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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: March 1, 2018
Shunichiro Ninomiya
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

Personal Information Protection Administrator
ISS, INC.

Purpose of Utilization of Information Obtained through a Method Other than Directly Obtaining It from the Owner of Such Information in Writing

Customers’ Personal Information
(Personal information obtained during the course of the interpretation, staff dispatch or conference management business as well as information about employees of the client obtained during the course of the salary computation business):-To carry out assigned duties

To carry out assigned duties

Purpose of Utilization of Personal Information Subject to Disclosure

[Type of Personal Information]-[Purpose of Utilization]

[Purpose of Utilization]

Customer information:-To contact the customer, execute an agreement, and/or request the performance of duties

To contact the customer, execute an agreement, and/or request the performance of duties

Information about registered staff for dispatch:-To operate the staff dispatch and staffing agency business

To operate the staff dispatch and staffing agency business

Information about registered interpreters:-To carry out the interpretation business

To carry out the interpretation business

Information about third parties assigned to the interpretation business:-To carry out the interpretation business

To carry out the interpretation business

Information about conference participants:-To operate the conference management business

To operate the conference management business

Information about those who have requested materials or made inquiries:-To respond to the inquiry and/or give guidance on any services

To respond to the inquiry and/or give guidance on any services

Personal information of employment candidates and applicants:-To proceed with the screening process and send the screening results to the relevant candidate/applicant

To proceed with the screening process and send the screening results to the relevant candidate/applicant

Employee information:-To carry out employment management, including, but not limited to, handling of personnel issues and general affairs.

To carry out employment management, including, but not limited to, handling of personnel issues and general affairs.

Handling of Personal Information Subject to Disclosure

Regarding the handling of personal information in our possession that is subject to disclosure, we will respond to your request for (1) a notice of the purpose of utilization, (2) disclosure, (3) correction, (4) addition, (5) deletion, (6) discontinuance of utilization, (7) erasure, and/or (8) discontinuance of provision to third parties (Items (1) to (8) shall be hereinafter collectively referred to as the “request for disclosure, etc.”).

Request for disclosure, etc. of personal information by the owner of such information
(1) If you wish to request disclosure, etc. of your personal information, please call or email our Helpdesk for Personal Information listed at the end of this document.
(2) After confirming that the request has been made by the owner of such information, we will provide you with your requested disclosure, etc.
(Note 1) Please be prepared to submit a copy of a form of identification (driver’s license, passport, health insurance card, resident card or certificate of registered seal). Please black out your legal domicile on the copy.
(Note 2) We will charge an administrative fee of 1,000 yen each time when you request (1) disclosure or (2) a notice of purpose of utilization.

Request for disclosure, etc. of personal information by proxy
If an agent makes a request on your behalf, we will confirm that agent’s identification and authority by checking the letter of proxy and/or certificate of seal-impression.

How to reply to a request for disclosure, etc.
We will send a written reply to the address of the person who has made the request for disclosure, etc.

Contact Information for Request for Disclosure, etc.

Helpdesk for Personal Information (09:30 to 17:00)
Personal Information Protection Administrator
GA & HR Group, Administration Department
ISS, INC.
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

Policy on the Protection of Personal Information