1．Purpose of Use of Personal Information
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（1）Contents of business
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Services in connection with the comprehensive management of buildings
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Services in connection with comprehensive management of condominiums
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Services in connection with the comprehensive management of public facilities
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Services in connection with the management of real estate investments
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Services in connection with consulting of buildings construction
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（2）Purpose of Use
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＜Personal information about customers＞
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For the purpose of exercising our rights and fulfilling our obligations under our business contracts and laws, etc.
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For the appropriate and smooth performance of our business
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For the appropriate and smooth execution of service transactions with customers, such as business communications and the sending of greeting cards
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In the event we are entrusted processing of the personal information related to equipment, cleaning, security services, condominium management services and the operation and management of public facilities in whole or part, etc. by another business operator, etc., for the proper and smooth execution of such entrusted business.
＜Personal information on employees, applicants, and retirees＞
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For our hiring
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For the employment management of employees
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For the purpose of providing and communicating, etc. information to retirees
※We will be responsible for discarding and not returning the documents submitted by the applicants.
＜Personal Information of Shareholders＞
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For the exercise of rights and the performance of obligations under the Companies Act
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For the purpose of providing a shareholder with all kinds of convenience regarding our position as a shareholder
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In order to implement various measures to facilitate the relationship between shareholders and the Company from the standpoint of members of the association and the association itself
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For shareholder management by preparing shareholder data in accordance with prescribed standards based on various laws and regulations
＜Specific Personal Information of Employees＞
In accordance with laws, we provide the work of submitting documents containing individual numbers of employees, etc. to administrative organs, etc., by describing them in documents such as the withholding record of employment income, payment report, health insurance and welfare pension insurance qualification acquisition notification, disability compensation benefit payment request form pertaining to industrial accident and accident insurance procedures, etc., preparation and provision of legal documents related to financial instruments transactions related to the shareholding association, preparation of various legal documents related to defined benefit corporate pension plan, group life insurance, and various legal records related to asset-building savings, etc.,
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2． Measures Taken for Safety Control Measures
We will comply with the relevant laws and guidelines and take the necessary and appropriate measures (hereinafter referred to as “safety control measures”) to prevent the leakage, loss, or damage of personal data to be handled and to ensure the safe management of personal data as follows.
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（1）Formulation of the Basic Policy
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We have formulated the “Personal Information Protection Policy” as our basic policy to ensure the proper handling of personal data.
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（2）Development of Disciplines on the Handling of Personal Data
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We have formulated internal regulations that stipulate methods of handling personal data, persons responsible, persons in charge, and their roles, etc.
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（3）Systematic security control measures
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We have appointed a “Personal Information Protection Manager” to be responsible for the handling of personal information in our organizational structure, and have established a Personal Information Protection Management System to implement internal controls on the protection of personal information. We have also established a system to ensure that our employees (including contract and temporary employees) comply with internal regulations concerning safety management measures, and to report and communicate with the “Personal Information Protection Manager” and other responsible persons in the event of any violation of laws or internal regulations by employees or any sign of violation. Furthermore, in the case of accepting an entrustment work involving the handling of personal information, we implement strict supervision of the outsourcee and monitor the outsourcee to ensure that the security control measures for personal information are strictly complied.
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（4）Human security control measures
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We regularly educate and train our employees on the proper handling of personal information.
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（5）Physical and technical security control measures
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We manage the entry and exit of employees and third parties in areas where personal data is handled, and implement anti-theft measures such as locked storage of documents, media, and equipment containing personal information. In addition, we control access to personal data and information systems that handle personal data, take measures against computer viruses, take measures against unauthorized software, and monitor information systems, etc. Example: Prohibition of storage of personal data outside the specified storage locations, application of high-level policy on authentication passwords, acquisition and analysis of operation history on personal data
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（6）Understanding of the external environment
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We store personal data only in Japan.
3．Provision of personal information to a third party
We will not provide personal information to any third party without obtaining the prior consent of the applicable person except in the following cases:
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Cases based on laws and regulations
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Cases in which it is necessary for the protection of the life, body, or property of an individual and in which it is difficult to obtain the consent of the individual
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Cases in which the provision of personal data is specially necessary for improving public health or promoting the sound growth of children and in which it is difficult to obtain the consent of the person
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Cases in which it is necessary to cooperate with a national organ or a local government or an entrusted person from them in executing the affairs prescribed by laws and regulations and in which obtaining the consent of the person is likely to hinder the execution of the affairs
4．Joint Use
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We may cooperate with group and affiliated companies to use the personal information we provide for the purpose of proposing products and services and responding to various inquiries.
