JEPLAN GROUP PRIVACY POLICY

JEPLAN, INC.and its subsidiaries (“the JEPLAN Group”) recognize the importance of the protection of personal information (including information about shareholders, officers, employees, recruitment applicants, etc.of the JEPLAN Group, as well as that about customers and clients) obtained through their business activities. Therefore, the JEPLAN Group stipulates the JEPLAN Group Privacy Policy as follows for appropriate handling of personal information. The definition of terms used herein will be in compliance with the Act on the Protection of Personal Information (“the Act”).

1. Acquisition of personal information

(1) When acquiring personal information, the JEPLAN Group will provide relevant notification or publication of the purposes of use thereof and will obtain such information by lawful means.

(2) When using personal information acquired by the JEPLAN Group beyond the scope of the purposes of use thereof, except when required by law to do otherwise, the JEPLAN Group will use the same after obtaining the consent of holder(s) of such information.

2. Purposes of use of personal information

The JEPLAN Group will obtain and use personal information within the following purposes of use thereof.

(1) Personal information relating to customers
(i) For the purpose of provision of products and services of the JEPLAN Group
(ii) For the purpose of membership management regarding products and services provided by the JEPLAN Group
(iii) For the purpose of notification related to campaigns, events, etc. regarding products and services provided by the JEPLAN Group
(iv) For the purpose of distributing information, responding to inquires, etc., and notifying on modifications, etc. made to various rules, etc. related to products and services provided by the JEPLAN Group
(v) For the purpose of improving, enhancing, developing, and marketing the JEPLAN Group’s products and services
(vi) For the purpose of safely providing the JEPLAN Group’s products and services (including without limitation identification of instances where services are used in violation of the Terms of Use, and investigation, prevention, and handling of unauthorized access instances and other service uses, etc. that are inappropriate)

(2) Personal information relating to clients
(i) For the purpose of business negotiations and meetings
(ii) For the purpose of communication necessary for business transactions, and of procedures for conclusion of agreements
(iii) For the purpose of management of client information

(3) Personal information obtained from shareholders of the JEPLAN Group
(i) For the purpose of procedures for exercising and fulfilling rights and obligations under the Companies Act and other laws and regulations
(ii) For the purpose of management of shareholders
(iii) For the purpose of responding to various inquiries

(4) Personal information obtained from recruitment applicants
(i) For the purpose of recruitment selection
(ii) For the purpose of communicating with recruitment applicants, providing information and responding to inquiries from recruitment applicants
(iii) For the purpose of recruitment-related information management

3. Security control measures

The JEPLAN Group will undertake relevant measures necessary and appropriate for prevention of divulgence of, loss of, or damage to personal information handled by the JEPLAN Group, as well as for other of personal information safety management measures.

(i) Formulation of basic policy
The JEPLAN Group has formulated the basic policy for ensuing appropriate handling of personal information.
(ii) Development of regulations related to handling of personal information
The JEPLAN Group has developed regulations related to handling of personal information concerning methods of handling the same, responsible persons, and duties for the stages of acquisition, use, storage, supply, deletion, destruction, etc.
(iii) Organizational safety management measures
The JEPLAN Group has stipulated a personal information protection administrator related to handling personal information, has clarified the employees handling personal information and the scope of personal information handled by such employees, and has arranged the system for reporting and communication to responsible persons if the fact or likelihood of a violation or breach of laws and/or regulations has been discovered.
(iv) Human safety management measures
The JEPLAN Group has stipulated matters related to confidentiality for personal information in the Regulations for Protection of Personal Information that applies to its employees.
The JEPLAN Group implements regular training for employees concerning points to note related to the handling of personal information.
(v) Physical safety management measures
The JEPLAN Group controls employees’ entrance to and exit from rooms in areas in which personal information is handled and implements measures for prevention of accessing personal information by unauthorized persons.
The JEPLAN Group has also undertaken measures for prevention of theft, loss, etc. of equipment, electronic media, documents, or the like through which personal information is handled.
(vi) Technical security control measures
The JEPLAN Group has restricted employees who handle personal information and the scope of the personal information database, etc. through conducting access control.
(vii) Understanding of external environments
Having understood the system related to protection of personal information in Japan in which personal information is stored, the JEPLAN Group has implemented relevant safety management measures.

4. Joint use

The JEPLAN Group will jointly use personal information as follows.

(1) Items comprising personal information jointly used
・ Name, corporate name, address, telephone number, and email address

(2) Purpose of use of personal information jointly used
Purposes as set forth in [2. Purposes of use of personal information] above
Personal information, etc. described in business cards obtained through the exchange of business cards with our sales representatives and at various events, fairs, etc., will jointly use among the JEPLAN group companies in order to promote smooth sales activities and provide better services to business partners as a whole in the JEPLAN group companies.

(3) Scope of joint users
The JEPLAN Group companies

(4) Person responsible for management of joint use
12-2 Ogimachi, Kawasaki-ku, Kawasaki City, Kanagawa, Japan
JEPLAN, INC.
Representative Director, President, and Chief Executive Officer：Masaki Takao

5. Supply of personal information to a third party

Except in any of the following cases, the JEPLAN Group will not supply to a third party personal information handled by the JEPLAN Group without obtaining the consent of a holder of such personal information.

