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Policy on the Protection of Personal Information

Policy on the Protection of Personal Information

As a company engaging in linguistic professional services, ISS, INC. recognizes the importance of personal information protection. We will make efforts to build and deepen trust with our client companies and our registered staff by establishing the Policy on the Protection of Personal Information and having our officers and employees recognize and implement this policy.
We position personal information protection as a critical management priority, establish this policy as a code of conduct to be complied with by our officers and employees, and press forward with appropriate handling and strict protection of personal information.

Policy on the Protection of Personal Information

When we acquire personal information (including, but not limited to, individual numbers and specific personal information under the Act on the Use of Numbers; the same shall apply hereinafter), we will obtain the consent of the relevant person in advance. We will also clarify the purpose of utilization and provision or non-provision of the information, and take measures to prevent any utilization of such information other than for the intended purposes.

We will recognize the importance of personal information management and take safety measures (including, but not limited to, preventive and remedial measures) against risks to personal information. These include, but are not limited to, unauthorized access, loss, corruption, falsification and leakage of personal information.

In addition, we will comply with laws, regulations, regulatory agents’ guidelines and other relevant rules regulating the handling of personal information.

If you have any complaints, opinions, questions or other inquiries regarding our handling of personal information, please contact our Helpdesk for Personal Information below. We will respond appropriately.

In order to implement our policy on the protection of personal information, we will establish in-house regulations and improve our system for managing personal information in a continual manner to ensure that our employees are well aware of and comply with said regulations.

Date of Establishment: March 1, 2005
Date of Amendment: September 29, 2023
Hitoshi Hanada
President
ISS, INC.

Helpdesk for Personal Information (complaints, opinions and consultations, etc.)
Personal Information Protection Administrator
GA & HR Group, Administration Department
ISS, INC.
Address: Mita MT Bldg. 8F, 3-13-12 Mita, Minato-ku, Tokyo, 108-0073 Japan
Tel: +81-3-6369-9991; e-mail; pv_info@issjp.com

Name of Authorized Personal Information Protection Organization and Contact Information for Complaints
We are a target entity of the Japan Institute for Promotion of Digital Economy and Community, an authorized personal information protection organization.

Name of Authorized Personal Information Protection Organization:
Japan Institute for Promotion of Digital Economy and Community (JIPDEC)
Contact Information for Complaints:
Personal Information Complaint and Consultation Office
Address: Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032 Japan
Tel: +81-3-5860-7565; Toll-free number: 0120-700-779
*The telephone number and toll-free number listed above are not for inquiries about our services.

Privacy policy

In order to implement our policy on the protection of personal information, we will establish in-house regulations and improve our system for managing personal information in a continual manner to ensure that our employees are well aware of and comply with said regulations.

Handling of Personal Information

In accordance with the Act on the Protection of Personal Information, we hereby provide the following information in connection with the handling of personal information (information defined in Article 2, paragraph (1) of the same Act) in order to facilitate the smooth operation of our business activities:

1. Purpose of use of personal information

We acquire personal information by lawful and fair means with the prior consent of the individual, and will not acquire personal information by unauthorized means. The submission of personal information is voluntary, but if you do not submit the necessary information, you may not be able to use the services we provide.

Personal information maintained by us will be used for the following purposes.

(1)Purpose of use of personal information (personal information obtained through interpretation and human resource services, conference management services, interpreter/translator training, and corporate language training) obtained from customers

  • 1. Performance of entrusted duties

    ・To carry out services entrusted or commissioned by the customer or the performance of other contracts ・To contact the customer in order to return materials, etc. that we may have received or to provide other services ・To collect fees, manage receivables and payables, and manage customer information

  • 2. Response to customers

    ・To provide information on services and other business activities ・To respond to, confirm, and record inquiries, consultations, etc. ・To provide, confirm, and record customer support and after-sales services, etc.

  • 3. Implementation of measures to improve services and service efficiency

    ・To plan, develop, and improve the services we provide ・To conduct research, studies and collect and analyze data regarding our business activities

  • 4. Provision of educational training and seminars

    ・To register students, manage records, collect fees, and perform other contracts ・To provide information regarding training and seminars

(2)Purpose of use of personal information obtained from interpreters, other contractors, and registered temp staff

・To select, register, and manage contractors, and exchange necessary business communications with contractors ・To arrange interpretation, etc., conclude contracts, pay commission fees, and perform other contracts ・To manage receivables and payables, tax affairs and other necessary procedures

(3)Purpose of use of personal information obtained from shareholders

・To exercise rights and perform obligations under the Companies Act and related laws and regulations ・To manage and record the details of shareholder meetings ・To implement various measures to facilitate the relationship between us and our shareholders ・To accumulate data and process data statistics, including creating data in accordance with standards under relevant laws and regulations

(4)Purpose of use of personal information obtained from applicants for employment and recruitment activities and retirees

・To provide information to, and communicate with, applicants for employment and recruitment activities and manage affairs related to employment and recruitment activities ・To provide information to and contact retirees regarding various post-retirement procedures, etc.

