Protection of Personal Information

Privacy Policy [required]

We, Sojitz Corporation, thoroughly recognize the importance of protecting personally identifiable information ("Personal Information"). We believe that properly handling Personal Information is part of our social responsibility, and declare that we strive to protect Personal Information in accordance with the following policies:

Compliance with Laws and Other Rules [required]

We will strictly comply with the "Act on the Protection of Personal Information" and other related laws and regulations, guidelines, industry self-regulation and internal rules, etc. when carrying out operations in which Personal Information is handled.

Acquisition of Personal Information [required]

We will acquire Personal Information by fair and legitimate means. In addition, unless permitted by related laws and regulations, we will not acquire any special care-required Personal Information without the prior consent of the individual to whom such Personal Information pertains.

Use of Personal Information [required]

  1. We will use Personal Information only for the purposes of use officially announced in advance or within the scope of use informed at the time of acquisition and to the extent necessary to carry out business. 
  2. In the case where we share personal data with a third party, or entrust the handling of personal data to a third party, we will examine such third party rigorously, and perform proper supervision to ensure that such third party keeps the Personal Information confidential.

Provision of Personal Information to Third Parties [required]

Except as provided by laws and regulations, we will not provide personal data to any third party without the prior consent of the individual to whom such personal data pertains (the specific individual identified by the Personal Information).

Safety Management Measures for Personal Information [required]

  1.  
  2. We will work to keep personal data accurate and up-to-date, and delete any personal data that is no longer needed without delay, while ensuring the thorough safety management of personal data on a daily basis.
  3. We will take appropriate measures to prevent the loss, destruction, alteration and leakage of personal data, unauthorized access to personal data and infiltration by computer viruses and the like. In the unlikely event that any of these matters occur, we will promptly take corrective actions.
  4. We will not allow personal data to be leaked by taking it off premises or transmitting it externally.
  5.  

Disclosure, Correction, Suspension of Use, and Deletion of Personal Information [required]

We confirm that the owners of the Personal Information have the right to request the disclosure, correction, suspension of use, and deletion, etc. of their own personal data, and we will strive to appropriately and immediately respond to any such request.

Organization and Structure [required]

  1. We recognize that the appropriate management of Personal Information is our social mission. We assign a manager in every department to handle Personal Information, and implement the appropriate management of Personal Information. 
  2. We will provide all those involved in operations, including officers, full-time employees, part-time employees and contract employees with training on the protection of, and methods for appropriately managing, Personal Information, and thoroughly ensure that Personal Information is handled appropriately in day-to-day operations.

Compliance Program regarding Protection of Personal Information [required]

To execute these policies, we have formulated a compliance program for the protection of Personal Information (which includes this Privacy Policy, Personal Information Protection Regulations and other regulations and rules) and keep our employees and other interested parties fully informed of this program, and execute and maintain this program, as well as strive to properly manage Personal Information through ongoing review and improvement.

GDPR Privacy Policy

*Please list any companies which require measures be taken to comply with the GDPR.

GDPR Privacy Policy for Sojitz Official Accounts: https://www.sojitz.com/jp/privacy/pdf/gdpr.pdf

Purposes of Use of Personal Information [required]

Sojitz Corporation (the "Company") will use the personal information that it acquires for the following purposes. If you have any questions, please contact the "Personal Information Protection Helpdesk."

 

*The following section relates to Sojitz Corporation. Please adjust to match conditions at each relevant company.

(1) Personal Information of Business Partners

  • Negotiations, communications, consultations, order acceptance and placement, settlement or other processing relating to business transactions
  • Receipt of goods or services, etc. relating to business transactions 
  • Appropriate and smooth performance of other operations of the Company

(2) Personal Information of Shareholders

  • Exercise of rights and performance of duties as shareholders pursuant to the Companies Act and other laws and regulations
  • Provision of privileges to, and performance of other measures with regard to, shareholders in the capacity of shareholders
  • Management of shareholders, such as preparation of shareholder data based on the standards specified by laws and regulations 
  • Appropriate and smooth performance of other operations of the Company 
  •  

