Privacy Policy

We will comply with laws, regulations, national guidelines, and other norms regarding the handling of personal information.

We will handle personal information provided to us within the scope of the stated purpose of use, and will take measures to ensure that the information is not used for purposes other than those stated. We will not disclose or provide personal information to third parties, except with the consent of the individual or as specifically required by law.

We will strive to prevent unauthorized access to personal information, leakage or damage of personal information, and continuously improve and correct information security.

We will appropriately supervise the subcontractors to whom we outsource personal information to ensure that they have an adequate security control system in place.

We have established a contact point for inquiries regarding personal information handled by us, and when we receive complaints, consultations, or other inquiries, we will respond sincerely and deal with them appropriately and without delay.

We have established “Basic Rules for Personal Information Protection” and will steadily implement and maintain our personal information protection management system, while striving for continuous improvement.

14F Yokohama Landmark Tower, 2-2-1 Minato Mirai, Nishi-ku, Yokohama, Kanagawa 220-8114, Japan
Personal Information Contact, SYSTEM I.CO.,LTD.
TEL: 045-226-3081 (weekdays 10:00-17:00)
E-mail: madoguchi@systemi.co.jp

Adopted April 1, 2005
Revised March 6, 2019
SYSTEM I.CO.,LTD.
Keisuke Kuzukawa, CEO

The purposes of use of personal information held by SYSTEM I.CO.,LTD. (hereinafter referred to as “the Company”) are as follows

1. Information on employees of subcontractors
For the performance of contracted work (other than direct written acquisition)

2. Individual employer information
For the performance of entrusted business (other than direct written acquisition/retained personal data)

3. Applicant information
To make hiring decisions for personnel needed by the Company (personal data in possession)
* Applicant information registered on the recruitment website will be non-personal data in possession.

4. Information on employees
For personnel management and business communication (personal data in possession)

5. Information on retired employees
For personnel management of retired employees as stipulated by law and for necessary communication such as get-togethers (personal data in possession)

6. Inquiry information
To respond to various inquiries (personal data in possession)

7. Business partner information
For business communication with the person in charge at the business partner company (personal data in possession)

* Personal information marked with 1 and 2 will be obtained by methods other than direct acquisition in writing. Personal information marked with 3 through 6 is personal data in our possession, and you may request us to notify you of the purpose of use, disclose, correct, add, delete, stop use, erase, or stop providing to a third party.

We will not disclose or provide personal information in our possession to third parties, except in the following cases.

(1) When the consent of the person in question has been obtained
(2) In accordance with laws and regulations
(3) When it is necessary for the protection of the life, body, or property of an individual and it is difficult to obtain the consent of the individual
(4) When entrusting the handling of personal information within the scope necessary to achieve the purpose of use
(5) In the event of succession of business due to merger, company split, business transfer, or other reasons

In handling retained personal data (see the preceding paragraph), we will disclose the following matters in addition to the preceding paragraph.

(1) Our name, address, and CEO
14F Yokohama Landmark Tower, 2-2-1 Minato Mirai, Nishi-ku, Yokohama, Kanagawa 220-8114, Japan
Keisuke Kuzukawa, CEO

(2) Personal Information Protection Manager:
Naoya Ueda (Contact: 045-226-3081)

(3) Purposes of use of all retained personal data
See “1. Matters related to the publication of the purpose of use of personal information”

(4) Contact for inquiries, complaints, etc. regarding handling of subject personal information
Name of contact: SYSTEM I Personal Information Protection Counter
14F Yokohama Landmark Tower, 2-2-1 Minato Mirai, Nishi-ku, Yokohama, Kanagawa 220-8114, Japan
Telephone Number: 045-226-3081 (weekdays 10:00-17:00)
E-mail: madoguchi@systemi.co.jp

(5) Name of the authorized personal information protection organization to which the Company belongs and the contact for resolution of complaints
Japan Information Processing Development Corporation (JIPDEC)
Personal Information Protection Complaint Consultation Office
12F Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032, Japan
Telephone: 03-5860-7565 or 0120-700-779 -700-779

(6) Contact for inquiries and requests for retained personal data
Refer to “4. Procedures for responding to requests for disclosure of personal information”.

(7) Method of requesting retained personal data
Refer to “4. Procedures for responding to requests for disclosure of personal information”

(8) Safe Management of Personal Data in Possession
The Company shall strive to prevent unauthorized access to, leakage of, or damage to retained personal data, and shall continuously improve and correct information security.

We will accept requests for notification of purpose of use, disclosure, correction, addition, deletion, suspension of use, elimination, or suspension of provision to a third party of personal information, as well as complaints and consultations regarding personal information, at our Personal Information Protection Counter. However, please note that we will not be able to respond to your request if we are unable to disclose your personal information in accordance with laws and regulations, or if the period for which we retain your personal information has expired.

