We, INTEC Inc. (hereinafter referred to as “INTEC”), deeply recognize the importance of the protection of personal information and appropriately handle personal information as described below in accordance with the “Privacy Policy”.
Name of Business Operator Handling Personal Information
INTEC Inc.
Personal Information Management System
INTEC has set out internal regulations for the handling of personal information, established a personal information management system appointing personal information managers for each department supervised by the personal information protection manager, who has overall responsibility for INTEC’s handling of personal information.
Personal Information, etc. Handled by INTEC
INTEC will receive the following personal information and anonymously processed information (hereinafter referred to as “personal information, etc.”) from customers, suppliers, and business partners (hereinafter referred to as the “Clients”).
- Personal information pertaining to the Clients themselves
- Personal information received when business is entrusted
- Anonymously processed information received when business is entrusted
To ensure the proper handling of anonymously processed information, INTEC will implement similar measures as those described below for personal information in Safety Control Measures for Personal Information, etc.and Disclosure, Correction, and Deletion, etc. of Personal Information.
The personal information of INTEC and TIS INTEC Group companies (hereinafter referred to as “group companies”) handled by INTEC is as follows:
- Personal information about INTEC directors, employees, and their families
- Personal information about group company directors and employees
Anonymously processed information handled by INTEC in its own services
Currently, INTEC does not create any anonymously processed information nor does it provide such information to third parties.
Purpose of Use of Personal Information, etc.
INTEC will handle personal information, etc. of the Clients within the bounds of the purposes outlined in followed chapters.
When the purpose of use is to be changed, the purpose must be related to that prior to the change and the change must be within reasonable limits.
Handling of Personal Information pertaining to the Clients
1.Purpose of Use
- Performance of billing, payment, and other business processes, conduct of contractual relations,and communication for business purposes with Clients
- Response to inquiries and requests from the Clients
- Guide for products and services of INTEC
- Invitation to seminars, product presentations, and exhibitions held or sponsored by INTEC or group companies
- Distribution of questionnaires for customer satisfaction survey
- Sending of New Year's greeting cards, notice of office move, and notice of personnel change
- Other purposes notified to, and agreed by, the Clients in advance
2.Provision to Third Parties
INTEC shall not disclose or provide to third parties personal information about the Clients except in the following cases:
- If the Clients concerned have consented
- If disclosure or provision is required by law
- If disclosure or provision is made in a form in which individual Clients cannot be identified, such as in the form of statistical data
3.Entrustment of Personal Information
INTEC may entrust personal information about Clients that INTEC has received with an outside party to fulfill the purpose of use.
In such case, INTEC shall enter an agreement on protection of personal information with the entrustees, exercise proper control in accordance with the law and INTEC standards, and recover the personal information about Clients from the entrustees after termination of the entrustment.
4.Sharing of Personal Information in the TIS INTEC Group
INTEC may share personal information with group companies if it judges it appropriate to do so in order to have group companies respond to inquiries, etc. from Clients or to provide information on, deliver, or enhance products and services handled by group companies.
For details, please see Sharing of Personal Information in the TIS INTEC Group .
Handling of Personal Information, etc. Received When Business Is Entrusted
1.Purpose of Use
INTEC shall handle personal information, etc. received from customers to the extent necessary for the purpose of fulfillment of entrusted business, such as data processing.
2.Provision to Third Parties
INTEC shall not provide personal information, etc. received from customers to third parties.
3.Entrustment of Personal Information, etc.
INTEC may entrust the handling of personal information, etc. received to an outside party in order to fulfill entrusted business.
In such case, INTEC shall enter an agreement on protection of personal information with the entrustees, and exercise proper control in accordance with the law and INTEC standards. After termination of the entrustment, INTEC shall recover from the entrustees the personal information, etc. received.
4.Sharing of Personal Information, etc. in the TIS INTEC Group
INTEC shall not share personal information, etc. received.
Handling of Personal Information about INTEC Directors, Employees, and Their Families
INTEC shall handle personal information about INTEC directors and employees (permanent employees, senior expert employees, contract employees, special expert employees, temporary employees, seconded employees and dispatched employees), applicants for positions at INTEC, and former employees of INTEC (hereinafter referred to collectively as “Employees, etc.”) as follows.
1.Purpose of Use
- Activities related to employment screening (for job applicants) and procedures for entering the company once offered a position
- Employment management, work management, salary administration
- Preparation and filing of notifications, reports, and other materials as required by law
- Employee welfare and management of health and safety
- Education and training
- Communication in emergencies
2.Provision and Entrustment to Third Parties
INTEC may provide to or entrust with a third party, in written or electronic format, personal information about Employees, etc. if necessary to fulfill the purpose of use.
A record will be created if information is provided to a third party.
In such case, INTEC shall enter a non-disclosure agreement on the handling of personal information with the third party.
3.Sharing of Personal Information in the TIS INTEC Group
INTEC may share personal information about Employees, etc. with group companies if necessary to fulfill the purpose of use.
For details, please see Sharing of Personal Information in the TIS INTEC Group .
In such case, INTEC shall enter a non-disclosure agreement on the handling of personal information with the parties with which personal information is shared.