(5)Purpose of use of personal information obtained from employees (including temp staff with whom employment contracts have been concluded) and their family members, etc.

・To manage affairs related to employment management ・To manage affairs related to the payment of salaries, etc. ・To manage affairs related to employee benefits ・To manage affairs related to health management, etc. ・For various procedures and communications required by laws and regulations ・For various procedures and communications necessary in the course of business other than the above

(6)Purpose of use of specified personal information

・To manage affairs related to health insurance and employment insurance, etc ・To manage affairs related to employee pensions and national pensions, etc. ・To manage affairs related to salaries, bonuses, year-end adjustments and income tax withholding, etc. ・To manage affairs related to the creation and submission of withholding certificates and salary payment reports, etc. ・To manage affairs related to employee stock ownership plans, etc. ・To manage affairs related to the creation and submission of statutory payment records, etc. ・To manage affairs specified in the Act on the Use of Numbers, etc. other than the above

2. Provision of personal information to third parties

We will not provide personal information pertaining to an individual to third parties unless:

(1)Otherwise approved by the individual

(2)Otherwise required by laws and regulations

(3)The provision of personal information is required to protect life, body, or property of an individual and it is difficult to obtain approval of the individual

(4)When personal information is provided in connection with the succession of business due to merger or other reasons

(5)When it is necessary to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government to execute affairs prescribed by law, and obtaining your consent is likely to impede the execution of such affairs

3. Outsourcing of personal information to outside parties

We may entrust outside parties with personal information within the scope of the purpose for which it is used. When entrusting an outside party with personal information, we will conclude an agreement for the protection of personal information with said party and appropriately monitor and supervise the handling of the information by the outside party.

4. Security control measures for personal information

We will maintain the accuracy of personal information and work to prevent and rectify unauthorized access, loss, destruction, alteration, and leakage.

・Organizational security control: We have established a manual for the handling of personal information and the necessary management framework ・Individual security control measures: We regularly train employees responsible for the handling of personal information ・Physical security control measures: We manage employee access to facilities, ensure that equipment is appropriately locked, and restrict access to recording media and other equipment ・Technical security control measures: We have established appropriate permissions to control access to personal information

5. How to apply for disclosure, etc. of personal information

  • 1. We will respond to requests for (1) notification of purpose of use, (2) disclosure, (3) correction, (4) addition, (5) deletion, (6) suspend of use, (7) erasure, (8) suspension of provision to third parties, of personal information subject to disclosure maintained by us (the requests mentioned in Items (1) to (8) shall be hereinafter collectively referred to as “Requests for Disclosure, etc.”)
    Note that evaluation, etc. shall not be information subject to disclosure.

  • 2. Requests for Disclosure, etc. of personal information from the individual
    (1)If you wish to request disclose, etc. of your personal information, please contact the department to which you submitted your personal information.
    (2)After confirming your identity, we will notify you of the disclosure of your requested personal information.
    (Note 1)Please be able to provide documentation to verify your identity (copy of your driver’s license, passport, health insurance card, residence certificate, seal registration certificate, My Number Card, etc.). Please black out your legal domicile in the copy.
    (Note 2)An administrative fee of 1,000 yen per request will apply for (1) requests for disclosure or (2) requests for notification of the purpose of use.

  • 3. Requests for Disclosure, etc. of personal information by proxy
    If a request is made by proxy, we will confirm the identity of the proxy with a letter of attorney or certificate of seal impression.

  • 4. Method of response to Requests for Disclosure, etc.
    We will respond to Requests for Disclosure, etc. by the method specified by the individual making the request, including providing electromagnetic records (CD-ROM or email attachment, etc.).

