Privacy Policy

1. Purpose of Use

1) Personal information relating to our customers

• To respond to enquiries and provide information about our services

2) Personal information relating to job applicants

• For recruitment screening purposes
• To respond to enquiries

3) Personal information relating to employees

• For labour, HR, payroll procedures, employee benefits, health management, social security, taxation, and education management

4) Outsourcing

Within the scope of achieving the above purposes of use, the Company may outsource the handling of personal information. When selecting an outsourcing partner, we choose businesses that appropriately manage personal information based on our standards, supervise those businesses, and ensure the security of necessary personal information by entering into non-disclosure agreements.

5) Provision to Third Parties

The Company will not provide personal information to third parties (including those outside Japan) without obtaining prior consent from the user. However, this does not apply in the following cases:

• When the Company outsources all or part of the handling of personal information within the scope necessary to achieve the purposes of use
• When personal information is provided in connection with a business succession due to a merger or other reason
• When it is necessary to cooperate with national or local government authorities, or persons entrusted by them, in carrying out matters prescribed by law, and obtaining the user's consent is likely to impede the execution of such matters
• In other cases permitted under the Act on the Protection of Personal Information ("Personal Information Protection Act") or other laws and regulations

2. Notification of Matters Relating to Retained Personal Data

1) Name of the business operator

• Company name: Nojima International Co. Ltd.
• Address: 6-22-4 Asakusa, Taito-ku, Tokyo
• Representative: President & CEO, Nojima MD Maan

2) Personal information manager

• Manager: Nojima Aesha
• Department: Nojima International Co. Ltd.
• Contact: support@nojima.jp

3) Purpose of use of all retained personal data

As described in "Purpose of Use of Personal Information" above.

4) Enquiries regarding handling of retained personal data

• Complaints & Consultation: Nojima International Co. Ltd. — Personal Information Enquiries Desk
• Address: 6-22-4 Asakusa, Taito-ku, Tokyo
• Contact: support@nojima.jp

5) Procedures for responding to requests for disclosure of retained personal data or third-party provision records

(1) Where to submit requests for disclosure

The Company accepts requests for notification of purpose of use, disclosure, correction, addition or deletion of content, suspension of use, erasure, suspension of provision to third parties, and disclosure of third-party provision records (hereinafter "disclosure etc."). Where such requests meet the requirements stipulated by the Personal Information Protection Act, we will respond promptly in accordance with our procedures. Please submit your request to the Personal Information Enquiries Desk listed above.

(2) Procedures for requests for disclosure

Upon receipt of your request, we will send you the Company's "Request Form for Disclosure of Retained Personal Information." Please return the completed request form along with a copy of your identity verification document. If the request is made by a representative, please also include documentation confirming the representative's authority.

• Copy of identity verification document (driver's licence, passport, health insurance card, residence certificate, pension booklet, etc.)
• Documentation confirming representative status (please redact any family register domicile information beyond the prefecture level)

For a statutory representative of a minor:

• Copy of the representative's identity verification document
• A copy of one of the following:
  • Certified copy of family register
  • Residence certificate showing family relationship
  • Other official document confirming statutory representative authority

For a statutory representative of an adult ward:

• Copy of the representative's identity verification document
• A copy of one of the following:
  • Certificate of registered matters proving adult guardianship status
  • Other official document confirming statutory representative authority

For an authorised agent:

• Power of attorney
• Seal registration certificate of the principal (issued within the past 3 months)
• Copy of the authorised agent's identity verification document

(3) Fee and collection method for disclosure requests

A fee of ¥1,000 per application is required, payable by bank transfer to the account specified on our request form (transfer fees are borne by the applicant).

* If the fee is insufficient or has not been received, we will notify you accordingly. If payment is not made within the specified period, the request will be treated as not having been made.

* Fees apply only to "notification of the purpose of use of retained personal data" or "disclosure of retained personal data or third-party provision records."

3. Security Management Measures for Personal Information

1) Organisational security management measures

• We designate a person responsible for the handling of personal information and manage reporting, communication systems, and handling procedures.
• We conduct regular inspections and audits of the status of personal information handling.

2) Human security management measures

• We provide regular training to employees on matters to be observed in handling personal information.
• Provisions regarding the confidentiality of personal data are incorporated into employment regulations and similar documents.

3) Physical security management measures

• We implement access control and restrictions on devices brought in, and take measures to prevent unauthorised viewing by persons without authority.
• We take measures to prevent the theft or loss of equipment and documents handling personal information.

4) Technical security management measures

• We clearly define authentication rules and access privileges for personal information databases and set them to the minimum necessary level.
• We keep security software installed on systems handling personal data and related devices up to date.