Hitline Co., Ltd. complies with the Act on the Protection of Personal Information and other related laws and regulations, as well as relevant guidelines, and will exercise strict care in protecting personal information used by the Company in the course of its business.
1. Purpose of Use of Personal Information
The Company specifies the purposes of use of personal information and, except as otherwise permitted by law, uses personal information only within the scope necessary to achieve those purposes of use.
Purposes of Use of Retained Personal Data
- Customers' personal information
- To confirm and respond to inquiries regarding ordered products.
- To confirm and respond to inquiries regarding product shipment.
- To provide information that may be useful and necessary, such as information about new products.
- To contact customers as necessary for the performance of business operations.
- To collect opinions for improving the Company's services.
- To respond to various inquiries.
- Business partners' personal information
- For business communications.
- For preparing contracts and invoices and making payments.
- For managing transaction history.
- Personal information of job applicants
- To respond to inquiries regarding job applications.
- To conduct recruitment screening, including document screening and interviews.
- To provide communications, administrative procedures, selection results, and coordinate interview schedules.
- To carry out procedures for joining the Company after a hiring decision and to prepare for employment management.
- Personal information of employees
- To prepare documents related to social insurance.
- To pay salaries.
- To manage attendance.
- For business-related communications and related purposes.
Purposes of Use Other Than Retained Personal Data
- Personal information related to outsourced e-commerce system development work
- To perform e-commerce system development, operation, and maintenance work, and related communications, based on contracts with client companies.
- For system testing, data migration, and defect correction.
3. Procedures for Requests for Disclosure, etc. of Personal Information
If the person identified by personal information held by the Company, or such person's representative, requests notification of the purpose of use, disclosure, correction, addition or deletion of content, suspension of use, erasure, suspension of provision to third parties, or disclosure of records of third-party provision, the Company will respond promptly in accordance with the prescribed procedures. Personal information obtained in connection with requests for disclosure, etc. will be handled only to the extent necessary for the relevant request for disclosure, etc. If the Company is unable to comply with a request for disclosure, etc., it will notify the requester by telephone or email.
- Flow of procedures for requests for disclosure, etc.
- Apply to the Personal Information Inquiry Desk listed below.
- The Company will mail the prescribed documents.
- Submit the required documents and fee by mail or in person.
- After confirming the required documents and fee, the Company will respond by the method requested.
Required Documents
When the request is made by the person identified by the personal information:
- The Company's prescribed request form.
- A copy of a document for identity verification.
- A copy of a driver's license, My Number Card (front side), passport, or other photo identification document that can verify the identity of the requester.
(The document must be valid and must show the name and address of the person making the request for disclosure, etc.)
- A copy of the certificate of residence issued within 30 days before the date of the request for disclosure, etc.
When the request is made by a representative:
If a representative requests disclosure, please enclose the following documents in addition to items 1 and 2 above.
- Power of attorney signed or sealed by the principal.
- Documents proving the representative's authority, and a copy of the representative's driver's license, My Number Card (front side), passport, or other photo identification document that can verify the representative's identity.
(The document must be valid and must show the name and address of the representative making the request for disclosure, etc.)
- A copy of the representative's certificate of residence issued within 30 days before the date of the request for disclosure, etc.
- If the representative is an attorney-at-law, a document showing the attorney registration number.
Fees and Method of Collection
If you request notification of the purpose of use of personal information, disclosure, or disclosure of records concerning provision to third parties, and wish to receive the response by mail, a fee will be charged. Please enclose postage stamps in the following amount when mailing the required documents.
Fee per request for notification of purpose of use or disclosure: JPY 1,000
No fee is charged for other requests, such as correction, addition or deletion of content, suspension of use, erasure, or suspension of provision to third parties.
4. Measures Taken for the Security Management of Personal Information
In order to handle personal information more rigorously, the Company has established personal information protection rules and other rules, including a Personal Information Protection Policy compliant with JIS Q 15001, and operates a personal information protection management system.
When actually handling personal information, the Company implements security management measures from four perspectives: organizational, personnel, physical, and technical.
- Establishment of rules for handling personal information
The Company has established basic handling methods for acquiring, using, storing, and otherwise handling personal information.
- Organizational security management measures
- The Company has established an organizational structure to effectively implement the personal information protection management system and has clarified the scope of personal information handled.
- The Company periodically conducts operational checks and internal audits to confirm the operational status of the personal information protection management system.
- Personnel security management measures
- The Company periodically provides employees with education on matters to be noted when handling personal information.
- Confidentiality obligations regarding personal information are stated in the work rules.
- Physical security management measures
- In areas where personal information is handled, the Company manages employee entry and exit and implements measures to prevent unauthorized persons from viewing personal information.
- The Company takes measures to prevent theft or loss of equipment and documents that handle personal information, and implements measures to prevent leakage when transporting documents or transmitting and receiving electronic data via the Internet.
- Technical security management measures
- The Company implements access control to limit the persons in charge and the scope of personal information handled.
- The Company implements measures to prevent information leakage and data destruction caused by unauthorized access from outside or malicious software in information systems that handle personal information.
Personal Information Inquiry Desk
Hitline Co., Ltd.
Contact person: Personal Information Protection Manager Koji Yamada (Representative Director)
TEL: 052-583-0575
3F Meieki Yutaka Building, 3-6-6 Meieki-minami, Nakamura-ku, Nagoya-shi, Aichi 450-0003, Japan
Company representative: Koji Yamada, Representative Director