Privacy policy | MIRAIT ONE Corporation
  • HOME
  • Privacy policy

Privacy policy

Policies of the protection of personal information and the proper handling of specific personal information and other types of personal information

While the use of personal information is increasing with the advancement of digital society, the company recognizes the importance of the proper handling of personal information, and endeavors to protect personal information and to properly handle specific personal information based on the following policies.

1. Observance of laws, regulations, and other rules related to personal information

The company observers Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures, Act on the Protection of Personal Information, Guideline of Proper Handling of Specific Personal Information (for Business Operator), Guideline of Act on the Protection of Personal Information , and other rules.

2. Handling of personal information

The company handles personal information in a legitimate and fare way.

3. Use of personal information

I.The company uses personal information within the scope indicated when obtaining the personal information.
II.The company does not use personal information in a way that helps or induces illegal or unjust acts.
Ⅲ.When entrusting personal information to a vendor, the company makes strict assessment of the vendor and properly supervises the vendor to have the vendor keep secret.

4. Provision of personal information to third parties

The company does not provide obtained personal information to a third party without prior consent of the relevant individuals unless prescribed by laws or regulations.

5. Management of personal information

I.The company maintains the accuracy of personal information and manages it securely.
II.The company takes proper security measures against fraudulent access, computer viruses, and other threats to prevent loss, falsification, destruction, leak and other damage of personal information.

6. Disclosure, correction, termination of use, and erasure of personal information

The company takes seriously the rights of individuals to request the disclosure, correction, termination of use, and erasure of their personal information. The company promptly responds to such requests.

7. Management and operation of personal information

I.The company designates a chief representative of personal information protection for the proper management of personal information.
II.The company provides education on the protection and proper management of personal information to officers and employees, and provides thorough instruction about the day-to-day proper handling of personal information.

8. Preparation, implementation, maintenance, and improvement of rules related to personal information protection

In order to thoroughly implement these policies, the company prepares the Rule of Handling Personal Information and Specific Personal Information and ensures that company employees and related parties recognize and observe the rule. Also, the company makes necessary improvement promptly to maintain the effectiveness of rules related to personal information protection and the proper handling of specific personal information.

Points required to be announced by Act on the Protection of Personal Information

Here are points required to be announced by Act on the Protection of Personal Information. These points include those required to be available to the relevant individual (or required to be made available without delay in response to a request from the relevant individual).

1. Points related to the disclosure of the purpose of use of personal information

I. Purpose of use of personal information obtained directly not in writing or obtained indirectly
i. When obtaining personal information on paper directly from a customer, an employee, an employee of a partner company, a business owner, or collaborator (“customer or other party”, hereafter), we will indicate the purpose of use to the relevant individual. When obtaining personal information in other ways directly or obtaining it indirectly, we will use the information within the scope indicated in the “Attached table.” However, cases (ii) and (iii) are exempted from this restriction.
ii. Change of the purpose of use
When the purpose of use is changed, we will announce the changed purpose.
iii. Exemption
The following cases are exempted:
a. Potential harm on the life, body, property, or other rights or interests of the relevant individual or a third party
b. Potential harm on the rights or legitimate interests of the company
c. Other cases based on laws and regulations (when cooperation with a government agency is necessary)

II. Use of personal information for the purpose of the execution of entrusted business
We use personal information for the purpose of the execution of entrusted business within the scope indicated in the “Attached table.”

III. Points related to shared use
The information is shared among group companies within the scope of the purpose of use in order to provide comprehensive services. Here are details of the sharing of personal information:
i. Items of personal data
* Information of engineers
ii. Scope of using parties
* Client companies, MIRAIT ONE Corporation, and MIRAIT ONE group companies
iii. Purposes of use
* See “Attached table.”
iv. Name and address of the party responsible for the management of the personal data, and the name of the representative
* MIRAIT ONE Corporation
NAKAYAMA Toshiki, President and Chief Executive Officer

2. Provision of personal information to third parties

The company properly manages the personal information provided by a customer or other party, and will not provide the information to a third party without the prior consent of the customer or other party. However, the following cases are exempted:

I. When necessity arises based on laws and regulations

II. When the information necessary to protect the life, body, or property of an individual, and it is difficult to obtain the consent of the relevant person.

III. When the information is necessary to improve public health or promote healthy child development, and it is difficult to obtain the consent of the relevant person

IV. When the information is necessary for the company to handle the personal information in order to cooperate with an government agency, local government, or party entrusted thereby for performing the functions prescribed by laws and regulations, and it is difficult to obtain the consent of the relevant person without interfering with the performance of those functions

V. When the relevant third party is an academic research institute and the academic research institute needs to handle the personal information for an academic purpose (This excludes cases in which danger of unrightfully infringing rights and interests of an individual exists, even if only a part of the purpose of handling the personal data is academic.)

3. Points that should be made available to customers or other parties, in relation to possessed personal data

Purposes of the use of personal data that the company possesses are listed in “Attached table.”

4. Points related to the procedure of responding to requests for disclosure and other handling

The company responds to requests from the relevant individual or its agent for disclosure, correction, the termination of use, or other handling of possessed personal data.

