Privacy Policy

Principle of Protecting Personal Information

COPRO-HOLDINGS. Co., Ltd. and its subsidiaries (hereby referred to as, the “Group”) recognize that personal information acquired from customers through the human resources services business and personal information on the Group’s employees (hereinafter, “Personal Information”) is important information from the perspective of clients and our employees, and that it is our social responsibility to ensure that Personal Information is protected, used, provided, stored, and destroyed in a secure manner.
Accordingly, we handle the Personal Information acquired through our business activities in accordance with the following policies, and fulfill our social responsibilities and provide peace of mind to our clients and our employees with regard to protecting said Personal Information.

Policy

1. Obtaining, Using, Providing, Storing, and Destroying Personal Information

  • We obtain, use, provide, store, and destroy Personal Information by legal and fair means.
  • Personal Information is used to the extent required to achieve the purposes of use.
  • In the event that Personal Information is provided to a third party, we shall obtain the prior consent of the person in question.
  • We shall not use the acquired Personal Information for any reasons other than intended purposes.
  • In the event that the use of Personal Information for purposes other than the original purpose of use is required, the purpose of use shall be promptly notified to the person in question and their consent shall be obtained for the new purpose of use.

2. Laws, Regulations, Guidelines, and Other Norms Established by the Government (hereinafter, “Laws and Regulations”)

  • We strive to keep abreast with Laws and Regulations related to business activities that handle Personal Information, inform our employees engaged in our business (hereinafter, “Employees”) of said Laws and Regulations, and comply with them.

3. Secure Management of Personal Information

  • To mitigate against risks such as unauthorized access to Personal Information, leakage, loss, or damage to Personal Information, we have established and maintain a system whereby we take prompt corrective measures to ensure the secure management of Personal Information. In addition, we take appropriate measures to securely manage Personal Information to prevent the leakage or loss of personal data and specified personal information, etc., and promptly dispose of or delete any personal data and specified personal information, etc. that no longer need to be used.
  • We carry out inspections in a timely manner to correct promptly any violations or incidents that have been discovered, and take preventive measures against weaknesses and carry out, if needed, any remedial measures without delay.
  • We thoroughly educate Employees about information security. We also educate those who handle specified personal information, etc.

4. Complaints and Consultations

  • We have a Personal Information inquiry desk for complaints and consultations regarding the handling of Personal Information, and we have established a system that enables prompt responses, and responds in good faith to any complaints or consultations.

5. Continuous Improvement

  • In order to protect Personal Information, our Personal Information protection management system monitors and audits the status of compliance with internal regulations, strives to discover violations, incidents, accidents, and weaknesses, and conducts reviews by management. These procedures are reflected in management policies and internal regulations, and efforts are made to continuously improve our Personal Information protection management system.
  • The improvements are based on relevant laws and regulations and JIS Q 15001.

6. Individual Number and Specified Personal Information (hereinafter, “Specified Personal Information, etc.”)

  • We comply with relevant laws and regulations as well as guidelines, such as the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures.
  • With regard to securely managing Specified Personal Information, etc., we take specific measures by appointing an office in charge and regularly provide training for Employees.

Established on October 2, 2006

Revised on January 1, 2021

COPRO-HOLDINGS. Co., Ltd.

Kosuke Kiyokawa, CEO

Handling of Personal Information

We disclose the following in accordance with JISQ15001:2017 Requirements A.3.4.2.4 and A.3.4.4.3.

Purpose of use of disclosed Personal Information

Type of Personal Information Purpose of use

Information on a person who has made an inquiry

Responding to inquiries

Information on business partners

Communication with business partners, fulfillment of contracts, demand for performance under contracts, and other such matters

Information on prospective employees and job applicants

Employment screening and communications

Applicant information entered on recruitment forms
(*Gen-Kyari: the group’s own recruiting website specialized for site supervisors)

Employment screening and communications

Information entered onto our recruitment website

Service Deployment Matching

Employee information

Employment management, including personnel and general affairs management

Information on temporary staff

Employment management, including personnel and general affairs management

How we use Personal Information

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

Use of Personal Information

Types of Data Collected

① Employee Personal Data
Name, organizational affiliation, contact information including address, phone number, and email address, date of birth, and any data required for the management of relevant public welfare or benefit programs including the incomes and work participation of family members
②Customer Data
Customer name, organizational affiliation, and contact information including address, phone number, and email

Organizations and People with Access to Shared Data

COPRO-HOLDINGS Co., Ltd. and its subsidiaries

Purpose of Collecting Data

Listed “Purpose of use of disclosed Personal Information”

Entity Responsible for the Management of Shared Data

COPRO-HOLDINGS Co., Ltd. and its subsidiaries

Procedures for Disclosure Requests, etc.

We 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: (1) a request for disclosure; 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.”

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.
Since we 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.

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

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 to the address of the requester stated in the Request Form.

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.

If you have any questions, complaints, or inquiries, please contact us at the following office:

COPRO-HOLDINGS. Co., Ltd.

Dainagoya Building 27F, 3-28-12 Meieki, Nakamura-ku, Nagoya, Aichi
450-6427 Japan


[Personal Information Inquiry Contact]

Tel: +81-52-589-3066 (weekdays: 9:00 to 18:00) Fax: +81-52-589-3067 (24-hour reception)


[Responsible Officer for Personal Information]

General Manager of the Personal Information Management Division (Director of Administrative Division)