Privacy Policy

ISS handles personal data (as defined in Article 2, Paragraph 1 of the Act on the Protection of Personal Information) in the course of conducting business operations. In accordance with the law, we disclose the following information:

1. Purpose of use of personal data

   When collecting personal data, we obtain the individual’s prior consent and use lawful, fair means. We never obtain information by improper methods. Submission of personal data is voluntary, but failure to provide necessary details may limit access to certain services.
   The purposes of use for personal data held by ISS are as follows:

   1. Personal data obtained from clients (in interpretation, staffing, conference management, interpreter/translator training, and corporate language training services)
      1. Execution of contracted work
         • For carrying out contracted or subcontracted services and fulfilling contractual obligations
         • For communication necessary to provide services, such as returning loaned materials
         • For collecting fees, managing accounts receivable/payable, and maintaining customer records
      2. Customer service
         • For providing information on services and other business activities
         • For responding to and recording inquiries and consultations
         • For after-sales support and related correspondence and recordkeeping
      3. Service improvement and operational efficiency
         • For planning, developing, and improving our services
         • For research, data collection, and analysis related to our businesses
      4. Education, training, and seminars
         • For registration, record management, fee collection, and other contract fulfillment
         • For guidance on upcoming training courses or seminars
   2. Personal data obtained from interpreters, contractors, and registered temporary staff
      • For selection, registration, and management of contractors, and for necessary business communication
      • For arranging interpreting and related work, concluding contracts, and processing payments; for other contract fulfillment purposes
      • For managing accounts receivable/payable, tax processing, and other necessary procedures
   3. Personal data obtained from shareholders
      • For exercising rights and fulfilling obligations under the Companies Act and related laws
      • For hosting and recording general meetings of shareholders
      • For implementing measures to facilitate communication between shareholders and the Company
      • For preparing and statistically processing data as required by laws and regulations
   4. Personal data obtained from job applicants and former employees
      • For providing information, communications, and administrative processing related to recruitment activities
      • For post-retirement administrative procedures and communications
   5. Personal data obtained from employees (including temporary employees under employment contracts) and their families
      • For employment management
      • For payroll and payment processing
      • For benefits administration
      • For health management
      • For legally required procedures and notifications
      • For other operationally necessary procedures and communications
   6. Specified personal data
      • For processing related to health and employment insurance
      • For processing related to employee pension and national pension plans
      • For payroll, bonuses, year-end tax adjustments, and income tax withholding
      • For preparing and submitting statutory documents such as withholding tax certificates and salary reports
      • For administering employee stock ownership plans
      • For preparing and submitting legally required payment reports
      • For other procedures as defined under the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures and related laws
2. Provision of personal data
   to third parties

   ISS does not provide personal data to third parties, except in the following cases:

   1. With the consent of the individual in question
   2. When required by law
   3. When necessary to protect life, limb, or property, and obtaining consent would be difficult
   4. When providing information as part of a business succession due to merger or similar reasons
   5. When cooperating with national agencies, local public bodies, or individuals entrusted by them to carry out duties prescribed by law, and obtaining the individual's consent would hinder the performance of those duties
3. Outsourcing
   of personal data processing

   ISS may outsource the processing of personal data within the scope of its intended use. In such cases, we conclude agreements on personal data protection and conduct appropriate supervision of contractors.

4. Joint use of personal data

   ISS may jointly use personal data within the scope necessary to achieve the purposes stated in “1. Purpose of use of personal data” above.

   1. Items of personal data that are used jointly: name, address, telephone number, email address, and workplace details (company name, department, etc.)
   2. Scope of joint users: the following ISS Group companies
      • Honyaku Center Inc.
      • Media Research, Inc.
      • Panacea Inc.
      • Fukuyama Industrial Translation Center, Ltd.
   3. Purpose of use: as stated in “1. Purpose of use of personal data” above
   4. Person responsible for managing jointly used information:
      ISS, INC.
      ARK Mori Bldg. 32F, 1-12-32 Akasaka, Minato-ku, Tokyo
      Hitoshi Hanada
      President
5. Security measures
   for retained personal data

   We strive to maintain the accuracy of retained personal data and to prevent and correct unauthorized access, loss, destruction, alteration, or leakage.

   • (Organizational security measures)

     We appoint a personal data protection administrator and clearly define the responsibilities and authority of employees concerning the secure management of personal data. We conduct regular self-inspections and audits to verify handling practices. When entrusting personal data to outside parties, we select contractors who meet sufficient personal data protection standards and ensure protection through contractual agreements.

   • (Human security measures)

     We provide regular training and education to employees on matters necessary for the secure management of personal data. Confidentiality obligations are enforced through employment regulations and written pledges.

   • (Physical security measures)

     We control access to and from offices by employees and place restrictions on bringing electronic devices into the workplace to prevent unauthorized viewing of personal data by unauthorized individuals. We also take steps to prevent theft or loss of electronic media and documents.

   • (Technical security measures)

     We've put in place systems to protect against unauthorized access to information systems or malicious software from external sources. Access rights to information systems are limited to the minimum necessary. Access logs are regularly obtained and reviewed.

   • (Understanding of the external environment)

     We do not outsource the handling of personal data to third parties located overseas, nor do we handle personal data outside Japan. All data is stored in datacenters within Japan.