(i) In cases required under laws and regulations
(ii) In cases required for protection of human lives, bodies, or property, if it is difficult to obtain the consent of the persons involved
(iii) In case that it is particularly necessary for improving public wellbeing or promoting sound child development, if it is difficult to obtain the consent of the persons involved
(iv) In case that there is a need to cooperate with a national government organ, local government, or person entrusted thereby with performing the functions prescribed by laws and regulations, if obtaining the consent of the persons involved may hinder performance of such functions
(v) other cases that are allowed by law or regulation

6. Treatment of Cookies

The JEPLAN Group website uses cookies and other similar technology (collectively, “Cookies”) that allow tracking or analysis in order to provide appropriate services to the same a customer as a single individual, etc.
For details, please refer to the Cookie policy webpage.

7. Procedures for disclosure, revision, cessation of use, etc. of personal information

The JEPLAN Group will respond to a demand for disclosure etc. of personal information (meaning a demand for notification of purposes of use, disclosure, revision, addition, deletion, cessation of use of personal information or a record of provision to a third party, cessation of provision of the same to a third party, etc.) as follows.

(1) Notification of purposes of use, disclosure of personal information or a record of provision to a third party
In accordance with procedures set forth in (4), a customer as a single individual may demand notification of purposes of use or disclosure of personal information or a record of provision to a third party, within the scope permissible under the Act; provided, however, that none of the following cases may result in relevant disclosure by the JEPLAN Group.

(i) In case that there is a likelihood of harming life, body, property, or other rights or interests of a customer as a single individual, etc. or a third party through the disclosure
(ii) In case that there is a likelihood of harming appropriate performance of operations of the JEPLAN Group through the disclosure
(iii) In case that disclosure constitutes a violation of the law and/or regulation(s)
(iv) In case that it is impossible to confirm whether or not a corresponding demand for disclosure has been made by a customer as a single individual, etc.

When making a demand for notification of purposes of use, disclosure, revision, addition, deletion, cessation of use of personal information or a record of provision to a third party, cessation of provision of the same to a third party, etc., specified disclosure charges may be billed.

(2) Revision, addition, and deletion
In accordance with procedures set forth in (4), a customer as a single individual may demand revision, addition, and deletion of personal information. In such case, the JEPLAN Group will perform relevant investigations within the scope necessary for achievement of the purposes of use. Based on the results obtained therefrom, the JEPLAN Group will revise, add, and delete corresponding personal information within the scope permissible under the Act.

(3) Cessation of use of personal information or of provision of the same to a third party
In accordance with procedures set forth in (4), a customer as a single individual may demand cessation of use of personal information or of provision of the same to a third party. In such case, the JEPLAN Group will appropriately respond thereto under the Act.

(4) Required procedures
When a customer as a single individual intends to demand disclosure, etc., such customer is requested to fill out a prescribed demand form with necessary information, enclose any one of the following identity verification documents, and transmit the same to the destination designated by JEPLAN, INC. by postal mail. Upon notification of purpose of use, or disclosure of personal information or a record of provision to a third party, JEPLAN, INC. will charge the customer 1,000 yen per demand and transfer the same to the destination recorded on the demand form. Customers will bear prescribed charges in cases in which nondisclosure and non-notification of the purposes of use are applicable.

[Identity verification documents]
Duplicate copy of individual number card (front side), driver’s license, health insurance card, or passport (any one of the above)

* In the case of a demand by an agent, power of attorney and identity verification document of such agent as well as identity verification document of a customer as a single individual
* In the case of a demand by a legal representative, a document that allows verification of identity of such legal representative (i.e., family register transcript or certificate of registered information concerning a guardian of an adult) and an identity verification document thereof, as well as an identity verification document of a customer as a single individual

[Mailing address]
Corporate headquarters: 12-2 Ogimachi, Kawasaki-ku, Kawasaki City, Kanagawa, Japan
JEPLAN, INC.
Department in charge: Human Resources & General Affairs Department

* It should be noted that JEPLAN, INC. does not accept applications via direct visits to the company office.

8. Inquiry desk related to the Privacy Policy

The following email address is for questions, opinions, complaints, etc. related to the Privacy Policy.

[Email address for the inquiry desk]
privacy@jeplan.co.jp

* It should be noted that JEPLAN, INC. does not accept applications via direct visits to the company office.

9. Other matters

This Privacy Policy and any matters that are disclosed to the public pursuant hereto, in whole or in part, are subject to change without prior notice in order to conform to any change implemented on any activity to protect personal information, or to any law or regulation having been amended, etc. If any significant change is made, it will be announced by way of reflecting it in this Privacy Policy.

[Business handling personal information]
12-2 Ogimachi, Kawasaki-ku, Kawasaki City, Kanagawa, Japan
JEPLAN, INC.
Representative Director, President, and Chief Executive Officer：Masaki Takao

Established on December 1, 2012
Final revised on April 22, 2024