Personal Information Protection Policy

Personal Information Protection Policy

Hirata Corporation (hereinafter “Hirata”) and its group companies, pursuant to the Act on the Protection of Personal Information, applicable laws, ordinances, regulations and other guidelines regarding personal information protection and manage (hereinafter collectively the “Laws”), have established and hereby published its Personal Information Protection Policy (hereinafter the “Policy”) related to the appropriate protection and use of personal information as described below. Hirata will endeavor to review in a timely manner and continue to improve the Policy to ensure the proper handling of personal information.

(Updated on April 13, 2018)

1.Basic Policy

Hirata and its group companies will handle personal information pursuant to the following policy:

  1. Hirata will comply with the Laws and endeavor to protect personal information establishing its management systems in accordance with the Laws;
  2. In order to manage personal information properly, Hirata will appoint a person responsible for the management of personal information at each department and provide education to all its employees regarding the protection of personal information; and
  3. Except where there are any justifiable reasons, Hirata will not disclose personal information to any third parties.

2.Purposes of Use

With respect to any personal information retained by Hirata, Hirata will use such personal information only for the purposes of use specified and publicly announced in advance, provided, however, that, this shall not apply for cases where Hirata obtains a principal’s consent and where the handling of such personal information is permitted as exceptional cases by the Laws.

Hirata will use personal information within the purposes of use as specified below.

Types and Purposes of Use

Types of personal information Purposes of use
The persons who made inquiries

• Responses to inquiries and the storage of response records

The applicants for factory tours and other activitie

• Contacts during factory tours and in case of emergency, and requesting for questionnaires

The persons who cooperated with questionnaires and other surveys

• Marketing and other marketing related activities (Utilization in the form of statistical information that do not specify an individual)

The persons who joined in events that Hirata organizes, operates, or participates • Management and operation of events, requests for questionnaires and surveys
The record of a monitor camera

• Crime prevention and security of facilities

The neighbors

• Communication, consultation, review, negotiation, information provision, exchanging distribution materials relating to public relations and handling thereof

• Operation of collaborative work and communication, consultation, review, information provision, and exchanging distribution materials associated therewith

The shareholders

• Responses to the exercise of rights and performance of obligations under the Laws

• Performance of services relating to shares (administration of shareholders, dispatching convocation notices and dispatch of other distribution materials)

The customers and suppliers

• Provision and maintenance of products and services handled by the Hirata or its group companies

• Business negotiation, meeting, entrance/exit management of the Hirata’s facilities, and communication
The applicants for recruitment

• Decision and examination as to whether or not to recruit

The officers, employees, and other relevant persons (including prospective employees), retirees, and their family members

• Labor management, such as work-related communication, attendance management, payroll, settlement of expenses, proper assignment of personnel, personnel evaluation, ability development, welfare and benefit program, and safety and health, as well as the performance of obligations prescribed in labor-related laws and regulations, tax-related laws and regulations, and social welfare-related laws and regulations

• Acceptance, performance, and management of various procedures prescribed in internal rules and regulations

• Communication with welfare-related organizations, such as health insurance associations and employee’s pension funds, and other organizations including Group companies, dispatch of items for distribution including in-house magazines, contact in case of emergency, and dispatch of notice and distribution materials in social activities such as the association of former members

* Please note that Hirata may revise the matters to be publicly announced without prior notice.

3.Joint Use

Hirata may use personal information with joint users within the purposes of use as described below.

Details of Joint Use

Items to be jointly used (1) Personal information of personnel including officers and employees that are to be disclosed internally
(Example) Contact information, such as an extension number (including name, title, and department) and e-mail address
Scope of joint users Hirata Group companies
Joint users’ purposes of use Employment management relating to personnel, such as secondment and support, and work-related communication
Manager responsible for administration of joint use Division Director, Administration Division
Items to be jointly used (2) Personal information of personnel including officers and employees that are necessary for the execution of the following purposes of use
Scope of joint users Hirata Group companies, companies with which the Hirata concluded a secondment agreement, health insurance association, employees’ pension fund, benefit society, companies handling welfare and benefit program, and labor union
Joint users’ purposes of use To support services necessary for employment management, welfare and benefit program, and business operations within the scope of the purposes of use upon acquisition of personal information
Manager responsible for administration of joint use Division Director, Administration Division
Items to be jointly used (3) Names of customers (in cases of corporation/association, the names, titles, and departments of officers and employees) and their postal codes, addresses, telephone numbers, fax numbers, and e-mail addresses
Scope of joint users Hirata Group companies
Joint users’ purposes of use Appropriate responses and handling of inquiries, demands, requests for brochures
All work relating to purchasing transactions, including estimations, inquires, orders, and payments
Manager responsible for administration of joint use Division Director, Administration Division
Items to be jointly used (4) Names of customers (in cases of corporation/association, the names, titles, and departments of officers and employees) and postal codes, addresses, telephone numbers fax numbers, e-mail addresses, and payment requirements (name of the bank receiving remittance, branch name, deposit type, account holder, and account number)
Scope of joint users Hirata Group companies
Joint users’ purposes of use For the management of the balance of receivables and payables of each customer and the processing of billing, depositing, and payment
Manager responsible for administration of joint use Division Director, Administration Division