(3) Personal Information of the Company's Officers, Employees, Former Employees and their Family Members

  • Provision of information and communications relating to hiring by the Company, screening of job applicants and hiring decisions 
  • Provision of documents and communications for hiring procedures after a provisional decision is made 
  • Other labor management and smooth performance of the operations of the Compan
  •  

(4) Personal Information of Business Partners

  • Work-related communications, exchanges of information, and compliance with rights and duties relating to labor laws and regulations, tax laws and regulations and social welfare laws and regulations, including human resource policies (including transfers, evaluations, and career development such as education), payment of wages, attendance management, benefits and so on
  • Performance of various procedures specified by internal regulations  
  • Communications with, and the provision of information to, the Sojitz Employees Union, Sojitz Health Insurance Union, Health Care Room, Shareholding Association, Alumni Club and group companies
  • Notification and reporting to government offices, their auxiliary organizations or other organizations to which the Company belongs  
  • Provision of social welfare benefit services, referrals concerning various types of group insurance and related procedures
  • Distribution of internal publications and so on
  • Communications during emergencies
  • Other labor management and smooth performance of the operations of the Company
  •  

Personal Information Protection Help Desks [required]

Contact the department below for any questions on how to handle personal information. Please understand that depending on the information requested, you may be asked to confirm your identity.

 

  • (Name of company, department)
  • (Phone number)
  • (Address)

 

*The above should be [Required], whereas the following section about Sojitz Corporation should be [Recommended].

 

When you submit a complaint, or request consultation, notification of the purposes of use, disclosure, correction or suspension of use, etc. with respect to the personal information retained by the Company, please make the request through the following steps. Please be forewarned that Sojitz Corporation will not respond to any request made in person at company offices.

 

Procedures for Consultation concerning the Protection of Personal Information

  • Help desk for consultation by telephone

Telephone: 81-3-6871-4422

Support hours: 9:15 - 17:30 on weekdays (excluding Saturdays, Sundays and public holidays, and December 29 - January 3)

 

  • Help desk for consultation by mail

Attention: Person in charge of personal information

Legal Department, Sojitz Corporation 

1-1, Uchisaiwaicho 2-chome, Chiyoda-ku, Tokyo 100-8691

 

Identity Verification

We appreciate your understanding that, depending on the details of the consultation, we may first perform a procedure to verify your identity when responding to your consultation.

 

  • Document to be submitted for identity verification

Please submit a copy of one of the documents listed in items 1 through 8 below (in respect of item 7, one copy of a certificate of seal impression and registered seal).

If the address on your health insurance card and driver's license has changed, please include a copy of the back side thereof:

 

  1. Health insurance card
  2. Driver's license
  3. Front side of Individual Number Card
  4. Passport
  5. Residence card
  6. Special permanent resident certificate
  7. Certificate of seal impression and registered seal
  8. Pension handbook

 

  • Documents to be submitted when a request is made by an agent

Please include a power of attorney of the individual to whom the personal information pertains, which states that he/she appoints an agent (when you consult with us as a legal representative of the individual to whom the personal information pertains, the parent or guardian of whom is a minor, a copy of a family register or its extract, or a certificate of residence that includes both the relevant individual and his/her agent, and their relationship), in addition to the aforementioned "Document to be submitted for identity verification" (please submit the respective documents pertaining to the relevant individual and his/her agent).

Consultation Form

  • Requests, etc. that do not involve notification of the purposes of use, disclosure or correction, etc. of retained personal data, or suspension of use, etc.

Please contact either of the consultation help desks listed in the "Procedures for Consultation concerning the Protection of Personal Information" Section above and provide information, including your name, address, contact information, and email address, if any. Please consult with the relevant help desk (you are not required to submit the request form set forth below).

 

  • Requests, etc. that involve notification of the purposes of use, disclosure or correction, etc. of retained personal data, or suspension of use, etc.

Please make a copy of, and fill out, the request form set forth below, and send it via simplified registered mail to the "Help desk for consultation by mail" listed in the "Procedures for Consultation concerning the Protection of Personal Information" Section above, together with the document(s) to be submitted for identity verification.

