longer retention period is required by applicable law.

Information concerning dietary restrictions, food allergies, health-related requirements or other individual assistance will be deleted promptly after completion of the Related Events and any necessary follow-up, unless continued retention is required by law or for another justified purpose.

8. Withdrawal of Consent

Where NTT DATA GROUP CORPORATION processes Personal Information on the basis of consent, the participant may withdraw that consent at any time.

The withdrawal of consent will not affect the lawfulness of Processing carried out before the consent was withdrawn.

Depending on the information concerned, withdrawal of consent may mean that NTT DATA GROUP CORPORATION is unable to complete the participant's registration, provide particular arrangements or enable the participant to participate in some or all of the Related Events.

9. Access, Rectification, Erasure, Restriction of Processing, Data Portability and Objection of Processing

Participants may request from NTT DATA GROUP CORPORATION access to, rectification or erasure of, or restriction of the Processing of their Personal Information, and also may submit a request in relation to exercising their right to data portability. Participants may lodge a complaint with the data protection authorities with jurisdiction over NTT DATA GROUP CORPORATION or the location of their domicile with regard to the Processing of their Personal Information.

Participants also have the right to object to NTT DATA GROUP CORPORATION's Processing of their Personal Information.

10. Contact

Questions concerning the Processing of Personal Information in connection with the Related Events, or requests to exercise data protection rights, may be directed to the contact specified in NTT DATA GROUP CORPORATION's Privacy Statement for GDPR or UK GDPR.