Handling of Personal Information
Toyo Tanso Co., Ltd. (hereinafter, “we” and other expressions associated therewith) acknowledges that it is our important responsibility to properly protect the personal information of our customers and all individuals related to us. Accordingly, we protect the personal information in accordance with our “Basic Policy on Protection of Personal Information.”
Basic Policy on Protection of Personal Information
- 1. We will observe the Act on the Protection of Personal Information and other related laws, regulations, and norm in ensuring proper utilization of the personal information.
- 2. We will establish a management system for protection of the personal information and strive to familiarize our officers and employees with our own regulations concerning the personal information protection to ensure their thorough compliance therewith.
- 3. We will handle the personal information within the scope of the specified purposes of use. Furthermore, we will not disclose or provide any provided the personal information to any third party, unless otherwise consented by the person whom the information concerns or permitted statutorily.
- 4. We will strive to prevent unauthorized access to the personal information and any loss, destruction, falsification, leakage, or similar. of the personal information.
- 5. We will respond in good faith and promptly to inquiries concerning the personal information and requests for disclosure, or similar.
Acquisition of Personal Information
There are occasions on which we ask you to provide your personal information, such as in the case of inquiries made with postcards or through the Web, the sale of products, and applications for participation in events. We will, in advance, announce the purposes of our use of the personal information on our website or clearly indicate those purposes at the time of asking for provision of the personal information, and we will use the personal information only to the extent of those purposes of use.
We will strictly manage collected the personal information under the supervision of our personal information protection manager and develop a system necessary to prevent unauthorized access from outside and other relevant threats, thereby ensuring that no data leakage will occur.
Purposes of Use of Personal Information
We use the personal information that we have obtained for the following purposes.
- 1. Personal information on clients
- (1) To provide information, make proposals, or conduct surveys on products, services, events, or other relevant matters
- (2) To respond to inquiries, requests, or similar concerning products, services, events, or other relevant matters
- (3) To fulfill contracts (provision of products or services)
- (4) To make payments or for billing
- (5) To make contact in relation to or negotiate for material purchase, parts procurement, or similar
- (6) To respond to various inquiries
- 2. Personal information on shareholders
- (1) To exercise rights and fulfill our obligations under the Companies Act and other laws and regulations
- (2) To implement various measures to facilitate the relationship between shareholders and our group
- (3) To respond to various inquiries
- 3. Personal information on individuals seeking employment at our company
- (1) To provide information to and make contact with job applicants, or conduct other similar actions
- (2) To treat such personal information as basic information in the selection process
- (3) To use such personnel information for personnel affairs after joining our company
- 4. If we use the personal information for any purpose other than the above, we will specify the relevant purpose in advance and proceed to use the personal information only after having obtained the consent of your concerned.
Joint Use of Personal Information
We may use the personal information that you have provided to us jointly with our group companies to the extent necessary for the purposes of use notified to you or announced on our website.
- (1) Items of the personal information to be jointly used
Name, company name, affiliation, position, address, telephone number, gender, age, email address - (2) Scope of joint users
Our group companies - (3) Scope of joint use
Same as “Purposes of Use of Personal Information 1.” - (4) Responsible party for management
Our company
Provision of Personal Information to Third Parties and Overseas Relocation
- 1. We will not disclose or provide the personal information that we retain to third parties, except in the following cases:
- (1) where the consent of the person whom the personal information concerns has been obtained;
- (2) where such provision is in accordance with applicable laws and regulations;
- (3) where such provision is necessary for protecting a person’s life, body, or property, and it is difficult to obtain the consent of the person whom the personal information concerns;
- (4) where such provision is particularly necessary for improving public health or promoting the sound development of children, and it is difficult to obtain the consent of the person whom the personal information concerns;
- (5) where it is necessary for us to cooperate with a national institution, local government, or party entrusted by such institution/government in implementing statutory affairs, and we may interfere with the implementation of such affairs if we attempt to obtain the consent of the person whom the personal information concerns;
- (6) where we provide the personal information to a “joint user” described above to the extent necessary to achieve the purposes of use;
- (7) where our operations are outsourced to our contractor to the extent necessary to achieve the purposes of use; and
- (8) where the personal information is provided in connection with business succession based on a merger or other relevant grounds.
- 2. When relocating the personal information to any of our subsidiaries or other third parties outside Japan, we will take the necessary measures for the overseas relocation of the personal information in accordance with laws and regulations.
Provision of Personal Information for Outsourcing
We may outsource part of our operations to external companies. In so doing, we may provide the personal information to our contractors to the extent necessary to achieve the purposes of use. In such case, we will manage and supervise those contractors, such as by concluding contracts with them for the proper handling of the personal information.
Safety Measures
- (1) Formulation of the basic policy
In order to ensure the proper handling of the personal information, we have formulated the basic policy laid out at the beginning. - (2) Establishment of rules regarding the handling of the personal information
We have established our own regulations regarding the protection of the personal information, and these regulations set down the manager and persons in charge for the handling of the personal information and their duties, as well as the handling procedure for each stage of acquisition, use, storage, provision, deletion, disposal, or similar. - (3) Organizational safety control measures
We have established a reporting system to notify the manager in the event where any personal information leakage or similar incident occurs or any sign of such leakage or incident has been found. Furthermore, with respect to the handling of the personal information, self-inspections are conducted periodically, and audits are conducted by external parties. - (4) Personnel safety control measures
Matters concerning the maintenance of confidentiality of the personal information are set forth in our Employment Regulations. Furthermore, we periodically train our employees on the personal information. - (5) Physical safety control measures
We limit the areas where the personal information is stored and handled and restrict access to those areas. Furthermore, we have taken measures to prevent the theft, loss, or similar, of devices, electronic media, documents, or similar, that handle the personal information, and we have taken measures to prevent, when we carry about such devices, electronic media, or similar, from those areas, the personal information from being easily identified. - (6) Technical safety control measures
We implement control such that access to personal data requires authentication and that the persons in charge with access authority and the scope of use by each of such persons in charge are limited. Furthermore, we have introduced and appropriately operate a mechanism to protect the personal information against unauthorized access and malware. - (7) Understanding external environments
When handling the personal information in any foreign country, we will take the necessary and appropriate measures for the safety management of the personal information on the basis of understanding the system, or similar. of the foreign country for protection of the personal information.
