Introduction

System I Co., Ltd. (hereinafter referred to as “the Company”) recognizes the importance of personal information (including specified personal information, etc.) in the course of its system development operations and regards personal information protection as a fundamental aspect of its business activities.
We recognize that earnestly implementing measures to protect personal information is our social responsibility. We have therefore established this Privacy Policy as a set of standards of conduct that our officers and employees must adhere to, and we are committed to ensuring strict compliance with it.

Compliance (with laws and ordinances)

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

Purpose of use of personal information

We will handle the personal information you provide within the scope of the stated purposes of use and will take measures to ensure it is not used for any other purposes.
Furthermore, we will not disclose or provide such information to third parties, except with the individual’s consent or as specifically provided by law.

Secure management of personal information

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

Management of personal information outsourcing

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

Complaints and consultation regarding handling of personal information

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.

Continuous Improvement of Personal Information Protection Management System

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.

For inquiries regarding this matter, please contact below

14F Yokohama Landmark Tower, 2-2-1 Minatomirai, Nishi-ku, Yokohama, Kanagawa 220-8114
System I Co., Ltd. | Personal Information Inquiry Desk
TEL: 045-226-3081 (Weekdays 10:00 a.m.–5:00 p.m.)
Email: madoguchi@systemi.co.jp

Adopted: April 1, 2005
Amended: March 6, 2019

Matters Related to the Public Announcement of the Purpose of Use of Personal Information

The purposes for which System I Co., Ltd. (hereinafter referred to as “the Company”) uses personal information are as follows.

(1) Information on Employees of Partner Companies

・ To carry out contracted services (other than obtaining information directly in writing)

(2) Information on Self-Employed Individuals

・ To carry out commissioned work (other than data obtained directly in writing / retained personal data)

(3) Applicant Information

・ To make hiring decisions regarding the personnel our company requires (personal data held by the company)
*Applicant information registered on the recruitment website will be treated as non-held personal data.
・ For recruitment-related communications (personal data held by the company)

(4) Employee Information

・ For personnel management and operational communication (retained personal data)

(5) Information on Retirees

・ To conduct personnel management tasks related to retirees as required by law and to maintain contact as necessary for social gatherings, etc. (Retained Personal Data)

(6) Inquiry Information

・ To respond to various inquiries (personal data held by the company)

(7) Business Partner Information

・ For business communications with representatives of our business partners (Personal Data Held)

With regard to personal information marked with (1) and (2), we will collect such information by means other than direct collection in writing.
With regard to personal information marked with (3) through (6), you may submit requests to the Company—as the holder of such personal data—for notification of the purpose of use, disclosure, correction, addition, or deletion of the content, suspension of use, erasure, and suspension of provision to third parties.

Provision of Personal Information

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

・ When the individual has given consent
・ When required by law
・ When it is necessary to protect human life, physical safety, or property, and it is difficult to obtain the individual’s consent
・ When entrusting the handling of personal information to a third party to the extent necessary to achieve the purpose of use
・ In cases where a business is transferred due to a merger, corporate split, transfer of business operations, or other reasons

Public Announcement Regarding Retained Personal Data

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

(1) Our company name, address, and representative

System I Inc.
14F Yokohama Landmark Tower, 2-2-1 Minatomirai, Nishi-ku, Yokohama, Kanagawa 220-8114
Keisuke Kuzukawa, Representative Director

(2) Personal Information Protection Officer

Takahiro Nakahara

(3) Purposes of Use for All Held Personal Data

See “1. Matters Concerning the Disclosure of the Purposes of Use of Personal Information”

(4) Contact Information for Inquiries and Complaints Regarding the Handling of Personal Information

・ Name: System I Co., Ltd. Personal Information Protection Office
・ Address: 14F Yokohama Landmark Tower, 2-2-1 Minatomirai, Nishi-ku, Yokohama, Kanagawa 220-8114
・ Phone: 045-226-3081 (Weekdays 10:00 a.m.–5:00 p.m.)
・ Email: madoguchi@systemi.co.jp

(5) The name of the certified personal information protection organization to which the Company belongs, and the contact information for filing complaints

・ Name: Japan Information Economy and Society Promotion Association (General Incorporated Foundation) (Abbreviation: JIPDEC) Personal Information Protection Complaints Office
・ Address: 12F Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
・ Phone: 03-5860-7565 or 0120-700-779

(6) Contact Information for Inquiries and Requests Regarding Retained Personal Data

See “4. Procedures for Responding to Requests for Disclosure, etc., of Personal Information”

(7) How to Request Personal Data Held by the Company

See “4. Procedures for Responding to Requests for Disclosure, etc., of Personal Information”

(8) Security Management of Retained Personal Data

We will strive to prevent unauthorized access, leaks, and damage to the personal data we hold, and will continuously work to improve and correct our information security measures.

Procedures for Responding to Requests for Disclosure, etc., of Personal Information

Our Personal Information Protection Office handles requests regarding notification of the purposes of use of personal information, disclosure, correction, addition, or deletion of content, suspension of use, erasure, or suspension of provision to third parties, and disclosure of records of provision to third parties (hereinafter referred to as “disclosure, etc.”), as well as complaints and inquiries regarding personal information.
Please note, however, that we may not be able to comply with your request if we are prohibited from disclosing the requested personal information by law or other regulations, or if the information has exceeded our retention period.

