Handling of Personal Information
Policy on protecting personal information
Asobian Corp. (the “Company”, “our”, “us”, or “we”) shall ensure thorough compliance with the Act on the Protection of Personal Information (Act No. 57 of May 30, 2003), the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (Act No. 27 of May 31, 2013), “Requirements for the Management System on Personal Information Protection” (JIS Q 15001), and “Guidelines for the Proper Handling of Specific Personal Information (for Business Operators)” in order to ensure confidence of our customers (the “Customers”, “you”, or “your”) in the use of our services by being cognizant that your personal information is an important asset to you which, at the same time, is the foundation of provision of our services. We shall implement each of the following items below with an aim to establish a system to protect personal information and to ensure continuous improvements in the system.
1.Proper collection, use, provision and deletion of personal information
We shall identify the purpose of use when handling personal information and shall acquire personal information by lawful and fair means. In addition, to the extent necessary for the purpose of use, we aim to store personal data in a most accurate and up-to-date manner. We shall determine the retention period, and after achieving purpose of use or after the elapse of the retention period, we shall delete the relevant personal information without delay.
We shall not provide personal information to any third parties without your consent except where such disclosure is in accordance with or required by applicable law or regulations.
2.Implement appropriate information security measures
We shall handle personal information that take into consideration the confidentiality, integrity and availability of technical measures with an aim to prevent data breach, loss or damage, limit access to information for safety management of personal information, restrictions on taking out such information, implement procedures for the purpose of preventing external unauthorized access, and take necessary and appropriate corrective actions.
3.Develop internal regulations on protection of personal information
We established internal rules on the protection of personal information and intend to set out a clear policy on the handling of personal information in order to take a strict approach against data breach of personal information.
4.Review and improve outsourcing matters
We shall give heed to our utmost concern which is to protect personal information when we outsource certain matters to our business partners. We shall thoroughly assess the eligibility of our potential business partners before executing outsourcing agreements with our potential business partners and shall further set out the provisions such as security management measures, confidentiality, conditions for subcontracting, and any other matters concerning the proper management of personal information in the outsourcing agreements. We shall regularly monitor the status of outsourcing operations in order to properly supervise the companies that we outsourced our businesses for the protection of personal information.
5.Assignment of “Personal Information Protection Manager” and role enhancement
We aim to establish a role for Personal Information Protection Manager in order to establish a proper organizational structure that clearly defines the roles and responsibilities of the position with an aim to comply with laws and guidelines, formulate internal regulations, establish auditing systems, and supervise the handling of personal information.
6.Reinforce employee training
We shall establish training materials and programs on the subject of protection of personal information and distribute these materials within the Company, the management and all employees. We shall also conduct training programs regularly and continuously.
7.Improve and enhance the audit system
We shall undertake audits to ensure that personal information is properly protected. We shall review the safety of personal information by conducting audits consistently and shall also ensure that directors and employees comply with laws and internal regulations.
8.Establish a Customer Support Center for Inquiries on Personal Information
We shall establish a system to appropriately and promptly manage complaints in respect of the handling of personal information and shall establish a customer support center for inquiries from the general public.
9.Security Control Action etc
We shall establish a system to protect personal information and manage and save personal information in the security area in which handling personal data is permitted.
The area provides an entrance and exit management system which prevents unauthorized person from accessing personal data.
10. Transfer of Personal Data Outside of Japan
We shall pursuant to the rules of the Personal Information Protection Commission and take necessary and appropriate action when providing personal data to a third party (including the companies that we outsourced and the companies using your personal data jointly) in a foreign country.
11.Continuous development of personal information protection activities
We shall continue to review and improve the activities as indicated in items from 1. through 10. above in respect of the protection of personal information.
Customer support center for any inquiries, complaints or support on personal information
To: Customer Support Center for Inquiries on Personal Information
Jigyohama 2-2-2, Chuo-ku Fukuoka City, Fukuoka 810-8660
Approved on 1 July 2020
Matters subject to disclosure, among others, by virtue of the Act on the Protection of Personal Information
■ Disclosure on the purpose of use in respect of personal information
The Company shall use the personal information collected strictly for the following purposes as indicated below:
（1）Your personal information
1. Provide services in relation to reservations, sales, shipping, and refund in respect of admission tickets and exchange tickets;
2. Identify the Customer who uses admission tickets and exchange tickets, and provide services listed on the tickets;
3. Notify the Customer of cancellation, postponement, changed content of services,etc.;
4. Undertake activities such as announcements, commercials, advertisements, and sales promotional activities in respect of 1. and 2. above;
5. Respond to inquiries on services and products related to 1. to 3. above and provide customer support; and
6. Generate statistical data for future service implementation, product development and sales activities.
(2) Personal information on directors and employees, among others, of other companies as well as business partners
1. Various communications and negotiations, among others, that are necessary to undertake business
2. Management of information on business partners, payments and processing revenues
(3) Personal information on job applicants
1. Provide and communicate to job applicants in respect of employment information, among others
2. Manage recruitment procedures at the Company
In the event that the Company gives you a notice or where there is consent from you after the Company explicitly stated the purpose of use of personal information, among others, note that the stated purpose of use, among others, shall be applied to the individual personal information provided by you.