I. Items subject to request for disclosure
Here are items of possessed personal data subject to request for discloser.
1. Full name
2. Street address
3. Phone number
4. Email address
5. Gender

II. Window for request for disclosure or other handling
Please send any request for disclose or other handling to the following address by postal mail with necessary documentation.
5-6-36 Toyosu, Koto-ku, Tokyo, 135-8111, Japan
General Affairs and Human Resources Division General Affairs Department Genera Affairs Group, MIRAIT ONE Corporation

III. Forms of documents to be submitted with a request for disclosure or other handling
To make a request for disclosure or other handling, download application forms (A) indicated below, fill out all specified items, and mail them in an envelope enclosing document (B) for identity verification.

A. Specified application forms
a.Request for disclosure or other handling of possessed personal data [PDF:42.4KB]
* For disclosure, correction, addition, or deletion
b.Request for termination of use and other handling of possessed personal data [PDF:39.6KB]
* For the termination of use, or erasure
B. A copy of an official document for identity verification such as a driver’s license, insurance card of health insurance, and passport

IV. Forms of documents to be submitted with a request for disclosure or other handling made by a proxy
If the customer or other party who requests disclosure or other handling is a minor, the legal proxy of an adult ward, or a party who is asked by the relevant individual to represent the individual for the request for disclosure or other handling, please enclose the following document (A or B) in addition to the documents listed above.

A. For legal proxy
a. Application document: 1
b. Document that proves the authority of legal representative (the family register, or a copy of the insurance card with the name of the minor on it (if the representative has parental authority)): 1
c. Document that proves that the applicant is a minor or the legal proxy of an adult ward (A copy of an official document for identity verification such as a driver’s license, insurance card of health insurance, and passport): 1
B. Proxy by a power of attorney
a. Power of attorney: 1
b. Seal registration certificate of the relevant individual: 1

V. Method of response to request for disclosure or other handling
If you apply for disclosure or other handling, select a method of response.
You can select “Email” or “Postal mail.”

VI. Purpose of use of personal information obtained by request for disclosure or other handling
Personal information obtained through request for disclosure or other handling shall be used within the scope of use that was necessitated by the reason of making the request for disclosure or other handling. Submitted documents will be kept for two years after the completion of response to request for disclosure or other handling, and then they are disposed of.

VII. Reason for not disclosing possessed personal data
Personal data is not disclosed in the cases listed below. If we decide not to disclose it, we will notify you of the decision and the description of the reason.

i. When the identity of the applicant cannot be verified due to discrepancy between the address indicated in the request and the address indicated in the document for identity verification or the registered company address

ii. In the case of application by a proxy, when the identity of the proxy cannot be verified
iii. When the application document has a flaw
iv. When the information requested by the request for disclosure is not included in the possessed personal data
v. When the disclosure may harm the life, body, property, or other rights and interests of the relevant individual or a third party
vi. When the disclosure may significantly harm the proper performance of the company’s business
vii. When the disclosure violates other laws and regulations

5. Ensuring the accuracy of personal numbers

When the personal number is changed after providing it to the company, please notify the change to the company without delay.

6. Matters related to the window for complaints and consultations

Please contact the following for any complaints and consultations about the company’s handling of personal information.
General Affairs and Human Resources Division General Affairs Department Genera Affairs Group
[Phone]
+81 3-6807-3111
[Letter]
5-6-36 Toyosu, Koto-ku, Tokyo, 135-8111, Japan
[Email]
otoiawase@mirait.co.jp

icon

Points required to be announced by Act on the Protection of Personal Information (Attached table)

