PROTECTION OF PERSONAL INFORMATION

Protection of Personal Information

Protection of Personal Information

Privacy Policy

We fully recognize the importance of protecting 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 principles (hereinafter “this Privacy Policy”). The definitions of terms other than those defined separately in this Privacy Policy shall be in accordance with the definitions in the Act on the Protection of Personal Information (Act No. 57 of 2003) and other related laws and regulations (hereinafter "Personal Information Protection Laws").

1.The Company Profile

Please refer to The Company on our corporate website.

2.Compliance with Laws and Regulations

We will strictly comply with Personal Information Protection Laws, guidelines, industry self-regulation rules, and internal rules, etc. when carrying out operations in which personal information is handled.

3.Acquisition of Personal Information

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

4.Use of Personal Information

  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. We will not use personal information in a manner that may encourage or induce illegal or unlawful activities.
  3. 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.

5.Provision of Personal Data to Third Parties

Except as provided by Personal Information Protection Laws, we will not provide personal data to any third party without the prior consent of the individual to whom such personal data pertains.

6.Provision of Personal Data to Third Parties in Foreign Countries

When we disclose or provide personal data to a third party located in a foreign country, we will comply with the rules of Personal Information Protection Laws, and in principle, we will obtain the consent of the individual in question after providing the information required by Personal Information Protection Laws in advance.

7.Sharing of Personal Data

We will share personal data as follows:

1.Personal Information Items
The person's address, name, postal code, telephone number, fax number, email address, organization to which the person belongs, position in the organization, and other information included on the person's business card, as well as related information such as the date, time, and location of the business card exchange, etc.
2.Scope of Shared Users
Sojitz Corporation and Sojitz Group companies*
* Refers to subsidiaries as defined in Article 8, Paragraph 3 of the Regulation on Terminology, Forms, and Preparation Methods of Financial Statements, and to affiliated companies as defined in Paragraph 5 of the same article. Please refer to Company > Operating Bases and Company > Major Group Companies on Sojitz Corporation’s corporate website.
3.Purpose of Use
Personal information will be used for such purposes as negotiations, communications, consultations, order acceptance and placement, settlement or other processing relating to business transactions; appropriate and smooth performance of other operations of the Company.
4.Information about the Company Responsible for Managing the Personal Data
We are responsible for the personal information that we share. For our address and representative, please refer to Company > Corporate Profile on Sojitz Corporation’s corporate website.

If you have any questions about the sharing of personal information, please contact the Personal Information Inquiry Desk listed separately.

8.Safety Management Measures for Personal Information

  1. We will work to store and manage personal information in an accurate and up-to-date manner, and will take the necessary safety control measures to prevent unauthorized access or leakage of personal information.
  2. We will take the following specific security management measures.
    1. Formulation of a Basic Policy and Maintenance of Discipline Regarding the Handling of Personal Data
      In order to ensure the proper handling of personal data, we will establish a basic policy that includes compliance with Personal Information Protection Laws and the creation of a point of contact for related questions and concerns.
    2. Organizational Safety Management Measures
      In addition to appointing a manager responsible for handling personal data, we will clarify the employees involved with handling personal data as well as the scope of the data, and we will establish a system for reporting and contacting the manager if evidence or indications of violations of Personal Information Protection Laws or internal rules is detected. In addition to regular self-inspections regarding the handling of personal data, we will undergo audits conducted by outside departments and third parties.
    3. Human Security Management Measures
      We will provide training to employees regarding precautions when handling of personal data. Articles concerning the confidentiality of personal data are included in the employee regulations.
    4. Physical Safety Management Measures
      In regions where personal data is handled, we place restrictions on employee access and on equipment that can be brought into the office. We will also implement measures to prevent unauthorized persons from viewing personal data. We will take measures to prevent the theft or loss of equipment, electronic media, and documents, etc., and takes measures to ensure that personal data is not easily revealed when such devices or electronic media are transported, including within our premises.
    5. Technical Safety Control Measures
      We will implement access restrictions in order to limit the scope of employee access to the personal information database, and of the database itself. We have implemented a system to protect information systems that handle personal data from unauthorized outside access or harmful software.