4.Assurance about Accuracy of Personal Data

Hirata will endeavor to keep personal data accurate and up to date within the range necessary to achieve the purposes of use.

5.Security Control Measures

  1. Hirata will institute reasonable security control measures to prevent unauthorized access to personal information and the leakage, loss, and damage of personal data.
  2. Hirata may entrust the handling of personal information to a third party within the range necessary for the implementation of the purposes of use under Paragraph 2 of this Policy. In such case, Hirata shall select a contractor that is deemed capable of handling personal information in a proper manner and entrust the handling to such contractor upon concluding an agreement regarding the handling of personal information, and exercise supervision over the contractor so as to seek the appropriate control of personal information.

6.Providing Personal Data to Third Parties

Hirata will not provide any personal data received by Hirata to third parties, except for the following cases:

  1. When Hirata obtains the prior consent of the relevant principal with respect to the provision of personal data;
  2. When Hirata provides personal data to the contractor within the range necessary for the purposes of use; and
  3. Otherwise, when the provision of personal data to third parties is permitted under the Laws

7.Disclosure of and Amendments to Retained Personal Data

In cases of a request for the notification of purpose of use of retained personal data, or the disclosure, correction, addition, deletion, cessation of use, or erasure of retained personal data, or the cessation of a third-party provision (hereinafter collectively referred to as the “Disclosure”), Hirata will sincerely respond thereto. For details of procedures concerning requests for Disclosure, please refer to Paragraph 8 of this Policy.

8.Procedures concerning Requests for Disclosure

Procedures concerning requests for Disclosure of retained personal data from a principal or his/her agent shall be as follows.

Procedures concerning Requests for Disclosure

1) Postal address for requests 111, Hitotsugi, Ueki, Kita, Kumamoto, 861-0198 Japan
Personal Information Inquiries Desk, Hirata Corporation
2) Documents to be submitted • Print out a Request Form for Disclosure A) below and fill in necessary matters, enclose a personal identification document B) and return envelope C) below, and send them to the above address by simple registered mail or certified delivery mail.
• The principal making a request bears all expenses including cost for obtaining a personal identification document and mailing cost.
a) Request form for Disclosure Request form in Word format (Download)
b )Personal Identification documents • When making a request, enclose a copy of any of the following documents.
Driver’s license, passport, health insurance card, pension handbook
Requests through an agent In addition to the above personal identification document, also enclose the following document.
●In case of a statutory agent
 • Document to confirm that the statutory agent has the power of legal representation
 • Copy of any of the following documents to confirm the identity of the statutory agent
    Driver’s license, passport,
    health insurance card, pension handbook
●In case of a privately appointed agent
 • Power of attorney (the principal’s registered seal must be affixed)
 • Certificate of a seal-impression of the principal
 • Copy of any of the following documents to confirm the identity of the agent
    Driver’s license, passport,
    health insurance card, pension handbook
c)Return envelope • Enter the address stated on the document identifying the principal or agent.
• In cases of a request for the notification of purposes of use or disclosure, put postal stamps for 900 yen on the envelope for registered mail with delivery certificate (domestic only).
• In cases of a request for the correction, addition, deletion, cessation of use, or erasure of retained personal data, or other similar requests, you are not required to enclose a return envelope.
3) Method of responding to requests • Hirata will respond in writing by the enclosed return envelope.
4) Reasons for not responding to requests • Please note that Hirata will not be able to comply with “requests for Disclosure”, in cases where there is any risk of considerable obstruction to the appropriate operation of the Hirata’s business, where there is any provision in the Laws and Regulations, and where there is any deficiency in documents to be submitted in 2) above.

9.Inquiries Desk for Personal Information

Hirata will accept consultation and questions regarding personal information retained by Hirata. Please use the following inquiry form for such consultation and questions.
To Inquiry Form

Please note that Hirata will not accept your inquiries in person at our office or by telephone, facsimile, or other similar means.

 

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