Types of personal information Purpose of use
Personal information related to customers 1. Used for the notification of services made available, explanation of services, billing, matters changed, and so forth
2. Used for the development, operation, improvement, and research of services
3. Used for the survey of customer satisfaction and market surveys
4. Used for sharing the information obtained by 1, 2, and 3 above in the MIRIAT group to facilitate business operation
5. Used for the security control of buildings and other architectures
6. Use for the company’s business activities other than described above
7. Your personal number is obtained only by your direct entry in the system or by postal mail sent to the company employee in charge of handling specific personal information, and is used only for the payment records creation task prescribed by Income Tax Act. A part of the clerical task is consigned to a vendor that takes security measures of the same level as the company.
Personal information provided for an entrusted task 1. The company uses entrusted personal information for the execution of services requested by customers.
2. The company uses entrusted personal information only for matters defined in a contract and for the execution of the entrusted task. In order to provide requested services, the company may deposit the personal information at a consignee of the task or the recipient of the service.
Information of employees and other stakeholders of partner companies, as well as personal information of business owner and collaborators 1. Used for contracts with partner companies, and for the confirmation of the execution status of contracts
2. Used for providing instructions to, managing operations conducted by, and managing the working status of employees of partner companies and other affiliates
3. Used for verifying expertise of consignee engineers
4. Used for the security control of buildings and other architectures
5. Used for the protection measures of confidential information and other types of information
6. Used for other operations within the scope of rightful business activities of the company
7. Personal numbers of employees and other stakeholders of partner companies as well as personal numbers of individuals who are the business owner or collaborators are entered directly in the system by themselves or obtained by postal mail sent to the company staff in charge of handling specific personal information, and are used only for the task of creating payment records prescribed by Income Tax Act and for the task of applying for industrial accident compensation insurance. A part of the clerical task is consigned to a vendor that takes security measures of the same level as the company.
Information of employees and other stakeholders 1. Used for operations management tasks such as identification of employees in business operation, system operation, and so forth
2. Used for business communication, equipment and facility management, etc.
3. Used for personnel administration activities including acceptance, appointment, and dismissal; allocation; competence development; evaluation and rating; commendation and disciplinary actions; personnel relocation to other companies such as temporary assignment and transfer; support for re-employment; and work management
4. Used for work management; payroll and benefits (including retirement payment, pension, and deduction); accounting; healthcare management; etc.
5. Used for providing employees with benefits such as healthcare insurance
6. Used for office work prescribed by laws and regulations such as those related to tax and social insurance
7. In order to achieve the purposes of use listed above, necessary personal information of employees and other stakeholders is shared among relevant parties, and is provided to personnel transfer destinations, the labor union, welfare enabling bodies, and other relevant parties.
8. Personal numbers of employees and other stakeholders are used only for the preparation of certificates of tax deducted, application for duty-free asset-formation housing savings and pension savings, application for healthcare insurance and welfare pension insurance, application for third insured persons of national pension, application for employment insurance, application for industrial accident compensation insurance, payment of company pension, application for group insurance, and entrusted operations related to shareholder’s meeting. A part of the clerical task is consigned to a vendor that takes security measures of the same level as the company.

Policies of the protection of personal information and the proper handling of specific personal information and other types of personal information

Types of personal information
Personal information related to customers Purpose of use 1. Used for the notification of services made available, explanation of services, billing, matters changed, and so forth
2. Used for the development, operation, improvement, and research of services
3. Used for the survey of customer satisfaction and market surveys
4. Used for sharing the information obtained by 1, 2, and 3 above in the MIRIAT group to facilitate business operation
5. Used for the security control of buildings and other architectures
6. Use for the company’s business activities other than described above
7. Your personal number is obtained only by your direct entry in the system or by postal mail sent to the company employee in charge of handling specific personal information, and is used only for the payment records creation task prescribed by Income Tax Act. A part of the clerical task is consigned to a vendor that takes security measures of the same level as the company.
Types of personal information
Personal information provided for an entrusted task Purpose of use 1. The company uses entrusted personal information for the execution of services requested by customers.
2. The company uses entrusted personal information only for matters defined in a contract and for the execution of the entrusted task. In order to provide requested services, the company may deposit the personal information at a consignee of the task or the recipient of the service.
Types of personal information
Information of employees and other stakeholders of partner companies, as well as personal information of business owner and collaborators Purpose of use 1. Used for contracts with partner companies, and for the confirmation of the execution status of contracts
2. Used for providing instructions to, managing operations conducted by, and managing the working status of employees of partner companies and other affiliates
3. Used for verifying expertise of consignee engineers
4. Used for the security control of buildings and other architectures
5. Used for the protection measures of confidential information and other types of information
6. Used for other operations within the scope of rightful business activities of the company
7. Personal numbers of employees and other stakeholders of partner companies as well as personal numbers of individuals who are the business owner or collaborators are entered directly in the system by themselves or obtained by postal mail sent to the company staff in charge of handling specific personal information, and are used only for the task of creating payment records prescribed by Income Tax Act and for the task of applying for industrial accident compensation insurance. A part of the clerical task is consigned to a vendor that takes security measures of the same level as the company.
Types of personal information
Information of employees and other stakeholders Purpose of use 1. Used for operations management tasks such as identification of employees in business operation, system operation, and so forth
2. Used for business communication, equipment and facility management, etc.
3. Used for personnel administration activities including acceptance, appointment, and dismissal; allocation; competence development; evaluation and rating; commendation and disciplinary actions; personnel relocation to other companies such as temporary assignment and transfer; support for re-employment; and work management
4. Used for work management; payroll and benefits (including retirement payment, pension, and deduction); accounting; healthcare management; etc.
5. Used for providing employees with benefits such as healthcare insurance
6. Used for office work prescribed by laws and regulations such as those related to tax and social insurance
7. In order to achieve the purposes of use listed above, necessary personal information of employees and other stakeholders is shared among relevant parties, and is provided to personnel transfer destinations, the labor union, welfare enabling bodies, and other relevant parties.
8. Personal numbers of employees and other stakeholders are used only for the preparation of certificates of tax deducted, application for duty-free asset-formation housing savings and pension savings, application for healthcare insurance and welfare pension insurance, application for third insured persons of national pension, application for employment insurance, application for industrial accident compensation insurance, payment of company pension, application for group insurance, and entrusted operations related to shareholder’s meeting. A part of the clerical task is consigned to a vendor that takes security measures of the same level as the company.