Privacy Policy

Announcement regarding retained personal data

Business person

Asahi Engineering Co., Ltd.
3-18-14 Shinyokohama Kohoku-ku,Yokohama-shi, Kanagawa-ken 222-0033, Japan
President and CEO　Kawakami　Satoshi

Personal information protection manager

Accounting/General Affairs Department　Takaaki　Ishikawa
TEL. +81-45-474-3750

Purpose of use of all retained personal data

Personal information obtained from employment applicants

Recruitment/selection procedures, contacting applicants

Personal information acquired at the time of recruitment

Conclusion of employment contract, joining procedures, promise of confidentiality, promise of personal guarantee

Personal information obtained from employees

Social security procedures, accounting and settlement operations, human resources management operations, education and training, welfare operations, salary information management, salary payments, labor/tax processing operations, safety management procedures for facilities, etc.

Personal information obtained from business partners

Sending contact reports, materials, etc., introducing our products, services, and systems, concluding contracts, accepting and implementing seminars, developing and improving our services, billing, and payments

Personal information obtained from customers

Performance of commissioned work, provision and operation of our products, services, and systems

Personal information obtained through inquiries

Receiving and answering inquiries, sending materials, etc., registering and distributing e-mail newsletters

Personal information obtained orally or through conversations such as over the phone

Receiving and answering inquiries, accepting applications, registering and contacting you, sending materials if you would like them, contacting you about recruitment procedures and sending materials if you are applying for employment, conducting interviews and appointments. If you wish, to specify the time and place, and to carry out other agreements made during oral conversations.

Where to submit complaints regarding the handling of retained personal data

3-18-14 Shinyokohama Kohoku-ku,Yokohama-shi, Kanagawa-ken 222-0033, Japan
Personal information counter
TEL. +81-45-474-3750

Procedures for responding to requests for disclosure, etc.

1. Where to submit requests for disclosure, etc.
   Personal information counter
2. Format of documents to be submitted when requesting disclosure, etc. and other methods of requesting disclosure, etc.
   • “Notification of purpose of use”, “disclosure”, “correction, addition or deletion”, “suspension of use, deletion or discontinuation of provision to third parties”, “disclosure of records provided to third parties” regarding retained personal data, If you would like to make a request for disclosure, etc. (hereinafter referred to as “disclosure, etc.”), please contact the “Personal Information Desk” as we will send you a “Request Form for Disclosure, etc. of Retained Personal Data” necessary for requesting disclosure, etc.
   • Please fill out the “Request Form for Disclosure, etc. of Retained Personal Data” and send it by mail to the “Personal Information Desk”.
   • After the necessary documents for requesting disclosure, etc. arrive at the “Personal Information Desk”, a person in charge will contact you at the contact information provided to confirm your identity. Once we have verified your identity, we will begin procedures such as disclosure.
   • We will respond to you in writing or by the method you specify within two weeks from the start of the procedure. Additionally, even if we are unable to comply with a request for disclosure, etc., we will inform you of the reason.
3. How to confirm that the person making the request for disclosure, etc. is the principal or the agent
• Please enclose a copy of one of the following documents, as “identity verification documents” are required for requests for disclosure, etc.
• “Driver’s license”, “Passport”, “Basic resident registration card with photo”, “Individual number card (only the front side with photo displayed)”, “Resident card”, “Special permanent resident certificate”, “Other issued by public institutions. Certificate with photo
• *For documents that include personal information that requires special consideration, please black out the area where it is written.
• *If we cannot confirm your identity, we will not be able to respond to your request for disclosure, etc.
• If the request is made by a representative, please enclose the following documents ① to ③.
1. “Documents for confirmation of power of attorney”
   – In the case of a request by a legal representative of a minor
   A copy of your family register, residence card (with your relationship listed), or any other official document that can confirm your legal power of representation.

   – In the case of a request by a legal representative of an adult ward
   Certificate of registered matters related to guardianship registration, etc., or any other official document that can confirm the right of legal representative.

   – Power of attorney and personal seal certificate

2. Agent’s “Identity Verification Documents”
3. “Identity verification documents” of the person making a request for disclosure, etc.
4. A postage stamp worth 2,000 yen is required for each request for notification of purpose of use and disclosure of retained personal data.

Measures taken to safely manage retained personal data

(Formulation of personal information protection policy)

“Acquisition, use, and provision of personal information in an appropriate manner, and appropriate measures to ensure that it is not used for purposes other than purposes” “Compliance with laws and regulations regarding the handling of personal information, national guidelines, and other norms” “Leakage of personal information, Measures to prevent and correct loss or damage,” “Establishment of a contact point for complaints and consultation and prompt and appropriate response,” and “Continuous improvement of personal information protection management system.”

(Formulation of internal regulations regarding the handling of personal data)

We have established regulations regarding handling procedures regarding the acquisition, use, storage, transfer/transmission, provision, deletion/disposal, etc. of personal data, as well as the roles and responsibilities of responsible persons and persons in charge.

