Policy Concerning Protection of Personal Information
FOURDIGIT Inc. (hereinafter referred to as "we", "our" or "us") conducts digital design business, business related to web production, web content operation business, the web service business and business for supporting creative human resources. We process personal information obtained from our customers through business activities and our employees' personal information (hereinafter collectively referred to as "Personal Information") in various ways. We recognize that Personal Information is a very important information asset for us and that it is our utmost social responsibility to protect Personal Information in a reliable manner. Thus, we will always keep in mind the following provisions and make utmost efforts to protect customers’ Personal Information in order to comply with laws and regulations, as well as guidelines and other rules established by the national government, concerning protection of Personal Information and to process Personal Information in a correct and honest manner.
Acquisition and Utilization of Personal Information
1: We will ensure that all of our employees recognize the importance of protection of Personal Information and collect and use the Personal Information by lawful and fair means within the scope of implementation of our business purposes. In addition, we will not use Personal Information for any purpose other than those specified herein. If we are required to use Personal Information for a purpose other than those specified herein, we will obtain approval of the new purpose of utilization by the person to whom the Personal Information pertains before using it. Our business that handles Personal Information, our methods of acquisition and purposes of utilization of Personal Information as set forth in Article 18 of the Act on the Protection of Personal Information (hereinafter referred to as the "Act") shall be as follows.
Purposes of utilization
- Sales operations: performance of tasks related to business transactions
- Holding of seminars and events: notifications to participants, inclusion in content to be communicated both within and outside the company, and storage and utilization as record materials
- Recruitment and screening activities: notifications to applicants, and confirmation of application histories
- Workforce management
- Access control of work areas
- Responses and answers to inquiries
Methods of acquisition
- Digital data
- Business cards
- Data input and uploaded by customers
- Cookies of browsers
- Fingerprint readers
- Photographs taken during seminars and events
- Inquiries by phone
2: Policies for provision and entrustment of Personal Information to third parties under Articles 22 and 23 of the Act
We will not provide or entrust any Personal Information we possess to third parties without the consent of the person to whom the Personal Information pertains, except as provided by laws and regulations, including Personal Information held by the company, as defined in the laws and regulations, including the Act on the Protection of Personal Information. When we entrust all or part of the handling of Personal Information to a third party with the consent of the person to whom the Personal Information pertains, we will conduct strict investigations of the third party and exercise necessary and appropriate supervision of the third party so as to ensure that the security of the entrusted Personal Information will be assured.
3: In cases where customers' environmental information, attribute information and action history which are not personally identifiable are acquired and stored, when we are to provide such information to a third party, only statistical information will be provided and no Personal Information will be provided. However, the limitation set forth above shall not apply to the following cases:
a) If we entrust all or part of handling of Personal Information to said third party only within the scope necessary for achievement of the purposes of utilization
b) If Personal Information is provided to said third party as a result of a transfer of business due to a merger or similar events
4: Compliance with laws and regulations concerning Personal Information
We will handle Personal Information in good faith in compliance with laws and regulations, as well as guidelines and other rules established by the national government (hereinafter collectively referred to as "Laws, etc."), concerning Personal Information and the Personal Information protection management system, will make efforts to remain aware of the Laws, etc. and will ensure that employees engaged in our business (hereinafter referred to as "Employees") and our suppliers are also aware of and comply with the Laws, etc.
5: Risk management policy for Personal Information under Article 20 of the Act
We will take necessary and appropriate safety and preventive measures in terms of technology and organizational affairs against risks of leakage of, loss of or damage to Personal Information. Furthermore, we will conduct regular inspections and, if any violation, incident or accident is detected, we will promptly correct it and take preventive measures against flaws or defects. We will provide thorough safety education to our Employees and suppliers.
6: Disclosure of Personal Information
Upon request for disclosure of Personal Information by the person to whom the Personal Information pertains, we will promptly disclose said Personal Information except in the following cases; provided, however, that we will not respond to any requests in which the person cannot identify himself/herself.
a) Cases where the person’s or a third party's life, body or property may be endangered if the existence of the requested Personal Information is made clear b) Cases where an illegal or unjust act may be encouraged or induced if the existence of the requested Personal Information is made clear
c) Cases where national security may be threatened, the trusting relationship with other nations or international organizations may be damaged, or any negotiation with other nations or international organizations may be put at a disadvantage if the existence of the requested Personal Information is made clear
d) Cases where the maintenance of public safety and order, including prevention, suppression or investigation of crimes, may be hampered if the existence of the requested Personal Information is made clear
7: Methods of requesting disclosure, etc.
Customers have the right to request notification of the purposes of utilization, disclosure, the correction, addition or deletion of the content, suspension of use, or suspension of provision to third parties in connection with their Personal Information (except otherwise provided by laws or regulations).
(1) Currently, we do not belong to any authorized personal information protection organizations.
(2) Procedure for requests for disclosure, etc.
Acceptance: We will accept requests for disclosure, etc. upon submission of the "Request Form for Disclosure, etc. of Personal Information" to our responsible personnel. The Request Form for Disclosure, etc. can be submitted either by postal mail or by fax. We will not accept any request made orally on the phone or directly (by visiting us in person), or by e-mail.
Methods of identification: Identity will be confirmed using one of the following methods. However, if a customer wishes to identify himself/herself in a method other than those mentioned below, it can only be a method deemed an appropriate identification method by our responsible personnel.
a) A copy of one of the following documents: driver's license, passport, basic resident register card (with photo), individual number card, or residence card
b) A copy of two or more public certificates such as a health insurance card or certificate of public register
The copy should include the bearer’s name and address. If a certificate includes the bearer’s domicile of origin, please cover the portion bearing that information before copying.
(1) Confirmation documents (a) or (b) is sent to us by the bearer of said documents.
(2) Confirmation documents (a) or (b) is sent to us by the bearer of said documents, and upon receipt we send the confirmation documents back to the bearer via certified mail to the address listed in the submitted copy.
Fees and methods of collection: We will charge a fee for disclosure, etc. as follows.
(1) Fee for notification of the purpose of utilization: 1,000 yen per request for notification
(2) Fee for disclosure: 1,000 yen per request for disclosure
We will not charge any fees in connection with any requests other than (1) and (2) above. Fees can be paid by registered mail or bank transfer after receiving our notification concerning the request for disclosure, etc. Subject to completion of payment of the fee, we will respond to the request for disclosure, etc.
Personal Information we obtain in connection with any request for disclosure, etc. will be handled only within the scope necessary for processing the request. Any documents submitted will be retained for a fixed period of time after confirmation in connection with the request for disclosure, etc. is completed, and then disposed of.
8: Voluntary provision of Personal Information
Provision of Personal Information to us is optional, but failure to provide Personal Information may result in us being unable to respond to applications.
9: Acquisition of Personal Information in a method that cannot be easily discerned
We will not acquire any Personal Information in a method that cannot be easily discerned by the person to whom the Personal Information pertains.
10: Policy for response to complaints and consultation
We will respond to any complaint or consultation related to our handling of Personal Information or our Personal Information protection management system, as soon as we accept it, in an expedient and appropriate manner. In addition, we will establish and improve systems and procedures for such responses, and will be always ready to respond appropriately.
Established on: August 13, 2008
Last revised on: March 30, 2018
Masashi Hiruta, Representative Director
[For inquiries related to handling of personal information]
TEL: +81(0)3-5770-8711 / FAX: +81(0)3-5770-8712 (Weekdays 10:00 - 17:00)
Personnel in charge of protection of personal information