*1
In the case of a request for notification of the purposes of use or disclosure, etc., we will charge a fee of 1,000 yen per request.
*2
Fees should be paid by bank transfer, and bank transfer fees and mailing costs for the request form and other documents are to be borne by you.
*3
Please note that we will not honor your request for notification of the purposes of use or disclosure, etc. of retained personal data if the payment of any fee, etc. specified by the Company is not made.
*4
Please note that, in accordance with laws and regulations, we may refuse to respond to your consultation or accept your request regarding the protection of personal information. Please also note that no refunds, etc. for fees, etc. you paid will be processed even if we do not accept your request.

[00] [00], [0000]

 

Retained Personal Data Request Form

 

Attention: Person in charge of personal information
Legal Department, Sojitz Corporation

 

I hereby make the following request in accordance with the Act on the Protection of Personal Information and other related laws and regulations.

Person making request Address
Name (Furigana)
Telephone Email address
Agent Address
Name (Furigana)
Telephone Email address
Details of request With respect to my personal data retained by Sojitz Corporation:
□ Disclosure,□Notification of the purposes of use,
□Correction, □Addition,□Deletion,
□Suspension of use, □Inactive, 
□Suspension of provision to a third party
Please describe the details.
Reason for request Please describe the details.
*1
If the request, etc. is made by an agent, please also fill in the necessary information in the "Person making request" column.
*2
When making the request, etc., please submit the necessary documents specified on our "Personal Information Protection Help Desks" site.
*3
In the case of a request for notification of the purposes of use or disclosure, etc., we will charge a fee of 1,000 yen per request.
*4
Fees should be paid by bank transfer, and bank transfer fees and mailing costs for the request form and other documents are to be borne by you.
*5
Please note that we will not honor your request for notification of the purposes of use or disclosure, etc. of retained personal data if the payment of any fee, etc. specified by the Company is not made.
*6
Please note that, in accordance with laws and regulations, we may refuse to accept your request, etc. Please also note that no refunds, etc. for fees, etc. you paid will be processed even if we do not accept your request, etc.
*7
Please note that the terms and conditions described on our "Personal Information Protection Help Desks" site applies to other requests, etc.

Handling of Personal Information on this Website [required]

The Company exercises due care to protect the personally identifiable information provided by its customers, in accordance with the Privacy Policy adopted by the Company. The scope of application of this policy is limited to this Website. The Company bears no responsibility whatsoever for the handling of personal information on any other websites linked to from this Website. Please read the privacy policies, if any, provided by such sites regarding the handling of personal information on such websites.

 

* The above should be [Required], with the following section regarding Sojitz Corporation included as necessary.

 

This policy outlines the handling of personal information on this Website.

Collection of Personal Information

When requesting personal information from customers, the Company will specify the purpose of use and collect such personal information only to the extent necessary to achieve that purpose. In addition, except as permitted by related laws and regulations, the Company will not obtain any special care-required personal information without the prior consent of customers.

Use of Personal Information

The Company will only use personal information within the scope of the purpose of use or as specified by law.

Provision of Personal Data to Third Parties

The Company will not provide personal information to any third party except in cases where (i) the consent of the customer providing the information is obtained, (ii) the disclosure of the personal information is required by laws, or (iii) the personal data is provided under a nondisclosure agreement, to the extent necessary for the performance of outsourced work, to external contractors to which the management of this Website is outsourced.

Personal Information Management

The Company will take reasonable safety measures to protect the personal information provided by customers from loss, destruction, improper external disclosure, alteration, leaks, and unauthorized access.

Other Provisions

The Company may, as the need arises, modify the content of this policy at its sole discretion or in accordance with the repeal or amendment of laws.

The scope of application of this policy is limited to this Website. The Company bears no responsibility whatsoever for the handling of personal information on any other websites linked to from this Website. Please read the privacy policies, if any, provided by such sites regarding the handling of personal information on such websites.

Enactment Record

 

Established March 30, 2018 

Revised   November 9,2018

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