Policy on Personal Information Protection

Established: June 30, 2005
Last Update: May 1, 2014
AID-DCC Inc
President: Yukihiro Tominaga

1. Personal Information Protection Philosophy

AID-DCC is a company that specializes in the planning and production of all kinds of advertising and promotional materials. We believe that the relationships of trust we enjoy with our customers, business partners, shareholders, and employees are what make our business possible. The Company has established this Policy on Personal Information Protection to provide standards of practice for strict handling of all personal information we are entrusted with in the course of our business activities that must be observed by the Company’s officers and employees. Compliance with the standards will be thoroughly enforced. The Company will not use personal information beyond the scope necessary to achieve the purposes specified in advance for which it is obtained. The Company will handle personal information in compliance with the Japanese Industrial Standard JISQ15001:2006 “Personal information protection management systems-Requirements,” and other laws and regulations, guidelines established by the national government, and all other relevant standards concerning handling of personal information. The terms used in this Policy on Personal Information Protection are consistent with the terms as defined by the Act on the Protection of Personal Information.

2. Establishment of an Internal Control System

The Company will implement the following practices for proper handling of personal information.

  1. The Company will endeavor to acquire, use, and provide personal information to the extent appropriate for the content and scale of the work performed by the Company, and will develop internal regulations that govern how personal information is handled.
  2. The Company will take the measures necessary and also make corrections and improvements to prevent leakage, loss, or damage of personal information.
  3. The Company will appoint a Personal Information Protection Manager responsible for thorough enforcement of compliance with the internal regulations.
  4. At least once every year, the Company will provide instruction in handling of personal information for all employees including the Company’s officers.
  5. At least once every year, the Company will audit and inspect the internal regulations and the state of compliance with the regulations.
  6. The Company will make ongoing improvements to the internal control system for personal information protection.

3. Acquisition and Use of Personal Information

1. [Purposes for Use]

The Company will not use personal information acquired in written form, etc., directly from the person concerned beyond the scope of purposes for use of the information that is stated at the time it is acquired with the consent of the person concerned. Personal information acquired by other methods will be used only for the scope of purposes which are publicly announced separately. The purposes for which the Company uses personal information are described below.

2. [Voluntary Provision]

When the Company requests personal information from customers or other persons, provision of the personal information is voluntary. However, depending on the type of information withheld, the Company may not be able to provide part or all of its services.

3. [Automatically Acquired Information]

The Company maintains an access log on its Web site in order to evaluate the Web site. The Web site does not use cookies. All information that is automatically acquired on the Web site will be properly managed in accordance with the Company’s regulations concerning information security.

4. [Use and Provision to Third Parties]

With the exception of the following cases, the Company will not use personal information beyond the scope necessary to achieve the purposes specified or provide such information to any third parties.

  1. When the person concerned consents to such use or provision. As a rule, provision of information to third parties is subject to the agreement concluded with the person concerned which provides for confidentiality, prohibition of further provision of information, and cessation of use of personal information at the request of the customer concerned.
  2. When disclosure is required by applicable laws and regulations, etc.
  3. When it becomes necessary to protect the life, body, or property of the person concerned or the public, and it is difficult to obtain the consent of the person concerned.
  4. When it becomes especially necessary to improve public health or promote the sound growth of children, and it is difficult to obtain the consent of the person concerned.
  5. When it becomes necessary to cooperate with a state organ, a local government, or an individual or business operator entrusted with handling personal information by such an administrative body in order to execute affairs prescribed by laws and regulations, and in which obtaining the consent of the person concerned is likely to hinder the execution of such affairs.

5. [Entrustment]

In order to facilitate business operations, the Company may entrust processing of all or part of personal information to outsourcing contractors. (In such cases, contractors are selected on the basis of the thoroughness of the safety control measures they have established and an agreement is concluded that requires the contractor to implement safety control measures.)

4. Response to Inquiries Concerning Personal Information

  1. When the person concerned (or the agent for such person) requests disclosure, revision, or cessation of use or provision of personal information subject to disclosure in the possession of the Company, the Company will confirm the identity of such person, and promptly respond to the request. Also, the Company will respond to inquiries and consultations concerning handling of personal information. However, the Company may not be able to comply with requests to delete data when such requests conflict with the Company’s legal responsibility to retain such data.
    *The scope of the entrusted work is not subject to disclosure.
  2. Inquiries concerning personal information in the possession of the Company are received by the Personal Information Consultation Service noted below. Depending on the content of the inquiry, the person making the request may be asked to provide documents or answer questions necessary for the Company to respond to the inquiry. A fee of 1,000 yen (incl. tax) will be charged for sending the response by using restricted delivery mail service. The Personal Information Consultation Service hours are from 10:00 a.m. to 5:00 p.m. Monday to Friday.

Privacy Mark
Accreditation Number: 21000406 (05)

Who to Contact for Inquiries Concerning Personal Information: Supervisor of the Personal Information Consultation Service
Personal Information Protection Manager: CEO's Office General Manager

AID-DCC Inc.
7F, 4-5-17 Minamikyuhojimachi, Chuo-ku, Osaka-shi, Osaka, 541-0058, Japan
TEL: +81 6 6120 2895 FAX: +81 6 6120 2894
E-mail: privacy@aid-dcc.com

Purposes for Use of Personal Information

Business Partners (person in charge)
  • Used to perform work and to contact business partners and perform other procedures in connection with work agreements
Job Applicants and Employees
  • Used to screen job applicants
  • Used for other purposes provided by regulations for managing employees’ personal information
Entrusted Work (*1)
  • Used to perform entrusted work in connection with planning, production, and other work of the Company’s advertising and promotion business
Audition Work
  • Used in materials produced in connection with the Company’s advertising and promotion business
Other
  • Used to respond to requests for disclosure of personal information subject to disclosure
  • Used to safely manage the Company’s facilities and network

(*1) The scope of the entrusted work is not subject to disclosure.