(Organizational safety control measures)

Appoint a personal information protection manager and a personal information protection audit supervisor regarding the handling of personal data, clarify employees who handle personal data and the scope of personal data handled by employees, and comply with the Personal Information Protection Law and personal information protection management system. We have established a reporting and communication system in the event that we become aware of facts or signs that are contrary to our policies. In addition, we regularly conduct internal audits and operational confirmations regarding the handling status of personal data.

(Personnel safety management measures)

We provide regular training to employees regarding safety management measures regarding the handling of personal data. We have written compliance matters regarding personal data in our work regulations, and have concluded non-disclosure agreements with all employees. Additionally, we have concluded confidentiality agreements with subcontractors that handle personal data.

(Physical safety control measures)

In areas where personal data is handled, we control the entry and exit of employees and people outside the company, and restrict the entry and exit of electronic data devices. We have implemented measures to prevent the viewing and processing of personal data by persons who do not have access authority. We take measures to prevent theft, loss, damage, etc. of electronic devices, electronic media, documents, etc. that handle personal data. In addition, measures are taken to ensure that personal data is not easily revealed when transferring or transmitting electronic devices, electronic media, documents, etc.

(Technical safety control measures)

We implement access control to limit the scope of personnel and personal information databases handled. We have introduced a mechanism to protect information systems that handle personal data from unauthorized external access or software.

(Understanding the external environment)

When handling personal information in a foreign country, we regularly collect and understand information about the personal information protection system in that country, and then take security control measures.

The name of the certified personal information protection organization for which our company is a target business and the address for complaint resolution.

JIPDEC
Certified Personal Information Protection Organization Secretariat
Roppongi First Building, 9-9 Roppongi 1-chome,Minato-ku Tokyo, 106-0032 Japan
+813-5860-7565

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Purpose of use of personal information

Personal information obtained from employment applicants

Personal information obtained from employment applicants

Recruitment/selection procedures, contacting applicants

Personal information acquired at the time of recruitment

Conclusion of employment contract, joining procedures, promise of confidentiality, promise of personal guarantee

Personal information obtained from employees

Social security procedures, accounting and settlement operations, human resources management operations, education and training, welfare operations, salary information management, salary payments, labor/tax processing operations, safety management procedures for facilities, etc.

Personal information obtained from business partners

Sending contact reports, materials, etc., introducing our products, services, and systems, concluding contracts, accepting and implementing seminars, developing and improving our services, billing, and payments

Personal information obtained from customers

Performance of commissioned work, provision and operation of our products, services, and systems

Personal information obtained through inquiries

Receiving and answering inquiries, sending materials, etc., providing trial systems, distributing e-mail newsletters

Personal information obtained orally or through conversations such as over the phone

Receiving and answering inquiries, accepting applications, registering and contacting you, sending materials if you would like them, contacting you about recruitment procedures and sending materials if you are applying for employment, conducting interviews and appointments. If you wish, to specify the time and place, and to carry out other agreements made during oral conversations.

Personal information obtained from customers and business partners based on commissioned work

For the implementation of commissioned work and other related work

Our company uses personal information for the following purposes.

For inquiries

1. Receiving and answering inquiries
2. Sending materials, etc.

For free trial

1. Register for free trial version
2. Consultation, request reception and response
3. Notice of new products and services
4. Sending materials etc.

In case of recruitment

1. Interview procedure
2. Answers to inquiries
3. Sending materials
4. Selection and recruitment procedures

Apply for seminar

1. Reception of application for seminar participation
2. Holding seminars
3. Sending materials

AE NEWS

1. Distribution of e-mail magazine

Regarding provision of personal information to third parties

Our company will not provide personal information to third parties except in the following cases.

1. With the consent of the person
2. When based on laws and regulations
3. In cases permitted by the Act on the Protection of Personal Information and JISQ: 15001
   (Even in this case, appropriate internal procedures will be followed)

Regarding cases in which the handling of personal information is outsourced

Our company may entrust the handling of personal information to a third party to the extent necessary to achieve the purpose of use. In this case, we will select a subcontractor in accordance with laws and regulations and our standards, and conclude a confidentiality agreement with them. We will supervise and provide guidance to subcontractors regarding the appropriate handling of personal information.

Regarding requests for disclosure of personal information, etc.

Our company responds to requests for “notification of purpose of use,” “disclosure,” “correction, addition, or deletion,” and “cessation of use, erasure, and suspension of provision to third parties” of personal information subject to disclosure. If you wish to request the above matters, please contact our “Personal Information Desk”.

Voluntary provision of personal information and its consequences

Providing personal information to our company is voluntary. However, depending on the type of personal information that cannot be provided, we may not be able to perform the operations listed in [Purpose of Use of Personal Information].

Contact information regarding personal information

For inquiries regarding “requests for disclosure, etc.”, “complaints/inquiries”, and “personal information protection policy”, please contact the following contact point.

Contact information regarding personal information

3-18-14 Shinyokohama Kohoku-ku,Yokohama-shi, Kanagawa-ken 222-0033, Japan
Personal Information Desk
TEL. +81-45-474-3750
mail：info@asahi-eg.co.jp
Personal information protection manager: Takaaki　Ishikawa