Privacy Policy
Personal Information Protection Policy
AIS Co., Ltd. acquires and processes personal information through its sales activities related to our products, as well as through the development, operation, and maintenance of software solutions. We also collect and manage personal information provided by job applicants, including résumés and other application documents, and handle personal information relating to our employees in the course of our business operations.
AIS Co., Ltd. recognizes the importance of protecting personal information and has implemented internal policies and controls in accordance with JIS Q 15001:2017, the Act on the Protection of Personal Information, and all applicable laws and regulations. We strive to ensure the secure management and protection of personal information through ongoing employee education and awareness programs. The following Privacy Policy serves as the foundation of our commitment to protecting personal information and will be continuously maintained and enforced throughout our organization.
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Article 1: Acquisition, Use, and Disclosure of Personal Information
AIS Co., Ltd. collects personal information only when the purpose of its use has been clearly identified and only to the extent necessary for the achievement of that purpose.
We ensure that personal information is used only for the purposes for which it was collected and, where applicable, disclosed to third parties only within the scope of those purposes. We maintain appropriate measures to prevent the use of personal information beyond its intended purpose. -
Article 2: Management and Protection of Personal Information
We manage personal information under strict security controls and do not disclose or provide such information to third parties without the consent of the individual concerned, except as permitted or required by law.
To protect personal information, we implement appropriate technical and organizational measures to prevent unauthorized access, loss, destruction, alteration, and data breaches, and we continually improve our security practices through preventive and corrective actions.Provide your feedback on BizChat -
Article 3: Compliance with Laws and Regulations
We are committed to complying with all applicable laws and regulations, national guidelines, and other relevant requirements relating to the protection and proper handling of personal information entrusted to us.
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Article 4: Continuous Improvement of Management Systems
The Company will continuously improve the management framework and operational mechanisms related to personal information protection to ensure the effective safeguarding of personal information and the ongoing enhancement of its privacy management system.
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Article 5: Response to Complaints and Inquiries
We are committed to responding promptly and appropriately to complaints and inquiries concerning the handling of personal information. In addition, individuals may request the disclosure, correction, addition, deletion, suspension of use, or restriction of the provision of their personal information to third parties, and we will handle such requests in a timely and appropriate manner in accordance with applicable legal requirements.
Established: October 15, 2004
Revised: September 1, 2019
AIS Co., Ltd.
Representative Director: Hiroshi Oura
【Privacy Policy Inquiries and Contact Information】
For any inquiries, consultations, or complaints regarding the handling of your personal information, please contact us using the information provided below.
【Contact for Privacy Policy Inquries】
- Contact:
- Administration Department, Tokyo Head Office, AIS Co., Ltd.
- Address:
- PMO Kanda Manseibashi 9F, 1-3-9 Kanda-Sudacho, Chiyoda-ku,Tokyo, Japan
- Tel:
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+81-3-6260-8858
(Weekdays 9:00–17:30) - E-mail:
- privacy@a-i-s.co.jp
Personal Information Handling Policy
AIS Co., Ltd. (“the Company”) is committed to the appropriate handling and protection of personal information. In accordance with our Privacy Policy, we process personal information entrusted to us by customers, business partners, job applicants, individuals who contact us, employees, and other relevant parties as described below.
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[Name of Organization]
AIS Co., Ltd.
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[Address and Representative]
1-3-9 Kanda-Sudacho, Chiyoda-ku, Tokyo, PMO Kanda Manseibashi 9F
Representative Director: Hiroshi Oura -
[Management of Personal Information and Responsible Person]
To maintain a high standard of personal information protection, the Company has established a management structure led by a designated administrator with responsibility and authority over personal information handling.
We promote the protection of personal information through organizational initiatives such as employee education, internal audits, and continuous compliance activities. Details of the administrator responsible for personal information management are provided below.- Manager:
- Person in Charge of Personal Information Management
- Department:
- Administration Department, Tokyo Head Office, AIS Co., Ltd.
- Contact:
- TEL +81-3-6260-8858
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[Purpose of Use of Personal Information]
The Company uses personal information entrusted to it only for the purposes described below and does not use such information for any other purpose unless otherwise permitted or required by applicable law.
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(1) Customer Information
Purpose of Use: To perform contractual and business-related activities, communicate with customers and business partners, provide information regarding products and services, and conduct sales and promotional activities.
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(2) Personal Information of Seminar Participants and Lecturers
Purpose of Use (Participants): To communicate with participants regarding seminars and events, confirm attendance, process registration fees and related payments, and provide information about future events, products, services, and marketing activities
Purpose of Use (Speakers): To communicate with speakers regarding presentations and speaking engagements, process speaker fees and related payments, and perform administrative procedures involving individual identification numbers as required by applicable laws and regulations, including the My Number Act -
(3) Employee Information
Purpose of Use: To manage employee attendance and employment-related matters, administer employee benefits, process payroll and compensation, perform procedures relating to individual identification numbers (including family-related information) as required by applicable law, apply for statutory benefits, introduce employee profiles on the Company’s website, and facilitate communication and coordination with business partners in connection with business operations.
