Personal Information Protection Policy

home > Personal Information Protection Policy

Personal Information Protection Policy

NIHON ACCESS CO., LTD. (We hereafter), as a corporation whose operation is in IT solutions business and in sales support business in highly developed information network society, believe that building and maintaining trust between society and us as a corporation and individuals is at the core of our business activities.

Based on this corporate philosophy, upon creation of privacy policy management system for appropriate handling of personal information by all of our executives, full and part-time employees, and contractors, we declare our privacy policy as the following:

1. We shall comply with laws and regulations and policies set forth by Japanese government in relation to personal information.

2. We shall appropriately manage personal information to protect them by conducting periodic audits. Also, we shall have managers of each department assigned to execute and maintain our personal information protection management system. Furthermore, we shall correspond to changes in social environment, laws and regulations for personal information , and other norms; we shall continuously review and improve our system.

3. We shall make every effort to keep personal information we handle the latest and correct. We shall make every effort to prevent leakage, loss, unauthorized access, and so on. We shall make prompt corrections upon requests from our clients or employees, or whenever improvement is necessary for other reasons.

4. We shall collect and handle personal information after disclosing the purpose and acquiring individual consent. We shall limit the use of collected personal information based on necessities, and shall not use it outside of the purpose. And we shall take actions therefor.

5. We shall respect the rights of individuals regarding personal information, and shall correspond appropriately and promptly should there be any complaints or discussions.

6. The “Personal Information Protection Policy” we have established shall be posted in our company, and shall be made aware to all employees. Further, we shall strive to educate and enlighten employees; we shall endeavor to raise awareness for personal information protection.

Date established: March 1, 2006
Date revised: January 13, 2009

NIHON ACCESS CO., LTD.
Fumio Kubota, CEO

About the PrivacyMark

We are granted the use of the PrivacyMark as the proof that our handling of personal information is up to the standard of JISQ15001: [Personal Information Protection Management System – Requirements] and is being conducted appropriately based on the “PrivacyMark System” operated by JIPDEC.

For inquiries regarding our personal information protection, please contact our customer service below.

NIHON ACCESS CO., LTD.  Customer Service

Location:
Umeda East Bldg. 7th fl., Taiyuji 5-15, Kita-ku,
Osaka city, Osaka 530-0051
Phone:
81-6-6316-8660(Weekdays:10:00~17:00)
PIC:
Tomoshige Takeda, Assistant GM at Corporate Planning Dep., PMS Manager
Email:
privacy@j-access.co.jp

Handling of Personal Information

All personal information collected and used by us shall be handled safely and appropriately within necessary scope of duties by authorized personnels.
However, handling of Specific Personal Information shall be based on our “Standard policy for appropriate handling of Specific Personal Information”.

1. Customer Service regarding Personal Information

Location:Umeda East Bldg. 7th fl., Taiyuji 5-15, Kita-ku, Osaka city, Osaka 530-0051
PIC:Tomoshige Takeda, Assistant GM at Corporate Planning Dep., PMS Manager
Phone:81-6-6316-8660 (Weekdays: 10:00-17:00 )
E-mail: privacy@j-access.co.jp

2. Purpose of use of Personal Information

Clients’ personal information

Purpose of use Obtained personal information

1) Business correspondence in relation to our services

Name, Phone number, Address, Fax number, Email addres, Company name, Department, and etc.

2) Contacting for providing materials, sales, and business negotiations regarding our products, services, and etc.

3) Pursuit of system development, maintenance, consignment works, and other businesses

4) Creation and execution of various contracts

5) Management of clients’ information, accounting work such as payment, billing, and etc.

Business partners’ personal information

Purpose of use Obtained personal information

1) Creation of visitor's pass

Name, Phone number, Address, Fax number, Email address, Company name, Department, and etc.

2) Contacts related to business execution and business management

3) Creation and execution of various contracts

4) Management of business partner's information, accounting work such as payment, billing etc.

Employment candidates’ personal information

Purpose of use Obtained personal information

1) Providing career information to employment candidates, contacts during application process and notice of results

Name, Date of Birth, Sex, Phone number, Cell phone number, Address, Academic records, Employment history, Licensure/ certification, Email address, Photo (head shot), and etc.

Personal information obtained from Job listing websites, Public Employment Security Office (Hello Work) and such

Purpose of use Obtained personal information

1) Providing career information to employment candidates, contacting during application process and notice of results

Name, Date of Birth, Sex, Phone number, Cell phone number, Address, Academic records, Employment history, Licensure/ certification, Email address, Photo (head shot), and etc.

Employees’ personal information

Purpose of use Obtained personal information

1) Hiring and resignation management, creation of employees’ directory, employee placement, social insurance procedures, welfare and benefits, payroll, legal procedures

Name, Sex, Date of birth, Address, Phone number, photo (head shot), and etc.

2) Business contacts

Name, Employee ID number, Department, Title, Type of employment, Work email address, and etc.

3) HR management, job training, promotion/ relegation,

Academic records, Employment history, licensure/ certification, and etc.

4) Determination and payment of wages and remuneration, social insurance and tax deduction procedures, benefits

Annual income, Monthly income, Determination method for wages, Family structure, Same/ separate household(s), Presence of dependents, and etc.

5) Health management, maintenance and securement of appropriate work environment, leaves and working hours management

Result of medical check up, Medical history, Physical and mental disabilities, Medical certificate of disease treatment, and etc.

