UNIVA Oak Holdings, Inc. (hereinafter referred to as “the Company”) will use the personal information of shareholders, investors, and business partners, etc. (hereinafter referred to as “Customers, etc.”) that the Company obtains to manage and operate the Company’s business. (hereinafter referred to as “the Company”) will use the personal information of shareholders, investors, and business partners, etc. (hereinafter referred to as “Customers, etc.”) that the Company obtains in accordance with the Act on the Protection of Personal Information (Act No. 57 of 2003, hereinafter referred to as “the Act”). The Company shall comply with the Act on the Protection of Personal Information (Act No. 57 of 2003, hereinafter referred to as the “Act”), other related laws and regulations, and the Personal Information Protection Committee. In order to comply with the Act on the Protection of Personal Information (Act No. 57 of 2003) and other related laws and regulations, and to establish voluntary rules and systems, we hereby declare that we have established the following privacy policy, which we will implement and maintain. Translated with www.DeepL.com/Translator (free version)
The definitions of terms used in this Privacy Policy shall be in accordance with the Act and the Guidelines, except as otherwise provided.
1.Purpose of use of personal information
We will use the personal information of our customers, etc. for the following purposes
- Responding to inquiries
- To provide information on products and services of our group companies or business partners
- Information about our group companies
- Information on various events, campaigns, and surveys
- To notify shareholders of corporate information or dividends
- To exercise rights and fulfill obligations under the Companies Act and other laws and regulations
- To manage shareholders and shares, including the preparation of data in accordance with laws and regulations
- Other purposes of use specified at the time of acquisition of personal information
2.Acquisition of personal information, etc.
- We will acquire personal information of our customers and other parties through legal and fair means, and will not acquire such information through deception or other wrongful means.
- We will not use personal information in a manner that may encourage or induce illegal or unjust acts.
- We will promptly notify or publicly announce the purpose of use to our customers, etc., except in cases where the purpose of use has been publicly announced in advance.
- When acquiring personal information of a customer, etc., directly in writing (including electromagnetic records), we will clearly state the purpose of use in advance to the customer, etc. When acquiring the personal information of a customer, etc., that is directly described in a document (including electromagnetic records), we will clearly state the purpose of use to the customer, etc., in advance. Translated with www.DeepL.com/Translator (free version)
- We will not use the personal information of our customers, etc. for any purpose other than that for which it was collected, except as permitted by law.
3.Ensuring accuracy of data contents, etc.
We will maintain the personal data of our customers and others as accurate and up-to-date to the extent necessary to achieve the purpose of use, and will endeavor to delete such personal data without delay when there is no longer a need to use it.
4.Secure Management of Personal Data
We will take the following measures to prevent falsification, leakage, loss, or damage of customers’ personal data held by us, and to ensure the safe management of other personal data.
- Establishment of rules for the handling of personal data: For each stage of acquisition, use, storage, provision, deletion/disposal, etc., the handling method, responsible person/persons in charge, and their duties shall be established.
- In addition to appointing a person responsible for the handling of personal data, the Company will clarify the employees who handle personal data and the scope of personal data handled by such employees, and establish a system for reporting to the person responsible in the event that the Company becomes aware of facts or signs of violation of the law or handling regulations.
- Provide periodic training to employees on points to keep in mind regarding the handling of personal data.
- We will take measures to prevent theft or loss of equipment, electronic media, and documents that handle personal data, and implement measures to prevent personal data from being easily discovered when such equipment, electronic media, etc. are carried, including within the business site.
- Access control is implemented to limit the scope of persons in charge and the personal data databases, etc. handled.
Such measures will be responded to without delay at the request of the person in question.
5.Supervision of employees
In order to comply with laws and regulations, we have established rules and regulations regarding the handling of personal information, and we will supervise them as necessary and appropriate by ensuring that our directors, employees, and other relevant personnel are fully aware of and understand these rules and regulations.
6.Supervision of contractors
In the event that we outsource all or part of the handling of personal data of our customers, etc., to a third party, we will investigate such third party and enter into a necessary contract with them, and take other measures required by law.
7.Provision of Personal Data to Third Parties
We will not provide personal data of customers, etc. to third parties without obtaining their consent, except in the following cases
- When required by law
- When it is necessary for the protection of a person’s life, body, or property and it is difficult to obtain the customer’s consent
- When it is especially necessary to improve public health or to promote the sound growth of children and it is difficult to obtain the customer’s consent
- When it is necessary to cooperate with national or local governments in the execution of their legally prescribed duties, and obtaining customer consent may impede the execution of such duties.
- (iii) Where said third party is an academic research institution, etc., and it is necessary for said third party to handle said personal data for academic research purposes (including cases where part of the purpose of handling said personal data is for academic research purposes, but excluding cases where there is a risk of unreasonable infringement of the rights and interests of individuals).
In any of the following cases, the person to whom personal data is provided shall not be considered a third party.
- Cases in which personal data is provided as a result of our outsourcing all or part of the handling of personal data within the scope necessary for the achievement of the purpose of use
- Cases in which personal data is provided as a result of the succession of business due to merger or other reasons
8.Joint Use of Personal Data
| Purpose of joint use | Purposes described in Section 1 |
|---|---|
| Joint users | Sterling Securities, North Energy, Karuizawa FM Broadcasting, Christofle Japan, Univa Fusion, Univa Gyron Co. |
| Items of personal data to be shared | Name ・Address ・Date of birth ・Contact information (phone number, e-mail address, etc.) ・Occupation |
| Name, address and corporate representative of the party responsible for the management of personal data used jointly | The Company [Address] 8-10-24 Akasaka, Minato-ku, Tokyo Sumitomo Fudosan Aoyama Building South Tower 6F [Representative] President and Representative Director Shuji Inaba |
9.Provision of Personally Relevant Information
When a third party is expected to acquire personally identifiable information as personal data, unless otherwise required by law, we may provide such information only after confirming in advance, by receiving a declaration from the third party or by other appropriate means, that the third party has obtained the consent of the individual concerned to allow us to acquire the information as personal data by which the individual concerned can be identified. Translated with www.DeepL.com/Translator (free version)
10.Procedures for responding to requests for disclosure, etc.
With respect to requests for notification of the purpose of use, disclosure (including disclosure of records of provision to third parties), correction, etc., suspension of use, etc., and suspension of provision to third parties (hereinafter collectively referred to as “disclosure, etc.”) of personal data in our possession, we will respond without delay in accordance with procedures separately prescribed by us and other relevant laws. Translated with www.DeepL.com/Translator (free version)
11.Response to Complaints
When we receive a complaint from a customer or other person regarding our handling of personal information, we will investigate the facts and respond to the complaint sincerely and promptly.
12.Contact for inquiries, etc.
Please contact the reception desk at the Company’s head office for any inquiries or questions regarding the handling of personal information by the Company, including the request in Paragraph 7 and complaints in the preceding Paragraph.
【Contact for inquiries, questions, etc.】
UNIVA Oak Holdings Corporation Group Human Resources Legal
Phone number: 03-6682-9884
E-mail address: info@univahld.com
Business hours 8:45-17:00 (except Saturdays, Sundays and holidays)
13.Acquisition of Cookie Information
We may acquire cookie information from users of our web pages for the purpose of site operation. If you do not wish to receive cookie information, you may set your browser to refuse to receive cookie information. However, please understand that if you reject the acquisition of cookie information, you may not be able to fully utilize the website.
October 1, 2023 Revision