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(4) Personal Information of Job Applicants
Purpose of Use: To conduct recruitment and selection activities for candidates seeking employment with the Company.
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(5) Inquiries, Requests for Disclosure, Complaints, and Consultations
Purpose of Use: To respond to inquiries, requests regarding personal information, complaints, consultations, and other communications submitted to the Company.
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(6)Personal Information Related to ASP Services
Purpose of Use: To provide and manage ASP services (such as Smart Kinta), including system operation, maintenance, customer support, and other related business activities required for the effective delivery of such services
Note: The personal data held by the Company comprises the personal information described in items (1) through (5) above.
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[Collection of Personal Information Through Means Not Easily Recognizable by the Individual]
This website uses cookies for session management to maintain the functionality and security of the service during your visit.
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[Provision of Personal Information to Third Parties]
We may provide personal information to third parties when necessary to achieve the purposes for which the information was collected, as described below and in compliance with applicable legal requirements.
- When disclosure or provision of personal information is required under applicable laws and regulations.
- When our products or services are provided through authorized distributors or business partners, we may share the necessary customer information with those partners for the purpose of delivering support services and ensuring the proper provision of products and services. Such information will be shared only to the extent necessary and by appropriate means.
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[Outsourcing of Personal Information Handling]
We may entrust the processing of personal information to external service providers when necessary to achieve the purposes for which the information was collected. In selecting such service providers, we ensure that they meet our standards for the secure handling of personal information and enter into agreements requiring appropriate confidentiality and data protection measures.
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[Disclosure, etc. and Requests]
Individuals may request the disclosure of personal information held by the Company, including notification of the purpose of use, correction, addition, deletion, suspension of use, erasure, suspension of provision to third parties, and access to records relating to the provision of personal information to third parties. The Company will respond to such requests in accordance with the procedures set out below and applicable legal requirements.
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(1) Contact Point
For requests concerning the purpose of use, disclosure, correction, addition, deletion, suspension of use, erasure, suspension of provision to third parties, or records relating to the provision of personal information to third parties, please contact the Personal Information Inquiry Desk shown below.
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(2) Procedures
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a)
To make a request or inquiry regarding your personal information, please contact the Personal Information Inquiry Desk listed above by mail, telephone, or e-mail.
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b)
We will send the required application documents, including the “Personal Information Disclosure Request Form,” to your designated mailing address or e-mail address. Please provide your preferred contact information when making your request.
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c)
After completing the required fields of the “Personal Information Disclosure Request Form,” please mail the form to the Personal Information Inquiry Desk listed above.
- Please fill out the “Personal Information Disclosure Request Form” and include a copy of a valid government-issued identification document for identity verification purposes. For further details, please refer to the instructions accompanying the form.
- If you are submitting a request on behalf of another individual, please provide valid identification documents for both the individual concerned and the authorized representative, as well as a signed authorization letter from the individual concerned.
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d)
After verifying the details of your request, we will conduct the necessary review and processing and provide a written response as promptly as possible.
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a)
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(3) Fees
Fees: Requests are generally processed free of charge. However, applicants are kindly requested to bear any postal or mailing costs incurred in submitting their requests.
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(4) Situations Where Personal Information Cannot Be Disclosed
If any of the following conditions apply, the Company may decline to disclose all or part of the requested personal information. Where disclosure is denied, the Company will notify the requester and explain the reason for the decision.
- If disclosure could adversely affect the life, safety, property, or other lawful rights and interests of the individual concerned or a third party.
- If disclosure could significantly interfere with the proper operation of the Company’s business.
- If disclosure would violate any applicable law or regulation.
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(5) Handling of Personal Information Associated with Requests
Personal information provided in connection with a request, including information submitted by telephone, e-mail, request forms, and identity verification documents, will be used solely for processing and responding to the request.
Once the request has been completed and a response has been provided, the personal information will be promptly deleted or securely disposed of in accordance with the Company’s retention policies and applicable laws.
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[Voluntary Provision of Personal Information]
Providing personal information to the Company is voluntary. However, if you choose not to provide the information required, we may be unable to respond to your inquiries or fulfill your request appropriately.
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[Security Measures Implemented for the Protection of Retained Personal Data]
The Company has adopted the following measures to ensure the security and proper management of the personal data it retains.
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(1) Establishment of a Basic Policy
To ensure the proper and secure handling of personal data, the Company has established a basic policy that promotes compliance with applicable laws and regulations and sets forth principles for the appropriate management and protection of personal information.Provide your feedback on BizChat
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(2) Establishment of Rules Governing the Handling of Personal Data
The Company has implemented internal rules and procedures governing the handling of personal data. These rules define appropriate processing methods and assign responsibilities to designated personnel at each stage of the personal data lifecycle, including collection, use, retention, disclosure, deletion, and disposal.