6. Procedures for requesting disclosure of retained personal data or records of third-party provision
   1. We respond to requests regarding retained personal data subject to disclosure, including (1) notification of purpose of use, (2) disclosure, (3) correction, (4) addition, (5) deletion, (6) suspension of use, (7) erasure, (8) suspension of provision to third parties, and (9) disclosure of records of third-party provision (collectively, “Requests for Disclosure”).
      Please note that evaluations and similar internal assessments are not subject to disclosure.
   2. Requests for disclosure of retained personal data or records of provision of personal data to third parties from the individual in question
      1. If you wish to request disclosure of retained personal data or records of the provision of that data to third parties, please contact the department to which you originally submitted your personal data.
      2. After confirming your identity, we will notify you of your personal data or of the provision of that data to third parties.
      1. Please prepare an identity verification document such as a driver’s license, passport, health insurance card, certificate of residence, certificate of seal registration, or My Number card. Please black out your registered domicile (honseki) on any copies.
      2. A handling fee of ¥1,000 yen per request will be charged for requests for (1) disclosure and (2) notification of purpose of use.
   3. Requests by a representative
      If the request is made by a representative, we will confirm the representation through documents such as a power of attorney or a certificate of seal registration.
   4. Method of response to Requests for Disclosure
      Responses will be provided to the requester using the method specified by the individual, including electronic media (such as CD-ROM or email attachment).
      
      《Contact for Requests for Disclosure》
      (Office hours: 9:30 am to 5:00 pm)
      ISS, INC.
      ARK Mori Bldg. 32F, 1-12-32 Akasaka, Minato-ku, Tokyo, 107-6032 Japan
      【Administration Department】
      Personal Information Protection Representative
      Personal Information Protection Representative
      Phone: +81-3-6369-9991
      Email: pv_jinji@issjp.com
      【Business Planning & Operation Department】
      Personal Information Protection Representative
      Interpretation Services Group
      Phone: +81-3-6369-9993
      Email: pv_conv@issjp.com
      Personal Information Protection Representative
      Personnel Services Group
      Phone: +81-3-6369-9992
      Email: pv_haken@issjp.com
      Personal Information Protection Representative
      Education and Training Services Group
      Phone: +81-3-6369-9980
      Email: pv_ask@issnet.co.jp
7. Acquisition and use of attribute information and browsing history
   1. We use cookies to protect user privacy, enhance convenience, deliver advertisements, and collect statistical data.
   2. We may use cookies and IP addresses to obtain non-personally identifiable attribute information (such as age, gender, occupation, and region of residence; only when such data cannot be combined to identify an individual) and browsing history on our website (such as accessed URLs, viewed content, and browsing sequence) for the purposes listed below. Cookies, IP addresses, and browsing history do not contain any personal information.
      • To display optimal advertisements on our website or on websites of partner companies based on user interests and website usage.
      • To provide customized content based on information inherited from external authentication services to which you've already logged in (affiliated with ISS).
      • To analyze website access based on the number of users and traffic.
      • To improve our services.
   3. Our website may display advertisements distributed by advertising companies. These companies may obtain and use cookie information and other data from users visiting our website. Information obtained by advertising companies is handled in accordance with their respective privacy policies.
   4. We may combine personal information entered by users with browsing history and use the results for advertising, service information, or analytics purposes.
   5. Cookies are a mechanism for saving, on a user’s computer, usage history and input data exchanged between the user’s browser and the server when a website is accessed. On subsequent visits to the same page, the site operator can use the stored cookie information to customize page display for each user. If your browser is set to allow cookies, websites can obtain cookie information from your browser.
   6. You can set your browser to allow all cookies, reject all cookies, or notify you when a cookie is received. Please note that rejecting all cookies may restrict your ability to use certain Internet services, for example those requiring authentication.
8. Use of external services

   We may use external services to analyze website visits and deliver optimized advertisements. These external services may collect user information in accordance with their own terms of use and policies.

   Names of services used	Terms of service, etc.
   Google Analytics	Terms of service: https://marketingplatform.google.com/about/analytics/terms/us/ Privacy policy: https://policies.google.com/privacy How Google uses data from partner sites and apps you use: https://policies.google.com/technologies/partner-sites If you do not wish your data to be used by Google Analytics, you may use the Google Analytics Opt-out Add-on. Google Analytics Opt-out Add-on: https://tools.google.com/dlpage/gaoptout
   Google Ads	Policies and terms: https://policies.google.com/ You can access the opt-out page provided within the website below to stop the use of cookie information and other data for advertising distribution. https://adssettings.google.com/authenticated
   Google Display Network	Policies and terms: https://policies.google.com/ You can access the opt-out page provided within the website below to stop the use of cookie information and other data for advertising distribution. https://adssettings.google.com/authenticated
   Yahoo!Sponsored Search	Basic regulations for advertising handling: https://marketing.yahoo.co.jp/guidelines/terms.html You can access the opt-out page provided within the website below to stop the use of cookie information and other data for advertising distribution. https://btoptout.yahoo.co.jp/optout/index.html
   Yahoo! Display Ad Network （YDN）	Basic regulations for advertising handling: https://marketing.yahoo.co.jp/guidelines/terms.html You can access the opt-out page provided within the website below to stop the use of cookie information and other data for advertising distribution. https://btoptout.yahoo.co.jp/optout/index.html