■Retained Personal Data
The Company shall maintain the “Retained Personal Data” in a condition that would be recognizable for a person who has disclosed such information to the Company as set out below:
1. The address, name and representative name of the Company: Address: Jigyohama 2-2-2, Chuo-ku Fukuoka City, Fukuoka 810-8660
Name: Asobian Corp.
Representative name: Takashi Yoshitake
2. The purpose of use of all Retained Personal Data: please refer to “Disclosure on the purpose of use in respect of personal information” as indicated above.
3. Procedures to respond to “Request for disclosure, among others”: please refer to “Procedural matters to be followed when responding to a ‘Request for disclosure, among others’” as indicated below.
4. Contact for any inquiries on the handling of personal information by the Company: please refer to “Customer Support Center for Inquiries on Personal Information/Where to file a complaint” as indicated below.
■Procedural matters to be followed when responding to a ‘Request for disclosure request, among others’
Where there is a request from an individual or its representative whose “Retained Personal Data” is stored by the Company in respect of a notice for the purpose of use, disclosure, amendment, addition, deletion, suspension of use, removal, record of provision to third parties or suspension of provision to third parties, the Company shall handle such request after the required information is filled out on our prescribed form which may be submitted by post.
For further details, please refer to “Procedures to request for disclosures, among others”.
■Provision of personal information
The Company shall not disclose your personal data to any third party except where such disclosure is in accordance with or required by applicable law or regulations.
■To customers under 16 years old
Parental consent is required if you are under 16 years old in the event that you intend to provide your personal information to the Company.
■Customer Support Center for Inquiries on Personal Information/Where to file a complaint
For any details regarding the handling of your personal information, please contact the respective focal point as specified at the time of your registration. In the event that you are not aware of your focal point, please refer to “Customer Support Center for Inquiries on Personal Information”.
■Procedures to request for disclosures, among others
Where there is a request from an individual or its representative whose Retained Personal Data is stored by the Company in respect of a notice for the purpose of use, disclosure, amendment, addition, deletion, suspension of use, removal or suspension of provision to third parties, please request the Company for the Company’s prescribed form at the Company’s “Customer Support Center for Inquiries on Personal Information”, fill out the relevant information on the prescribed form, and post the same to the “Customer Support for Inquiries on Personal Information”, then the Company shall handle such request.
（1）Your request for disclosure, among others,
In the event that you intend to request certain disclosures, please fill out all of the required items on the Company’s prescribed form which shall be posted to you from the Company. Please enclose the following documents and post the same to the “Customer Support for Inquiries on Personal Information”.
1．The Company’s prescribed request form
2．Identification documents of the customer:
1) driver’s license; 2) health insurance card; 3) passport; 4) basic resident register card with a photo affixed; 5) A copy of the My Number card 6) a copy of the Alien Registration Card. One copy (please note that documents 1) to 5) may be a photocopy.)
（2）Disclosure request, among others, by a representative
Where you delegate your representative to carry out procedures for a disclosure request, please enclose the documents as prescribed in (1)1. and 2. above as well as the documents indicated below and post the same to the “Customer Support for Inquiries on Personal Information”.
1. Matters in respect of the representative
2. Documents to confirm the identity of the representative:
1) driver’s license; 2) health insurance card; 3) passport; 4) basic resident register card with a photo affixed; 5) A copy of the My Number card 6) a copy of the Alien Registration Card. One copy (please note that documents 1) to 5) may be a photocopy)
3. Power of attorney
(Please affix your seal on the power of attorney and also attach the seal registration certificate of the seal you affixed on the power of attorney.)
（3）Payment of handling fees
The handling fee for disclosure request of personal information and record of provision to third parties and notification of purpose of use is JPY 2,200 (including tax).
Please enclose a postal money order with a fixed amount of JPY 2,200 with the request form.
Please note that the Customers are responsible for the payment of handling fees for the purchase of a postal money order with a fixed amount as well as the postage fee to send the request form to the Company.
No fee shall be collected for any requests in respect to amendments, additions, deletions, suspension of use, or suspension of provision to third parties.
（4）Methods of disclosure
You can choose the methods of disclosure of personal information. Please specify each of the following methods when requesting for disclosure.
・Delivery of written documents
・Provision of electromagnetic records by shared storage
（5）Points to consider during a disclosure request, among others
The Company shall not refund handling fees even if the Company does not respond to your disclosure request for reasons such as the inability to verify your identity, non-disclosure of personal information, or where you failed to notify us of the purpose of use.
（6）Methods to request for disclosure
We accept disclosure requests by post. When posting a request form to the Company's “Customer Support for Inquiries on Personal Information”, please send such request by registered mail such as delivery record mail or simple registered mail. Please indicate in red ink on the envelope, “Enclosure: Request Form for Personal Information”.
（7）Purpose of use of personal information obtained in connection with disclosure requests, among others
Personal information obtained upon disclosure request, among others, shall be used only to the extent necessary for the request for disclosure, among others. We shall not return any documents disclosed to us. We shall properly manage and dispose of the disclosed information after completing your disclosure request, among others.
（8）Customer support center for any inquiries on personal information
To: Customer Support Center for Inquiries on Personal Information
Jigyohama 2-2-2, Chuo-ku Fukuoka City, Fukuoka 810-8660