Policy on Personal Information Protection
Masao Fujita
President and Representative Director
Nihon Matai Co., Ltd.
Nihon Matai Co., Ltd., and respective group companies thereof (hereinafter referred to as the “Company”) shall understand that personal information constitutes an important asset in the advanced information and communications network society, acknowledging that adequate handling and protecting of personal information is the corporate social responsibility. Therefore, the Company shall hereby stipulate the Policy on Personal Information Protection and comply with the laws related to personal information protection.
1. Definition of Personal Information
Personal information shall be information concerning individual persons, implying such information that can identify an individual person including name, age, gender, address, phone number, FAX number, e-mail address, facial portrait, and others. This also includes such information that, although the information itself would be insufficient to identify an individual, enables easy cross-checking with other information, thereby enabling identification of an individual.
2. Types of Personal Information
Personal information that is handled by the Company shall be as follows:
(1) Information on clients (the case of individual persons) of the Company;
(2) Information on persons in charge of companies with which the Company has business transactions;
(3) Information on stockholders of the Company; and
(4) Information on executive officers, employees, temporary staff, dispatched employees, part-time workers, and applicants for recruitment of the Company.
3. Use of Personal Information
Personal information acquired by the Company shall be used, only to the extent that such information is required for performing business tasks, within the scope of the purpose of use presented at the time of acquisition or the scope that has a reasonable relationship with such purpose of use.
4. Provision of Personal Information to Third Parties
The Company shall not provide personal information to any third parties, with the exception of the below-described cases:
(1) The principal person agrees;
(2) The information is required pursuant to certain laws and regulations;
(3) The information is required for protecting human life, human bodies, or properties, and it is difficult to obtain approval from the principal person;
(4) The information is particularly required for improving public health or sound cultivation of children, and it is difficult to obtain approval from the principal person;
(5) The information is required for a governmental agency, local public authority, or entity entrusted by such agency or authority to cooperate in performing their clerical work stipulated by certain laws and regulations, and acquisition of agreement of the principal person will cause a problem in performing such clerical work;
(6) Concerning business tasks such as calculation of salary, dispatch of the stockholder hospitality program, and representative work of stock-related clerical work, the business tasks are entrusted to an external trader with which a nondisclosure contract is concluded in advance;
(7) Information is provided to a banking institution for settlement of expenses with a credit card; or
(8) Business is transferred for reasons of merger, company division, operations, and other reasons.
5. Management of Personal Information
Personal information acquired and managed by the Company shall be kept precise and updated and shall be adequately and carefully managed. In addition, the Company will implement measures for protecting and managing information to prevent loss, falsification, and leakage.
6. Disclosure, Correction, Stop of Use, Deletion of Personal Information
When requested by the principal person for disclosure, correction, stop of use, or deletion of his or her personal information, the Company shall deal with such request in accordance with the prescribed procedures.
7. Approach for Management of Personal Information
For specific performance of the content pursuant to the policy hereby described, the Company shall establish the Regulation for Personal Information Protection and shall disseminate the regulation.
October, 2009