(1) Contact Information for Inquiries and Requests Regarding Retained Personal Data

Name: System I Co., Ltd. | Personal Information Protection Contact
Address: 14F Yokohama Landmark Tower, 2-2-1 Minatomirai, Nishi-ku, Yokohama, Kanagawa 220-8114
Phone: 045-226-3081 (Weekdays 10:00 a.m.–5:00 p.m.)
Email: madoguchi@systemi.co.jp

(2) Required Documents

① “Personal Information Inquiry Request Form”

Please download the form here and fill in the following information.

・ The address, name, and phone number of the individual requesting disclosure, along with their seal
・ Date of request
・ Information necessary to identify the personal information for which disclosure is requested

② Documentation verifying your identity

A. When the request is made by the individual themselves*

Copies made using a photocopier from the following (hereinafter referred to as “copies”)
*If there have been changes such as a change of address or surname, this includes documents that confirm such changes.
Documents listed in either (A) or (B) below

(A) If the document includes a photo, provide a copy of one of the following

・ Driver’s license
・ Passport
・ My Number Card (*Front side with photo only)
・ Residence Card or Special Permanent Resident Certificate
・ Registration certificate or license for a national qualification

(B) If there is no photo, provide copies of at least two of the following documents

・ Certificate of Eligibility
・ Pension Handbook or Basic Pension Number Notification
・ Copy of Resident Registration Certificate
・ Disability Certificate
・ Seal Registration Certificate
・ Registration Certificate or License for a National Qualification
・ Bills or receipts for public utilities (electricity, gas, water, etc.)
・ Tax payment certificate or tax assessment certificate for national or local taxes

B. Claims Filed by a Legal Representative

The following documents (A) or (B)

(A) In the case of a parent with custody

・ A copy of the representative’s family register extract

(B) In the case of a guardian for a minor or an adult guardian, a copy of one of the following documents

・ An extract from the agent’s family register
・ The court’s appointment order
・ A certificate of registered matters for the guardianship registration

C. Applications Filed by an Agent Acting Under a Power of Attorney

Please download and fill out our company’s designated power of attorney form (stamped with your registered seal) from here.
Documents to verify the identity of the representative (please refer to the * above)

③ Fees

A. In the case of requests for disclosure and requests for notification of the purpose of use

Please enclose a postal money order in the amount of 1,000 yen to cover postage (for identity verification mail) and handling fees.

B. Cases Other Than Requests for Disclosure and Requests for Notification of the Purpose of Use

As a general rule, there are no fees.
However, if you are unable to specify the personal information in question when making your request, please first submit a request for disclosure and then identify the personal information that is not related to the disclosure request or the purpose of use.
Please note that a fee will be charged for this disclosure request.

(3) Response Method and Response Period

Upon receipt of the above request, we will conduct the necessary investigation and respond in writing within 10 business days of receipt.
Please be advised that, in order to prevent the leakage of personal information due to identity theft, we will use identity verification mail when responding to your inquiry.

(4) Handling of Information When It Is Not Disclosed

① Please note that we will not disclose information in the following cases.

・ If the identity of the individual cannot be verified
・ If, in the case of an application filed by a representative, the representative’s authority cannot be verified
・ If the prescribed application form contains errors or omissions
・ If the prescribed fee has not been paid
・ If the information requested does not fall within the scope of the personal information held by the Company
・ If there is a risk of harm to the life, physical safety, property, or other rights and interests of the individual or a third party
・ If there is a risk of significantly hindering the proper conduct of the Company’s business
・ If it would violate other laws or regulations

② If we decide not to comply with your request for disclosure, etc., we will return the application documents you submitted along with a written response stating the reasons for our decision.

In this case, the prescribed fee will not be refunded. However, please be advised that if we are unable to process your request due to non-payment of the prescribed fee, we will not return the application documents you submitted; instead, we will retain them for a certain period of time and then dispose of them in an appropriate manner.

(5) Purpose of Use of Personal Information Obtained in Connection with Procedures for Requests for Disclosure, etc.

Personal information obtained by the Company through the disclosure request process will be used only to the extent necessary for conducting investigations related to such requests, verifying the identity of the individual and their legal representative, collecting fees, and handling matters related to such disclosure requests.
The documents you have submitted will be destroyed in an appropriate manner once we have completed processing your request for disclosure, etc.

Please note the following in advance

* If your current address or surname differs from—or is likely to differ from—the address or former surname registered in our personal information records due to a change of residence, change of surname, or other reasons, we may be unable to verify your identity when processing your disclosure request. Therefore, please complete the procedures for requesting a correction or other action prior to or concurrently with your disclosure request. In such cases, please also submit documentation showing the history of these changes (e.g., a certificate of removal from the resident registry).
* When making copies of identity verification documents, please cover the relevant sections with a sticky note or similar item so that the following information is not visible, or black out (mask) the information with a dark pen or similar tool after making the copy.
・ Place of registered domicile (driver’s license, etc.)
・ Symbols, numbers, insurance ID numbers, QR codes (eligibility confirmation certificate, etc.)
・ My Number / Individual Number (resident record, etc.)
* All expenses incurred in connection with disclosure requests—including printing and copying fees, costs for obtaining various documents, and postage—shall be borne by the applicant.
* If our company has prescribed forms for various applications, we cannot accept any other formats.
* Documents issued by public agencies must have been issued within the last three months.
* For certificates that include your registered domicile, please take the trouble to cover the “Registered Domicile” section—for example, by taping over it—before making a copy.
* Documents submitted in connection with requests for disclosure, etc., will not be returned. Furthermore, identity verification documents submitted will be destroyed without delay and in an appropriate manner once the disclosure procedures are complete.

Adopted: January 11, 2008
Revised: July 6, 2026