    – Contact for Requests for Disclosure, etc. (Reception hours: 9:30 a.m. to 5:00 p.m.)
    ISS, INC.
    Mita MT Bldg. 8F, 3-13-12 Mita, Minato-ku, Tokyo, 108-0073
    ATTN: Administration Department
    Personal Information Protection Officer, GA & HR Group Phone: +81-3-6369-9991
    e-mail:pv_jinji@issjp.com

    Business Planning & Operation Department

    Personal Information Protection Officer, Interpretation Services Group
    Phone: +81-3-6369-9993 
    e-mail:pv_conv@issjp.com
    Personal Information Protection Officer, Personnel Services Group
    Phone: +81-3-6369-9992 
    e-mail: pv_haken@issjp.com
    Personal Information Protection Officer, Education Services Group
    Phone: +81-3-6369-9980 
    e-mail: pv_ask@issnet.co.jp

6. Acquisition and use of attribute information and activity history

  • 1. We use cookies to protect your privacy, improve convenience, deliver ads, and collect statistical data.

  • 2. We may use cookies and IP addresses to obtain attribute information with which the individual cannot be identified (limited to information with which the individual cannot be identified even when combined with other information) as well as activity history of the user within the website (accessed URL, contents, reference order, etc.), for the following purposes. However, cookies, IP addresses, and activity history do not contain personal information.

    ・To display optimal advertisements on our website or the websites of other companies with which we are affiliated, based on the content in which customers are interested and their usage of our website. ・To provide customized content to the customer based on information transferred from an external authentication service to which the customer is logged in (an external service affiliated with us) ・To analyze access based on the number of users and traffic on our website ・To improve various services offered by us

  • 3. Advertisements distributed by advertising companies (hereinafter collectively referred to as “Advertising Companies”) may be posted on our website. In connection with this, Advertising Companies may obtain and use cookie information, etc. of users who visit our website. Note that cookie information, etc. obtained by Advertising Companies will be handled in accordance with their respective privacy policies.

  • 4. We may use combinations of the personal information provided by you and your activity history to distribute advertisements, present services, and analyze access.

  • 5. A cookie is a mechanism that stores the usage history, information you enter, and other information sent and received between your browser and the server as a file on your computer when you use a web page. When you access the same page again, the operator of the page can change what information is displayed based on cookie information. If you enable the transmission and reception of cookies in your browser settings, the website can obtain cookies from your browser.

  • 6. You can choose to “Allow all cookies,” “Reject all cookies,” or “Notify user when cookies are received,” among other settings regarding the sending and receiving of cookies. Note that if you opt to reject all cookies, you may not be able to receive services that require authentication, and you may be subject to restrictions in the use of various services on the Internet.

7. Use of external services

We may use external services to track customer visits to our website and to distribute optimal advertisements. The external services may acquire user information based on the following terms and conditions.

Service name Information, etc. regarding terms and conditions
Google Analytics

Google Analytics

Terms of Service: https://marketingplatform.google.com/about/analytics/terms/us/ Privacy Policy: https://policies.google.com/privacy?hl=en How Google uses data when users use Google Partner websites and apps: https://policies.google.com/technologies/partner-sites?hl=en

If you do not want your data to be used in Google Analytics, you can use the Google Analytics Opt-out Add-on offered by Google.

Google Analytics Opt-out Add-on: https://tools.google.com/dlpage/gaoptout?hl=en
Google ads

Google ads

Policies and Terms: https://policies.google.com/?hl=en You may access the opt-out page provided on the website below and stop the use of cookie information, etc. for advertisement distribution. https://adssettings.google.com/authenticated
Google Display Network

Google ads

Policies and Terms: https://policies.google.com/?hl=en You may access the opt-out page provided on the website below and stop the use of cookie information, etc. for advertisement distribution. https://adssettings.google.com/authenticated
Yahoo! Sponsored Search

Yahoo! Sponsored Search

Basic rules for handling advertisements: https://marketing.yahoo.co.jp/guidelines/terms.html You may access the opt-out page provided on the website below and stop the use of cookie information, etc. for advertisement distribution. https://btoptout.yahoo.co.jp/optout/index.html
Yahoo! Display Ad Network (YDN)

Yahoo! Sponsored Search

Basic rules for handling advertisements: https://marketing.yahoo.co.jp/guidelines/terms.html You may access the opt-out page provided on the website below and stop the use of cookie information, etc. for advertisement distribution. https://btoptout.yahoo.co.jp/optout/index.html

《Contact for inquiries about the handling of personal information》
ISS, INC.
Mita MT Bldg. 8F, 3-13-12 Mita, Minato-ku, Tokyo, 108-0073
ATTN: General Manager of the Administration Department & Personal Information Protection Manager
Phone: +81-3-6369-9991
e-mail:pv_info@issjp.com
Reception hours: 9:30 a.m. to 5:00 p.m. on Monday to Friday
(excluding Saturdays, Sundays and national holidays)

Policy on the Protection of Personal Information