Managing customers personal information (Privacy Policy) Personal information privacy policy

Transcription

1 Managing customers personal information (Privacy Policy) View PDF 1. Our company s personal information privacy policy Personal information privacy policy 01/04/2005 THK Co., Ltd President and CEO, Akihiro Teramachi Fulfilling our legal and social responsibility towards protecting personal information is extremely important to our company s corporate activity. In particular, we have a duty of secrecy regarding provision or disclosure of personal and private information acquired from share holders, board members, company employees, junior employees, contract employees, temporary employees, management company employees, customers or suppliers, to an outside party without the intended reasons for use and without good reason. In order for our company to continue to do business whilst maintaining trust from society, we cannot overlook our responsibility to secure and protect personal information. Our company strongly recognizes the importance of appropriate safeguarding of such personal information held by us. In order for the company to accomplish our work in accordance with our social and legal obligations, we have to appropriately hold and safeguard personal information and maintain a robust and suitable management of such information used in our business and operations. In order to accomplish this we are endeavoring to establish information security for personal information and have specified the personal information privacy policy below as a fundamental principal of our company s management: 1. Our company will, in accordance with the Law Concerning the Protection of Personal Information (2003); guidelines set by the Ministries of Economy, Trade and Industry, and Health, Labor and Welfare; and any regulations regarding information privacy established by the Tokyo metropolitan government, treat employees personal information privacy with due importance, establish and observe Personal information privacy regulations and ensure steady implementation and continual improvement of these. 2. Our company will, together with the establishment of an appropriate system for the protection of personal information that takes account of the content

2 and scope of each field, appropriately manage the collection, use, provision (inclusive of outsourced parties), disclosure, amendment, suspension and deletion of personal information in accordance with the stipulated regulations. 3. In order to secure the accuracy and safety of personal information our company will implement safety measures, starting with information security provisions, and endeavor to prevent unlawful access to personal information or any loss, destruction, alteration to, or disclosure of this information. 2. Acquiring personal information directly from customer When acquiring personal information from a customer (inclusive of business clients), our company will clearly state in advance the intended use of such information (hereafter, Reasons for use ), with the exception of one or more of the items below: 1. Information acquired at meeting with our company s sales representative (where business cards are exchanged etc.). 2. When business cards are exchanged etc., at trade shows or exhibitions. Furthermore, in the case of 1 and 2 above, with the exception of instances where the said customer refuses, the information obtained can be used within the range of the reasons for use as stipulated in 3 (1) below. 3. Customer s personal information held by our company 1) Reasons for use Our company will use the customer s personal information in accordance with the following reasons: 1. For business related contact. 2. For fulfillment of contract (provision of goods, services etc.). 3. For sending information of our company s, or the group companies *, products or services by our company or the group companies.. 4. For sending information of our company s, or the group companies *, products or services by the THK authorized distributors**. 5. For information regarding seminars or exhibitions etc., held by our company or group company. 6. Request for customer satisfaction survey. 7. Response to inquiry or request from customer. 8. To give customers information in advance, or to gain their assent etc. * Group company is defined as a company in which our company, either directly or indirectly, holds over 20% of voting rights of general shareholders.

3 ** the THK authorized distributors are the distributors who conclude a distribution contract with the Company and are authorized to denominate themselves as the THK authorized distributor. Furthermore, in order to facilitate smooth business operations, our company may source certain operations to a third party which necessitates the depositing of a required range of customer information to said party. In such cases the sourced company will be chosen following an confirmation that they can adequately handle personal information, together with appropriate oversight and the conclusion of a contract for handling personal information. 2) Usage of the personal information by the company s group companies and its authorized distributors. The company might provide its group companies and its authorized distributors with its personal information which include a customer s name, home address, home telephone number, business address, business telephone number, fax number, address, and so on, in order to send information of the company s, its group companies and or its authorized distributors products or services. Customer s information is provided by printed matter or electrical data. 3) Reasons for use outside of the above points Under some circumstances our company may have to use, or disclose, customer s private information outside of the reasons stated in (1), above. In such cases, the company will inform the customer of the nature of such information or make such notification public or easily accessible to the customer, notwithstanding any of the items below: 1. When customer s consent has been gained. 2. When reasons for use are required or authorized by law. 3. In cases where disclosure is necessary to prevent risk to person s life, health or financial assets, and where gaining customer s consent is difficult. 4. In cases where disclosure is necessary to promote improvement in public health or sound child development, and where gaining customer s consent is difficult 5. When national bodies, local authorities or the sourced party require necessary cooperation in order to perform actions in accordance with stipulated laws, and the need to acquire the customer s consent is an obstacle to said actions. 3) Reasons for disclosing information to third party 1. When customer s consent has been gained. 2. Disclosing information that cannot identify the customer (statistical data etc.). 3. When reasons for use are required or authorized by law.