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Personal information to be used jointly includes your organization name (company name, school name, etc.), title, name, contact information (address, telephone number, e-mail address, etc.), matters, messages, etc.
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The scope of group and affiliated companies that share personal information is as follows.
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Nippon Kanzai Co., Ltd.
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Three-S Co., Ltd.
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Japan Environmental Solutions, Ltd
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Nippon Kanzai Environment Service Co., Ltd.
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Tokyo Capital Management Co., Ltd
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NS Corporation Co., Ltd.
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Nippon Kanzai Housing Management Co., Ltd.
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Japan Housing Management Co.
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NJK Staff Service Co., Ltd.
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Okinawa Nippon Kanzai Co., Ltd.
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Neotrust Co., Ltd.
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The personal information of the individual shall be obtained from the business card received from the customer, various inquiry forms filled out by the customer and recruitment applicants, etc.
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Name of the person responsible for the management of personal information to be used jointly
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Director in Charge of Business Management, Nippon Kanzai Holdings Co., Ltd.
5．Matters concerning retained personal data
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（1）Name and address of the organization and the name of its representative
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Name: Nippon Kanzai Holdings Co., Ltd.
Address: 9-16 Rokutanji-cho, Nishinomiya City
Representative: Representative Director and President Shintaro Fukuda
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（2）Title, affiliation, and contact address of the personal information protection manager
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Title of Personal Information Protection Manager: Executive in charge of Business Administration
Department: General Affairs Department and Human Resources Department
Contact information: “6. Consultation and Complaints Concerning the Handling of Personal Information”
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（3）Purpose of use of the retained personal data
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＜Personal information about customers＞
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For the purpose of exercising our rights and fulfilling our obligations under our business contracts and laws, etc.
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For the appropriate and smooth performance of our business
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For appropriate and smooth execution of transactions with customers, such as business communications and the sending of greeting cards
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For appropriate and smooth execution of for equipment, cleaning, security services, condominium management services, and operation and management of public facilities (excluding entrusted business)
＜Personal information on employees, applicants, and retirees＞
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For our hiring
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For the employment management of employees
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For the purpose of providing and communicating information to retirees
＜Personal Information of Shareholders＞
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For the exercise of rights and the performance of obligations under the Companies Act
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For the purpose of providing a shareholder from us with all kinds of convenience regarding a position as a shareholder
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In order to implement various measures to facilitate the relationship between shareholders and the Company from the standpoint of members of the association and the association itself
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For shareholder management by preparing shareholder data in accordance with prescribed standards based on various laws and regulations
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（4）Procedures for disclosure, correction, etc.
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We will accept requests for disclosure of retained personal data or records provided to third parties, notice of the purpose of use, correction, suspension of use, etc., and suspension of provision to third parties (hereinafter referred to as “disclosure, etc.”) requested by the Customer, and will disclose the same to the Customer or take other acts.
①Address for Request for Disclosure
Please send the prescribed form of request to the following address accompanied by the necessary documents.
〒662-8588 9-16, Rokutanji-cho, Nishinomiya City
Personal Information Consultation Desk, General Affairs Department, Nippon Kanzai Holdings Co., Ltd.
②Items to be submitted
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Form of request for disclosure of personal information
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Identification documents (driver’s license, passport, etc.)
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In the case of a statutory agent, in addition to the above-mentioned “documents for identification”, documents which certifies the existence of the right to act as statutory agent
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In the case of a non-statutory agent, in addition to the above-mentioned “documents for identification”, a power of attorney in the form designated by us and certificate of seal impression of a principal person
※For sensitive information such as registered domicile stated in the documents submitted, please produce its copy with redaction in advance and submit it. In the event that it is not redacted at the time of our receipt, we may redact sensitive information and deem that we have not received such information.
③Fees
Please note that a fee of 1000 yen (excluding tax) will be charged for each request for disclosure and notice of the purpose of use. In addition, if you request by mail, you will be charged a fee by remittance, etc.
For specific procedures for requesting disclosure, please contact the following office.
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6．Inquiries and Complaints Concerning the Handling of Personal Information
Please contact the following office for inquiries about our handling of personal information and complaints.
[Contact for inquiries about the handling of personal information]
Personal Information Consultation Desk of the General Affairs Department
Telephone: 0798-36-7200 (Hours of business 9:00 to 17:00 of weekdays, excluding New Year holidays)
【e-mail：web_info@nkanzai.co.jp】