Privacy Policy

Handling of Personal Information

We disclose the following in accordance with JISQ15001:2017 Requirements A.3.4.2.5 and A.3.4.4.3.

Purpose of use of disclosed Personal Information

How we use Personal Information

The “Group” uses your personal information for the following purposes.

Use of Personal Information

The Company is responsible for any shared use of Personal Information. For the Company’s details, including its address and representative, see The Company’s name, address, and name of representative section in the Privacy Policy.

If you have any inquiries regarding the shared use of Personal Information, please contact:

General Manager of the Personal Information Management Division

COPRO-HOLDINGS. Co., Ltd.

Dai Nagoya Building 25F, 3-28-12 Meieki, Nakamura-ku, Nagoya, Aichi 450-6425

Chief Executive Office Kosuke Kiyokawa

Provision of Personal Information to third parties

We will not provide Personal Information to third parties except in the following cases:

1. 1. When we have obtained prior consent from the Employee;
2. 2. When outsourcing within the scope necessary to achieve the purpose of use;
3. 3. When the provision of Personal Information is required by law;
4. 4. When it is necessary for protecting the life, body, or property of an individual and it is difficult to obtain the consent of the Employee;
5. 5. When it is necessary to cooperate with national or local governments in the performance of their administrative duties, and obtaining the consent of the Employee may impede the performance of such duties; or
6. 6. When providing Personal Information to a party listed in the predefined scope of shared use.

Outsourcing of Personal Information handling operations

1. 1.The Company may outsource all or part of its Personal Information-handling operations. In such a case, we will provide necessary and appropriate supervision over our contractor.
2. 2. In the event that one of our group companies outsources all or part of its Personal Information handling operations to our Company, we will handle the supplied Personal Information for the sole purpose of performing the outsourced operations.

Security control measures

The Company takes the following security control measures:

1. Organizational security control measures

1. Continuously improve the management system for protecting Personal Information, including the control system and structure for protecting it.
2. Establish a Personal Information Management Office as part of the control system for protecting Personal Information.
3. Establish internal rules in case of leakage of Personal Information.
4. Conduct periodic audits regarding the handling of Personal Information.

2. Personnel security control measures

1. Provide regular training to Employees on precautions to keep in mind regarding the handling of Personal Information.

3. Physical security control measures

1. Install an entrance/exit control system.
2. Store documents containing Personal Information in a lockable cabinet.
3. Establish internal rules on how to take electronic media containing Personal Information outside the Company.
4. Dispose of any unnecessary documents and electronic media containing Personal Information so that they cannot be recovered.

4. Technical security control measures

1. Limit the number of Employees who can handle Personal Information databases.
2. Identify and authenticate persons who have access to Personal Information.
3. Install security software, etc.

5. Understanding the external environment

1. For the handling of Personal Information in a foreign country, we will take necessary and appropriate measures for the security control of Personal Information based on our understanding of the systems, etc., concerning the protection of Personal Information in that foreign country.

Procedures for Disclosure Requests, etc.

We will promptly respond to the following requests made by the person in question or their agent regarding Personal Information held by us that is subject to disclosure, in accordance with the prescribed procedures for verifying the identity of the requester: (1) a request for disclosure; (2) a request for notification of the purpose of use; (3) a request for correction; (4) a request for addition; (5) a request for deletion; (6) a request for suspension of use or suspension of provision to a third party, and other requests (hereinafter, collectively the “Request for Disclosure, etc.”).

Our procedures to respond to the Request for Disclosure, etc. are as follows:

1. Where to Address the Request for Disclosure, etc.

The Request for Disclosure, etc. should be sent to us by post. The Personal Information Disclosure Request Form should be accompanied by any required documents. The use of a delivery method that enables you to confirm the record of delivery is recommended, such as by registered mail or simple registered mail.

On the envelope, please write in red “request for personal information enclosed.”

If you wish to request disclosure by email, please call the contact number listed below.

2. Documents to Be Submitted for the Request for Disclosure, etc.

If you wish to make a Request for Disclosure, etc., please fill out the Personal Information Disclosure Request Form and send it to us by post.
We may need to confirm your identity. please enclose the following document in addition to the Personal Information Disclosure Request Form:

• A document (in reproduction) that verifies the identity of the person making the request
  Please enclose a copy of one of the following documents: driver’s license; health insurance card; or a certified copy of resident register.
  * Please black out the information on the person’s permanent domicile and their Individual Number in the copy so that they are not visible.

3. Request for Disclosure, etc. by an Agent

If the Request for Disclosure, etc. is delegated to an agent, please enclose the following documents in addition to the Personal Information Disclosure Request Form:

• A document (in reproduction) that verifies the identity of the agent
  Please enclose a copy of one of the following documents: driver’s license; health insurance card; or a certified copy of resident register.
  * Please black out the information on the agent’s permanent domicile and their Individual Number in the copy so that they are not visible.
• A power of attorney with a personal seal affixed by the person using the agent. A registration certificate for the personal seal must be attached. If the agent is a legal representative of the person making the request, such as a legal guardian, an alternative document indicating their relationship with the person making the request may be submitted.

4. Fees for Request for Disclosure of the Personal Information or Purpose of Use

When requests for disclosure of Personal Information and the purpose of use are made, a fee of 500 yen (including tax) shall be charged per request for disclosure in writing, and a fee of 2,000 yen for disclosure by email.

Please enclose a postal money order equivalent to 500 yen in the set of documents to be sent by post.

Please enclose a postal money order equivalent to 500 yen for disclosure in writing, or a postal money order equivalent to 2,000 yen for disclosure by email, in the set of documents to be sent by post as part of the Personal Information Disclosure Request Form. Postal money orders can be purchased at Japan Post Bank or any post office that sells postal money orders.

The customer shall bear the cost of the money order and the postage. Please note that in the event that the fee is insufficient or the fee is not enclosed, a disclosure of Personal Information or the purpose of use shall not be made.

5. Response to Request for Disclosure, etc.

We will reply in writing or by email to the address of the requestor stated in the Request Form. When the disclosure is by email, a password for decompressing the data will be sent separately.

6. Authorized Personal Information Protection Organizations

We are reportable to the authorized personal information protection organization listed below. Complaints regarding our handling of Personal Information can also be brought to the attention of the following organization:

Grievance Counseling Office for Personal Information Protection, JIPDEC, General Incorporated Foundation

<Address> 12th Fl., Roppongi First Bldg., 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032 Japan

<Tel.> +81-3-5860-7565

　* This organization does not address inquiries about our products or services.

Strict compliance with applicable laws, regulations, and other rules

We will strictly comply with all laws, regulations, and other rules applicable to the Personal Information we have obtained. In addition, the provisions in this “Handling of Personal Information” may be revised in accordance with changes in the laws, regulations, and other rules that should be followed in Japan. In such a case, we will immediately announce such revisions on our website. The content of this page shall apply from the date of posting of such revisions on the website.

Other public announcements

We do not create or provide any anonymous processed information at this time. If we start handling anonymous processed information and if it becomes necessary for us to disclose the details, such as the method of processing, we will add a note to this page and make public announcements as appropriate.

Inquiries