(1) Contact for inquiries and requests for retained personal data
Personal Information Protection Counter, SYSTEM I.CO.,LTD.
14F Yokohama Landmark Tower, 2-2-1 Minato Mirai, Nishi-ku, Yokohama, Kanagawa 220-8114, Japan
TEL: 045-226-3081 (weekdays 10:00-17:00)
E-mail: madoguchi@systemi.co.jp

(2) Documents to be submitted
1. “Personal Information Inquiry Application Form” (download from here and fill in the following items)
■ Address, name, telephone number and seal of the person requesting disclosure
■ Date of request
■ Information to identify the personal information requested for disclosure

2. Documents that can confirm the identity of the applicant
■ In case of a request by the applicant
* Photocopy of one item from the following (hereinafter referred to as “copy”)
* If there have been any changes, such as relocation or a change of family name, include documents that confirm the history of such changes.
– Driver’s license
– Passport
– Health insurance card
– Residence card

■ In the case of a request by a legal representative
Documents listed in a. or b. below
a. In the case of a person with parental authority
In the case of a person with parental authority, a copy of the abstract of the family register of the proxy himself/herself.
b. In the case of a guardian of a minor or successor of an adult
In the case of a guardian of a minor or successor of an adult, a copy of one of the following documents: an extract from the family register of the proxy himself/herself, a written decision of court appointment, a certificate of registered matters of guardianship registration
■ For a request by a proxy based on power of attorney
Please download and fill in our prescribed power of attorney (with your seal) here.
Documents to verify the identity of the proxy (see * above)

3. Fees
■ Requests for disclosure and notification of purpose of use
Please enclose a postal fee (postage to confirm identity) and a postal money order equivalent to 800 yen as a handling fee.
■ In the case of requests other than disclosure requests and requests for notification of purpose of use
In principle, no handling charge will be made. However, if you cannot identify your personal information when making a request, you must first make a request for disclosure and then identify the personal information other than the disclosure request and the purpose of use. In this case, please note that a fee will be charged for the disclosure request.

(3) Answer method, answer period
Upon receipt of the above request, we will conduct the necessary investigation and reply in writing within 10 business days of receipt. Please be advised that we will reply by personal identification mail for the purpose of preventing the leakage of personal information due to identity theft.

(4) Handling in the case of non-disclosure
1. Please note that the information will not be disclosed in the following cases.
■ If the identity of the applicant cannot be confirmed.
■ If the authority of representation cannot be confirmed for an application by a proxy
■ If the prescribed application form is incomplete
■ If the prescribed fee has not been paid
■ If the information item for which the application is made does not correspond to retained personal information
■ If there is a risk of harm to the life, body, property or other rights or interests of the applicant or a third party
■ If there is a risk of causing significant hindrance to the proper conduct of our business
■ If it would violate other laws and regulations

2. If we decide not to respond to a request for disclosure, etc., we will send back a written response with the reason for not responding and the application documents submitted. In this case, the prescribed fee will not be refunded. However, please note that if we decide not to respond because the prescribed fee has not been paid, the submitted application documents will not be returned, but will be kept for a certain period of time and then destroyed by an appropriate method.

(5) Purpose of Use of Personal Information Obtained through Procedures for Requests for Disclosure, etc.
Personal information obtained by us through procedures for requests for disclosure, etc. will be used only to the extent necessary to conduct an investigation for the relevant procedures, to confirm the identity of the person in question and his/her legal representative, to collect fees, and to respond to such requests for disclosure, etc. Documents submitted by the applicant will be destroyed in an appropriate manner after the response to the request for disclosure, etc. is completed.

Please note the following points. >
* If your current address or family name differs from your address or maiden name registered in our retained personal information due to a change of address or a change of family name, or if there is a possibility of such a difference, we may not be able to confirm your identity when you make a request for disclosure. In such cases, please follow the procedures for requesting correction, etc. prior to or at the same time as the request for disclosure. In such cases, please submit documents that show the history of the change (e.g., a certificate of removal of residence). In this case, please also submit documents that show the history of the change (e.g., a copy of the resident registration certificate).
* If there is a prescribed form for various application forms, etc., we will not accept any other form.
* Documents issued by public institutions must be within 3 months of issuance.
* If the certificate includes your legal domicile, please cover the “legal domicile” part with a piece of paper or the like before making a photocopy of it.
* Documents, etc. submitted in response to a request for disclosure, etc. will not be returned.
* The documents submitted for identification will be destroyed by an appropriate method without delay after the completion of the disclosure procedures.

Enacted January 11, 2008

Revised September 27, 2022