Resignees’ personal information

Resignees’ personal information Obtained personal information

1) HR data management and contacts after resignation

Name, Sex, Date of Birth, Address, Phone number, Photo (head shot), Annual income, Monthly income, Academic records, Employment history, Licensure/ certification, Family structure, Same/ separate household(s), and etc.

3. Entrustment of Personal Information

1. We shall never entrust “Personal Information of clients”, “Personal Information of applicants” to any third parties for information processing and such.

2. We may entrust personal information of former and current employees to accounting firms or for other duties related to labor management. In this case, we shall choose the third parties that satisfactorily fulfill the standard of personal information protection, and at the same time, we shall monitor them to handle personal information appropriately in addition to having confidentiality agreement signed by them.

4. Providing Personal Information

1. We shall never provide “Personal Information of clients”, “Personal Information of employment candidates” to any third parties. However, we may do so in the following cases:

a. Required by laws and regulations

b. Necessary to protect significant profit of the individual and/ or public such as life, health, property, and such, yet it is difficult to obtain a consent from the individual

c. Especially necessary for improvement of public health or childrens’ healthy growth, yet it is difficult to obtain a consent from the individual

d. Necessary to cooperate by pursuing duties established by regulations due to entrustment by the state agencies or local public entities, yet obtaining a consent from the individual may interfere with the pursuit of the duties.

2. We may provide personal information of former and current employees to the following:

a. Personnel suggestion and business contacts aligned with duties carried out of our office such as outsourcing and temporary assignment
Contents:Name, Department, Academic records, Employment history, Licensure/ Certification, and etc.
Method:Create skill sheets or such documents, and submit via e-mail, mail, or in person.

b. Submission to social insurance office in the jurisdiction for procedures for acquisition and loss of social insurance and such
Contents:Name, Date of birth, Address, Employment insurance number, Basic Pension Number, and etc.
Method:Fill-in specified form, and submit it to relevant agency via mail or in person.

5. Personal Information submission as options

Submitting your personal information is optional. It shall be done by the individual with thorough understanding of the purpose of the data collection. In case any personal information necessary is missing, we may request for re-submission. If you shall refuse to submit, employment to our company or use of our service shall become null and void.

6. Disclosure, correction, addition, deletion or suspension of Personal Information

In case you desire disclosure, correction, addition, deletion, suspension, or suspension of submission to third parties, we shall correspond appropriately after ensuring your identity.

1. How to request
Fill-in our “Application for Personal Information disclosure, correction, deletion”, and submit it to our customer service by mail or in person along with a document to verify your identity. The request shall be made to the PIC established in “1”.

2. Document for identity verification

If you are applying on behalf of the individual, please submit a document for procurator verification and a document for your identity verification.

7. Name of the “Affiliate Personal Information Protection Organization” we belong to and contacts for complaints

For complaints regarding handling of personal information in relation to corporations belonging to the Affiliate Personal Information Protection Organization, please contact the following:

Affiliate Personal Information Protection Organization JIPDEC
Location 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
Contact Phone: 81-3-5860-7565

Standard policy for appropriate handling of Specific Personal Information

For our assurance and efforts in appropriate handling of Individual Numbers and Specific Personal Information, we shall establish our standard policy as the following:

1. Name of the company
NIHON ACCESS CO., LTD.

2. Compliance with related laws, guidelines, etc.
Regarding the handling of Personal Information and Specific Personal Information (“Specific Personal Information and such” hereafter), we shall comply with “Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure” and “Guidelines for appropriate handling of  Specific Personal Information (for private enterprises )”, as well as “Act on the Protection of Personal Information” and guidelines established by each ministry and agency.

3. Purpose of use
We shall handle Specific Personal Information and such for the following purposes:

1. Clerical tasks related to withholding tax

2. Clerical tasks regarding application for dependent deduction, application for deduction of insurance premium and application for deduction for spouse

3. Clerical task regarding salary payment report

4. Clerical tasks related to personnel transfer of salary earner regarding special tax collection

5. Clerical tasks regarding application for change to special tax collection

6. Clerical tasks regarding payment report of recipient of retirement allowance

7. Clerical tasks related to application regarding retirement income

8. Clerical tasks related to declaration, application and filing regarding property accumulation housing saving/ property accumulation pension saving

9. Clerical tasks regarding filing health insurance, employee pension and corporate pension

10. Clerical tasks regarding category III of national pension

11. Clerical tasks regarding claim of health insurance, employee pension and corporate pension

12. Clerical tasks regarding filing employment insurance and work injury insurance

13. Clerical tasks regarding claim of employment insurance and work injury insurance

14. Clerical tasks preparing for proof of employment insurance and work injury insurance

15. Other clerical tasks related to the above 1-14

4. Matters concerning Safety Management Measures
Regarding the Safety Management Measures for Specific Personal Information and such, we shall separately establish “Handling regulation for Specific Personal Information” in order to appropriately manage Individual Numbers.

5. Continuous improvement
We shall make every effort to continuously improve our system to appropriately handle Specific Personal Information.

6. Inquiries and complaints
For inquiries and complaints regarding our handling of Specific Personal Information, please contact us below:

NIHON ACCESS CO., LTD.  Corporate Planning Dep. HR Div.
Umeda East Bldg. 7th fl., Taiyuji 5-15, Kita-ku, Osaka city, Osaka 530-0051
Phone: 81-6-6316-8660
Email:privacy@j-access.co.jp

Date established: December 1, 2015

NIHON ACCESS CO., LTD.
Fumio Kubota, CEO

Top

Top