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.

2-2-1 Minatomirai, Nishi Ward, Yokohama, Kanagawa 220-8114, Japan Yokohama Landmark Tower 14F
System I. Co., Ltd.　Personal Information Desk
TEL: 045-226-3081 (Weekdays 10:00‐17:00)
Email: 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 Partner Companies
For the execution of outsourced business (excluding direct acquisition in writing).

2. Information on Individual Business Owners
For the execution of outsourced business (excluding direct acquisition in writing/retained personal data).

3. Information on Job Applicants
For making recruitment decisions regarding personnel required by the Company (retained personal data).
Information on job applicants registered on the recruitment site shall be treated as non-retained personal data.
For recruitment-related communications (retained personal data).

4. Information on Current Employees
For personnel management and business communications (retained personal data).

5. Information on Former Employees
For personnel management duties as stipulated by law and for necessary communications regarding reunions, etc. (retained personal data).

6. Inquiry Information
For responding to various inquiries (retained personal data).

7. Information on Business Partners
For business communications with representatives of business partner companies (retained personal data).

* Personal information labeled 1 and 2 is obtained through methods other than direct acquisition in writing.
Personal information labeled 3 to 6 is considered retained personal data, and individuals may request notification of the purpose of use, disclosure, correction, addition, or deletion of content, suspension of use, deletion, or suspension of provision to third parties.

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

(1) When consent has been obtained from the individual.
(2) When required by law.
(3) When necessary for the protection of a person’s life, body, or property, and obtaining consent from the individual is difficult.
(4) When the handling of personal information is outsourced within the scope necessary to achieve the purpose of use.
(5) When business succession occurs due to a merger, company split, business transfer, or other reasons.

In addition to the provisions above, the Company publicly discloses the following information regarding retained personal data:

(1) Name, Address, and Representative of the Company
SYSTEM I.CO.,LTD.
2-2-1 Minatomirai, Nishi Ward, Yokohama, Kanagawa 220-8114, Japan Yokohama Landmark Tower 14F
Keisuke Kuzukawa, CEO

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

(3) Purpose of Use of All Retained Personal Data
Refer to “1. Matters Related to the Public Announcement of the Purpose of Use of Personal Information” above.

(4) Contact for Inquiries and Complaints Regarding the Handling of Personal Information
SYSTEM I.CO.,LTD. Personal Information Protection Desk
2-2-1 Minatomirai, Nishi Ward, Yokohama, Kanagawa 220-8114, Japan Yokohama Landmark Tower 14F
Phone: 045-226-3081 (Weekdays 10:00~17:00)
Email: madoguchi@systemi.co.jp

(5) Name of the Certified Personal Information Protection Organization and Complaint Resolution Office
Japan Institute for Promotion of Information Economy and Society (JIPDEC)
Personal Information Protection Complaint Consultation Office
Roppongi First Building 12F, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
Phone: 03-5860-7565 / 0120-700-779

(6) Contact for Inquiries and Requests Regarding Retained Personal Data
Refer to “4. Procedures for Responding to Requests for Disclosure, etc., of Personal Information”.

(7) Method for Requesting Disclosure of Retained Personal Data
Refer to “4. Procedures for Responding to Requests for Disclosure, etc., of Personal Information”.

(8) Security Measures for Retained Personal Data
The Company will continuously implement security measures to prevent unauthorized access, leakage, or damage to retained personal data and to enhance and rectify information security.

The Company will accept requests for notification of purpose of use, disclosure, correction, addition, deletion, suspension of use, erasure, suspension of third-party provision, and disclosure of third-party provision records (hereinafter “disclosure, etc.”) as well as complaints and consultations regarding personal information through the Personal Information Protection Desk.
However, please note that the Company may not comply with requests if personal information cannot be disclosed due to legal regulations or if the retention period has expired.

(1) Contact for Inquiries and Requests Regarding Retained Personal Data
SYSTEM I.CO.,LTD. Personal Information Protection Desk
2-2-1 Minatomirai, Nishi Ward, Yokohama, Kanagawa 220-8114, Japan Yokohama Landmark Tower 14F
Phone: 045-226-3081 (Weekdays 10:00~17:00)
Email: madoguchi@systemi.co.jp

(2) Required Documents for Submission
１. “Personal Information Inquiry Application Form” (Available for download. The following information must be provided.)
■Applicant’s address, name, phone number, and signature/seal
■Date of request
■Information required to identify the personal data in question

2. Documents to Verify Identity
■For the applicant:
One of the following photocopies:
* In case of change of address, surname change, etc., include documents that can confirm the history of such change.
– Driver’s license – Passport – Health insurance card – Residence card
■For legal representatives:
Documents listed in (a) or (b) below
(a). A copy of the family register for a parental guardian
(b). A copy of a court order or certificate of guardianship for a minor/adult guardian
Copy of the abstract of the family register of the agent himself/herself, the court’s decision of appointment, and the certificate of registered matters of the guardianship registration.
■For authorized representatives:
A Company-designated letter of attorney with the individual’s official seal (Please download and fill in the form here.)
Documents verifying the identity of the authorized representative (same as above)

3. Fees
■For disclosure or notification of purpose of use:
Postal fee and handling fee (JPY 800 postal money order).
■For other requests:
Generally free of charge.
However, if identification of personal data is unclear, an initial disclosure request may be required (handling fees apply).

(3) Response Method and Processing Time
The Company will conduct necessary investigations and respond in writing within 10 business days from the date of receipt.
Responses will be sent via identity verification mail.

(4) Cases Where Disclosure is Not Provided
1. Disclosure may be denied in the following cases:
■If the identity of the applicant cannot be verified.
■If the authority of an agent cannot be confirmed.
■If the application form contains deficiencies.
■If the prescribed fee is not paid.
■If the requested information does not correspond to retained personal data.
■If disclosure may harm the rights or interests of the individual or a third party.
■If disclosure may significantly interfere with the proper execution of the Company’s business.
■If disclosure would violate other laws.

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 in Disclosure Requests
Personal information obtained through the disclosure process will be used only for verification, fee collection, and responding to requests.
Submitted documents will be destroyed appropriately after processing.

Notes
– If your current address or surname differs from the information held by the Company due to relocation or name changes, verification may not be possible. Please submit a correction request along with your disclosure request.
– All costs, including printing, copying, and postage, must be borne by the applicant.
– Requests must be submitted using the Company’s designated forms.
– Official documents must have been issued within the past three months.
– If a certificate includes a permanent domicile address, please obscure it before submission.
– Submitted documents will not be returned.

Established: January 11, 2008

Revised: September 27, 2022

Revised: November 12, 2024