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(3) Organizational Security Measures
- The Company has designated a person responsible for personal data protection, clearly identified employees who are authorized to handle personal data and the scope of such handling, and established procedures for reporting and responding to any actual or suspected violations of applicable laws or internal rules concerning personal data protection.
- The Company regularly conducts self-assessments and audits to monitor and review how personal data is handled and to ensure that appropriate security and compliance measures are maintained.
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(4) Personnel Security Measures
- The Company regularly provides employees with training and awareness programs on the proper handling and protection of personal data to ensure compliance with applicable privacy and data protection requirements.
- The Company has established confidentiality obligations with employees through contractual agreements to ensure the secure and appropriate handling of personal data.
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(5) Physical Security Measures
- The Company maintains physical access controls, manages employee entry and exit to areas where personal data is handled, restricts the use of certain devices and equipment, and implements measures to prevent unauthorized access to personal data.
- Documents and electronic data containing personal information are securely protected through measures such as locked storage, encryption, password controls, and other appropriate security mechanisms to safeguard personal data from unauthorized access or disclosure.
- The Company takes appropriate measures to prevent the theft, loss, or misuse of devices, electronic media, and documents containing personal data. When such items are transported, security controls are applied to ensure that personal data remains protected and cannot be readily identified by unauthorized individuals.
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(6) Technical Security Measures
- The Company maintains access controls for information systems that handle personal data and restricts access to personal information databases and related data to authorized employees who require such access for their duties.
- The Company maintains security mechanisms designed to protect information systems containing personal data from unauthorized access, malware, viruses, and other external threats, thereby helping to ensure the confidentiality, integrity, and availability of personal information.
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(7) Consideration of External Environmental Factors
When personal data is processed or stored in a foreign country, the Company reviews the applicable data protection laws and regulatory requirements of that country and implements appropriate safeguards to ensure the secure and proper handling of personal data.
Note: At present, the Company does not transfer, store, or process personal data in any country outside the jurisdiction in which the data was originally collected.
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[Contact for Complaints, Consultations, and Inquiries Regarding Personal Information]
For any questions, concerns, complaints, or consultations regarding the handling of personal information, please contact the Personal Information Inquiry Desk provided below.
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【Contact for Personal Data Inquries】
- Contact:
- Administration Department, Tokyo Head Office, AIS Co., Ltd.
- Address:
- PMO Kanda Manseibashi 9F, 1-3-9 Kanda-Sudacho, Chiyoda-ku,Tokyo, Japan
- Tel:
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+81-3-6260-8858
(Weekdays 9:00–17:30) - E-mail:
- privacy@a-i-s.co.jp
PrivacyMark Certification
The PrivacyMark® displayed by the Company is granted under the PrivacyMark® System operated by the Japan Institute for Promotion of Digital Economy and Community (JIPDEC). It serves as certification that the Company’s handling of personal information complies with JIS Q 15001, “Requirements for a Personal Information Protection Management System,” and that personal information is managed and protected appropriately in accordance with the applicable standards.
Note: For inquiries concerning the PrivacyMark® program or the Company’s handling of personal information, please contact the Personal Information Inquiry Desk using the contact information provided below.
- Contact:
- Administration Department, Tokyo Head Office, AIS Co., Ltd.
- Address:
- PMO Kanda Manseibashi 9F, 1-3-9 Kanda-Sudacho, Chiyoda-ku,Tokyo, Japan
- Tel:
-
+81-3-6260-8858
(Weekdays 9:00–17:30) - E-mail:
- privacy@a-i-s.co.jp
[Important Note for International Users]
The PrivacyMark is a certification system established under Japanese
standards and regulations.
It is primarily applicable within Japan and may not necessarily
indicate compliance with data protection laws or standards in other
jurisdictions.
Google Analytics and Website Usage Analysis
To maintain, improve, and enhance the quality of our website services, we
utilize Google Analytics to monitor and analyze website usage.
Google Analytics employs cookies to collect information about visitors’
interactions with our website. The information collected is managed by
Google in accordance with its Privacy Policy.
Server Log Collection and Management
To ensure the security, stability, and proper operation of our website, we
maintain access logs that record visitor activity. These logs may include
information such as IP addresses and access timestamps.
The information collected through access logs does not contain personally
identifiable information and cannot be used to identify individual
visitors.
Website Security Using SSL (Secure Sockets Layer)
To safeguard the personal information of our visitors, this website
utilizes site-wide SSL (Secure Sockets Layer) encryption, ensuring that
all communications are conducted through secure HTTPS connections.
SSL technology encrypts data transmitted between users’ devices and our
website, enhancing security and protecting information from unauthorized
access or disclosure.
CONTACT
We welcome the opportunity to discuss your requirements. For inquiries or consultations, please contact us at your convenience.