9.Disclosure, Correction, Suspension of Use, and Deletion of Personal Information

We will promptly respond to requests from the owners of personal information for disclosure, correction, suspension of use, and deletion, etc. of their own personal data as well as to complaints and inquiries, in an appropriate manner and to a reasonable extent in accordance with Personal Information Protection Laws. Please contact the Personal Information Inquiry Desk listed separately.

10.Compliance Program for the Protection of Personal Information

To execute this Privacy Policy, 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.

Purposes of Use of Personal Information

Okayama Air Service Co., Ltd. (“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".

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
  • ・Company business-related surveys, research, or analysis
  • ・Provision of information relating to Company business (including information regarding prizes/rewards, promotional campaigns, and lectures/seminars)
  • ・Response to inquiries or opinions submitted to the Company
  • ・Appropriate and smooth performance of other operations of the Company

2.Personal Information of Job Applicants Acquired during Hiring Activities

  • ・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 Company

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

  • ・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, medical institutions, social insurance labor consultants, accountants, tax accountants and lawyers.
  • ・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 Desk

When you submit a complaint, inquiry, or request for 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 the Company will not respond to any request made in person at company offices.

Procedure for Consultation Concerning the Protection of Personal Information

Help desk for consultation by mail
Attention: Person in charge of personal information, Okayama Air Service Co., Ltd.
673 Urayasuminamimachi, Minami-ku, Okayama-city, Okayama 702-8024 Japan

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 letter granting power of attorney of the individual to whom the personal information pertains, which states that he/she grants agent rights (if a legal guardian is making the request as an agent of a minor, the legal guardian is required to submit 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). If a legal guardian of an adult is making the request as an agent of an adult ward, please enclose a copy of the certificate of registered matters.

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 desk listed in the "Procedure 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 "Procedure for Consultation concerning the Protection of Personal Information" Section above, together with the document(s) to be submitted for identity verification.

Notes:

  • ・In the case of a request for notification of the purposes of use or disclosure or for disclosure of retained personal data or records provided to a third party (hereinafter collectively referred to as “request for disclosure, etc.”), we will charge a fee of 1,000 yen per request.
  • ・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.
  • ・Please note that we will not honor your request for notification of the purposes of use or disclosure, etc. if the payment of any fee, etc. specified by the Company is not made.
  • ・Please note that, in accordance with Personal Information Protection Laws, 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.

[◯◯(date)] [◯◯(month)], [◯◯(year)]

Retained Personal Data Request Form

Attention:Person in Charge of personal information, Okayama Air Service Co., Ltd.

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 Okayama Air Service Co., Ltd.:
□ 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. *1. If the request, etc. is made by an agent, please also fill in the necessary information in the "Person making request" column.
  2. *2. When making the request, etc., please submit the necessary documents specified on our "Personal Information Protection Help Desk" site.
  3. *3. In the case of a request for notification of the purposes of use or disclosure or for disclosure of retained personal data or records provided to a third party (hereinafter collectively referred to as “request for disclosure, etc.”), we will charge a fee of 1,000 yen per request.
  4. *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. *5. Please note that we will not honor your request for notification of the purposes of use or disclosure or for disclosure, etc. if the payment of any fee, etc. specified by the Company is not made.
  6. *6. Please note that, in accordance with Personal Information Protection Laws, 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. *7. Please note that the terms and conditions described on our "Personal Information Protection Help Desk" site applies to other requests, etc.

Retained Personal Data Request Form Okayama Air Service Co Ltd(Excel File)

Handling of Personal Information on this Website

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 Company bears no responsibility whatsoever for the handling of personal information on any websites linked to from this Website. Please read the privacy policies, if any, provided by such websites regarding the handling of personal information on such websites.

1.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 Personal Information Protection Laws, 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 Personal Information Protection Laws.

3.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 Personal Information Protection 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.

4.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.

5.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 Personal Information Protection 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.

Please feel free to contact us for any questions.

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