4 4. In cases where disclosure is necessary to prevent risk to person s life, health or financial assets, and where gaining customer s consent is difficult. 5. In cases where disclosure is necessary to promote improvement in public health or sound child development, and where gaining customer s consent is difficult 6. When national bodies, local authorities or the sourced party require necessary cooperation in order to perform actions in accordance with stipulated laws, and the need to acquire the customer s consent is an obstacle to said actions. 4. Procedure for disclosure, amendment, suspension, deletion of personal information 1) Requesting disclosure, amendment, suspension, deletion of personal information. When making a request for disclosure, amendment, suspension, deletion of personal information, the necessary documents specified below must be attached and sent by mail to our company (address provided below). Those customers, however, who are registered as either technical support members or mail magazine members can request disclosure, amendment, suspension, deletion of their personal information via the guidelines specified on our company s website and following confirmation by the company (all other customers should send their requests by mail). Additionally, we request that customers write in red on the envelope, Claim for disclosure documents enclosed. Address: THK Co., Ltd Legal Section, Personal Information Privacy Officer Nishi-Gotanda, Shinagawa-ku, Tokyo ) Type of form necessary for requesting disclosure, amendment, suspension, deletion of personal information. When requesting disclosure, amendment, suspension, deletion of personal information please download the following documents, complete all relevant information and enclose an item of personal identification verifying your identity along with the correct amount of stamps for return of the identification documents. Mail to the address above. 1. Official form: Request for change in personal information form (PDF): 1 copy 2. Document required for personal identification: Official document such as driver s license, passport, etc: 1 copy

5 3) Requesting disclosure, amendment, suspension, deletion of personal information by proxy. In addition to the documents stipulated in (2), above, the following documents must also be submitted when requesting disclosure, amendment, suspension, deletion of personal information by either the actual customer, designated proxy of the customer or legal representative of a minor. 1. In case of legal representative Document verifying identity of legal representative (copy of family register or in case of parental authority, copy of health insurance card showing dependent status): 1 copy Document verifying identity of legal representative (official document such as legal representative s driver s license, passport etc.): 1 copy 2. In case of designated proxy When making a request for disclosure, amendment, suspension, deletion of personal information on behalf of a customer we require a document verifying the delegation of authority and containing the official seal of the customer (letter of proxy etc.): 1 copy Certification of official registration of customer s seal: 1 copy 4) Administrative charge for handling a request for disclosure, amendment, suspension, deletion of personal information Although there is no charge for this service, customers should pay all appropriate postal charges. 5) Replying to request for disclosure, amendment, suspension, deletion of personal information All documents will be sent to the address specified on the applicant s request form. 6) Reasons for non-disclosure of personal information Personal information will not be disclosed for the following reasons. When personal information is not disclosed the appropriate reason will be conveyed to the customer. 1. When customer s identity cannot be confirmed due to irregularities between customer s address noted on request form, customer s proof of identification form and company s own records. 2. Delegated authority cannot be confirmed when request is made by proxy. 3. When information is lacking or omitted on the official request forms.

6 4. When the company does not hold the personal information being requested. 5. When there is a threat to the life, health, financial assets or any other rights of the customer or a third party by disclosure of said personal information. 6. When there is a risk of significantly affecting implementation of the company s operations by disclosure of said personal information. 7. Disclosing such information would violate any laws. 5. Helpdesk for enquiries concerning personal information Please contact the helpdesk shown below for all enquiries regarding our company s personal information policy; maintenance of personal information or defects; guidelines for disclosure, amendment, suspension, and deletion of personal information. In addition, as we are unable to accept enquiries directly, we ask for your co-operation in not enquiring directly to the company. Helpdesk for enquiries concerning personal information: Hours of operation: Monday Friday, 9:00 17:00 Company Legal Section, Personal Information Privacy Officer Tel: Fax: THK Co., Ltd Legal Section, Personal Information Privacy Officer Nishi-Gotanda, Shinagawa-ku, Tokyo > Reasons for use Information collected on customers using this page will be used in distribution of our mail magazine. Furthermore, any collected personal information will be used in information on products and services handled by THK group, or in information for seminars and exhibitions held by THK group. > Procedure for disclosure, amendment, suspension, deletion of personal information Customers who wish to disclose, amend, suspend or erase personal information collected on this site should contact the following address, clearly stating their intentions: thk-mailmagazine@thk.co.jp > Customer information collected on this site will be used in distribution of catalogs. Customer information collected on this site will be used in confirmation of log-in to this site, issuance of drawings and distribution of catalogs.

7 Disclosure and amendments can be made to personal information from the user page once logged into this site. To suspend or erase personal information please send an with your customer I.D number, address, name and Wish to suspend / stop service in the body of the text to: web@tkh.co.jp To stop delivery of services such as the mail magazine, please return the delivered mail magazine, clearly stating your wish to stop this service.