Compliance

1．Philosophy of personal information protection policy

• "SystemSquare Corporation (hereinafter referred to as "Company") establishes policies on the handling of personal information, strictly complys in conducting business activities, and will strive to fulfill its social responsibilities. This personal information protection policy aims to clarify Company's efforts to protect personal information and to make it known internally and externally. In order to ensure the proper handling of personal information, Company shall thoroughly enforce understanding and compliance with individual personal information protection policy for all employees. Company declares here that Company establishes personal information protection policy and strive to protect personal information properly."

2.About acquisition, use and provision of personal information

• "Company will deal with personal information in a lawful and proper manner in the information system service business, recruitment related and employee management that Company operates as its business. In the case of acquiring, using or providing personal information, Company shall clarify its purpose of use, obtain with the consent of customers, recruit applicants and employees (hereinafter referred to as "principals") and shall take measures not to use for other purposes."

  (1)About acquiring personal information When acquiring personal information, Company will clearly specify the purpose of use, notify or publish it to the principals, and use lawful and fair means to the extent necessary for achieving that purpose. In addition, when acquiring the personal information directly from the principals in written document, Company shall prepare a notice message and obtain the principals consent.

  (2)About using personal information When using personal information, Company will do so within the scope of purpose of use which Company have got consent from the principals. In the event that the necessity of non-purpose use arises, except for cases permitted by laws and regulations, the consent of the principals shall be obtained concerning its use.

  (3)Outsourcing of personal information Company may outsource the business handling personal information within the scope of the purpose of use specified to the principals. For outsourcing parties, Company will set out matters concerning the handling of personal information in the contract etc., and conduct necessary and appropriate supervision of safety management of personal information.

  (4)Restrictions on the provision of personal information to third parties

  Company will not provide personal information of the person to third parties except in one of the following cases.

  • In the case Company have got the principal's consent
  • In the case judged necessary by law
  • In the case where it is necessary for the protection of human life, body or property, and it is difficult to obtain the consent of the principals

  (5)Disclosure, correction, suspension of use of personal information, etc.

  In case there is a request of disclosure, correction, suspension of use and suspension of providing to third parties when disclosed personal information by the principals, having a notice of purpose of use, and having false contents of personal information (hereafter referred to "disclosure, etc."), Company will respond within a proper and reasonable period and scope in accordance with laws and regulations. Regarding the specific procedures for requesting disclosure etc., Company will set up "Consultation desk for personal information" and handle through it. Please note that Company will charge the processing fee specified by Company concerning request for disclosure and notice of purpose of use among such requests.

3. About compliance with laws and regulations concerning the handling of personal information

• Regarding the handling of personal information, Company will comply with the laws and regulations concerning the protection of personal infroamtion, and with the regulations, norms, guidelines concerning the protection of personal information established by administrative organizations.

4. About implementation of safety control measures

• In order to ensure the accuracy and safety of personal information, Company will carry out safety measures including information security measures, and take appropriate preventive and corrective actions toward unauthorized access, loss, destruction, tampering, leakage of personal information, etc.

5. About handling complaints and requests of consultation

• "Company will set up "Consultation desk for personal information" to respond to the complaints and requests of consultation from the principals concerning the handling of personal information, and will strive to deal appropriately and promptly. Initially, Company will use the personal information of the person who have requested only for the purpose of replying from Company."

6. Continual improvement of personal information protection management system

• Company will make efforts to continuously improve "personal information protection management system" through periodic internal audits and review by Company representative.

7. About disclosure of personal information protection policy

• This personal information protection policy will be disclosed both inside and outside of Company on Company's website (http://www.systemsquare.co.jp/), and will be made public on other media as necessary.

■ About the use of personal information

• "Company will use the personal information acquired in the information system service business, recruitment related and employee management that Company operates as its business for the following purposes. For the registration of complaints concerning these handling of personal information, please contact the following "Consultation desk for personal information"."

  (1)Personal information of employee

  • Contract on business, information exchange, attendance management, payment of salary and bonus, evaluation, welfare benefits, employee management such as safety and health, fulfillment of obligation stipulated in laws and regulations related to labor, tax and welfare.
  • Acceptance, fulfillment and management of various procedures stipulated in internal regulations
  • Informing and reporting to government agencies, participating organizations, etc.
  • Contact in emergency

  (2)Personal information of customers and business partners acquired in the information system service business

  • Acceptance, fulfillment and management of procedures concerning contracts with business partners
  • Acceptance, fulfillment and management of procedures concerning ordering and receiving orders with business partners
  • Contact in emergency
  • Work and management of data entry etc

  (3)Personal information of recruitment applicants

  • Confirmation of applicant concerning recruitment activities, contact for Interview etc., notice of selection results, contact for preparation for hiring.
  • Contact in emergency

  (4)Personal information of retirees

  • Confirmation of enrollment from retirees after retirement, social insurance procedures, etc.

  (5)Personal information of various certification examination

  • Performance of various exams administered by the Company

■. About request for disclosure, correction, suspension of use etc. of personal information

• "In case there is a request of disclosure, correction, suspension of use and suspension of providing to third parties when disclosed personal information by the principals, having a notice of purpose of use, and having false contents of personal information (hereafter referred to "disclosure, etc."), Company will respond within a proper and reasonable period and scope in accordance with laws and regulations. However, if it falls under any of the following (1) to (4), it does not fall under the subject personal information to be disclosed."

  (1)In the case that there is a possibility of harm to the life, body or property of the principals or the third parties by clarifying the existence of the personal information.

  (2)In the case that there is a possibility of promoting or inducing illegal or unfair activities by clarifying the existence of the personal information.

  (3)In the case that there is a possibility of damaging the safety of the country, a possibility of damaging the relationship of trust with other countries or international organizations, or a possibility of suffering disadvantage in negotiations with other countries or international organizations by clarifying the existence of the personal information.

  (4)In the case that there is a possibility of interfering with prevention of crime, suppression or investigation of crime, and other public safety and order maintenance by clarifying the existence of the personal information.

  "Regarding the specific procedures for requesting disclosure etc., please contact "Consultation desk for personal information". Please note that Company will charge the processing fee specified by Company concerning request for disclosure and notice of purpose of use among such requests."

• Please download and fill out the "Personal Information Disclosure Request Form" (PDF file), a document necessary for requesting of disclosure, etc., and send it by post together with other necessary documents.
• Please note that Company may call the contact address you write in the "Personal Information Disclosure Request Form" to confirm your identity.
• For requesting disclosure of personal information and notice of purpose of use, a fee of 500 yen per case is required.
• Please enclose the above request form, necessary documents and postage stamps or postal money orders for the fee, and mail it to "Consultation desk for personal information". Company will send an answer to yourself in a return mail with delivery record.