Acquisition/Use of Personal Information
INTEC will clarify the purpose of use and comply with laws and regulations when acquiring or using personal information. INTEC will not use personal information beyond the scope of the purpose of use without consent of the relevant individuals except for special cases as provided for in laws and regulations.
Third Party Disclosure/Provision of Personal Information
INTEC shall not disclose or provide personal information to a third party without consent of the individuals relevanted except for special cases required by law.
Safety Control Measures for Personal Information, etc.
INTEC shall manage all information, including personal information, etc., in accordance with the requirements for the Privacy Mark and information security management systems. INTEC shall explain its handling of personal information, etc. in conformance with the section on security control measures in the Guidelines on the Act on the Protection of Personal Information issued by the Personal Information Protection Commission,govermet of Japan.
1.Organizational Safety Control Measures
(1)Development of organizational system
Appointment of the chief manager and person who operate the safety controle
(2)Establishment of rules and operation in accordance with the rules
Development and operation of the security policy (i.e., provisions and bylaws) based on the information security policy
(3)Keeping in order records for handling of personal information
Administration of records for businesses for which personal information is entrusted and businesses for which personal information is acquired
(4)Evaluation, review, and improvement of safety control measures
Improvement by voluntary inspection by those who handle information, internal audit, and management review
(5)Response to trouble and violation regarding information security
Establishment of a task force and legal measures against violating party
2.Human Safety Control Measures
(1)Agreement with employees or entrustees about handling of personal information.
Collecting written oath from employees or entering into contract with entrustees.
(2)Education and training of employees
Education to all employees by e-learning
3.Physical Safety Control Measures
(1)Entry and exit control
Control of entry and exit by setting security levels and using IC card
(2)Countermeasures against theft
Locked safekeeping of confidential documents and media, wire lock for portable PCs, and implementation of clear policy
(3)Physical protection of machines and equipment
Implementation of measures against power failure and for disaster prevention and establishment of terminal room exclusive to real business requiring access to confidential information
4.Technical Safety Control Measures
(1)Identification and authentication of access
Personal authentication by ID and Password. By IC card or fingerprint in high security level is needed.
(2)Access control
Minimization and control of access
(3)Control of access authority
Controlled setting of scope and authority of access according to type of job
(4)Access record
Acquisition and storage of work records and access log
(5)Measures against malicious software on information system
Application of the antivirus software and security patch
(6)Measures for transfer and telecommunication
Use of VPN and secure mail in encoding, electronic transmission, and telecommunication of transport media
(7)Measures when checking the information system operation
Prohibition of use of operation data or, if necessary, restricted use by authorized person in monitored area
(8)Monitoring of information system
Monitoring of access log and verification with work record
5.Supervision of Employees and Entrustees
(1)Video monitoring in monitored areas and restriction of access to the Internet
(2)Appointment and periodical education of chief manager of the entrustees and audit of delegated entrusted services
Disclosure, Correction, Discontinuation of Use, etc. of Personal Information
INTEC shall make a disclosure without delay in respect of personal information about Clients (excluding personal information received when business is entrusted) received by INTEC and personal information about Employees, etc. and group company directors and employees held by INTEC upon request by the individual concerned except in the following cases. When a disclosure is not made or there is no applicable personal data, INTEC will give a reply to that effect.
- If it would harm the individual concerned or third party's life, body, fortune or other rights and interests
- If it would significantly impede the proper conduct of business
- If it would violate other laws or regulations
INTEC shall conduct an investigation and correct, add, delete, cease utilization, eliminate or cease provision to third-parties in respect of the personal data held by INTEC in accordance with the laws and regulations upon request by the individual concerned. Please address requests to the point of contact for inquiries shown below.
As a charge for the procedures for disclosure or other actions, INTEC may charge the actual expenses incurred (up to 1,000 yen).
INTEC’s Affiliated “Authorized Personal Information Protection Organization”
INTEC is a member of Telecommunications Personal Information Protection Promotion Center,one of the personal information protection organizations authorized by the Personal Information Protection Commission of Japan. The said organization handles inquiries and complaints about how personal information is handled by any of its members (covering the telecommunications business).
(Contact)
Telecommunications Personal Information Protection Promotion Center (part of DENKYO, Japan Data Communications Association)
Phone: +81- 3-5907-3803
INTEC is also a member of Personal Information Protection Consultation Service Office,one of the personal information protection organizations authorized by the Personal Information Protection Commission of Japan, and the said organization handles inquiries and complaints about the handling of personal information covering any business field in addition to the telecommunications business.
(Contact)
JIPDEC
Personal Information Protection Consultation Service Office
Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo, 106-0032
*Please note that the above contact information is not for INTEC’s products/services.
About Personal Information Handling Business Operator
INTEC Inc.
Ushijimashin-machi 5-5, Toyama, Toyama, 930-8577, Japan
Shuzo Hikida, President
Personal Information Protection Manager
Akira Makado, Executive Vice President
Contact for Handling of Personal Information
Information Security Dept., INTEC Inc.
Phone: +81-50-1702-0457 Mon-Fri/9:00-17:30 (excluding public holidays and company-specified holidays)