Privacy policy

Basic Policy on Information Security

Suzuyo & Co., Ltd. (hereinafter referred to as "SUZUYO") strives to establish and keep good and appropriate relationship with our stakeholders by managing information assets we possess.
SUZUYO sets out this Basic Policy on Information Security (hereinafter referred to as the "Policy") and properly manages the information assets such as important information furnished by our customers and business partners as well as confidential information and personal information SUZUYO possesses in order to accomplish the above purpose with the following measures.

1. Establishment and Maintenance of Information Management Structure

   SUZUYO has established an appropriate information management structure and will continue to maintain and continuously improve it, so that all of our officers, employees and those who work for SUZUYO (including, but not limited to, part-time workers, temporary staffs and subcontractors) (together, hereinafter referred to as the "Employees") may understand and comply with the goals of the Policy.

2. Establishment of Rules

   SUZUYO has established various rules based on the Policy, stipulated methods for managing information assets, and clarified the obligations and responsibilities of the Employees. In addition, by conducting regular reviews, SUZUYO will strive to make continuous improvements to ensure that the content is always optimal. Further, SUZUYO has set out the "Rules on Personal Information Protection" separately and will take necessary measures to protect such information.

3. Compliance and Measures regarding Related Laws etc.

   SUZUYO complies with related laws as well as confidentiality obligations stipulated in contracts, sets out manuals etc. if necessary, and thoroughly manages to maintain the security. In addition, we will take necessary measures to ensure that temporary staffs and subcontractors comply with the Policy and the above internal rules through written oaths or agreements.

4. Implementation of Awareness and Education

   SUZUYO provides necessary education to the Employees and actively and responsibly promotes practical information management, in order to disseminate the Policy and rules to Employees, and to improve awareness among them.

Policy on Protection of Personal Information and "Specific Personal Information"

Suzuyo & Co., Ltd. (hereinafter referred to as "SUZUYO") will work to spread awareness about the proper processing of personal information and "specific personal information", which is the Japanese social security and tax number personal information, (hereinafter referred collectively as "Personal Information") within the company, and make effort to protect Personal Information in accordance with the following Policy.

1. Collection and Use of Personal Information

   When collecting Personal Information, etc., we will clearly define the purpose, collect it by lawful and fair means, and use them within the scope of such purpose.

2. Security Management of Personal Information

   SUZUYO ensures to accumulate and store the collected Personal Information under strict management in order to secure their accuracy and security, and implements reasonable security measures to prevent unauthorized access and loss, destruction, alteration, leak, etc., of such Personal Information.

3. Subcontracting Management in respect to Personal Information

   When entrusting Personal Information, etc. to an external party, we will manage the entrusted party in a necessary and appropriate manner so that the handling of such information can be managed safely.

4. Respect for Rights of the Data Subject

   SUZUYO fully respects the rights of the data subject regarding their Personal Information, and whenever we receive a request from the data subject to disclose, correct, delete or suspend the use or suspend the provision of such information, we will comply with such reasonable request.

5. Continuous Improvement of Personal Information Management

   SUZUYO sets out, implements, maintains and continuously improves the "Rules on Personal Information Protection" and the "Detailed Rules of Individual Number and Specific Personal Information"

6. Compliance with Laws and Norms

   SUZUYO complies with applicable laws, norms and guidelines etc. regarding the protection of Personal Information.

March 22, 2005
Revision: April 1, 2016
Last Revision: March 1, 2023
Kenichiro Suzuki
President & CEO

Policy on Personal Information Handling

Please find "Basic Policy on Information Security" and "Policy on Protection of Personal Information and Specific Personal Information" for your reference.

1. Purpose of Use of Personal Information

   SUZUYO will use personal information for the following business purposes:

   （1）Personal information in relation to customers

   ①Purpose of use

   • Provision of services, products and other related handled goods/services concerning business of SUZUYO (hereinafter referred to as "our Services") to customers. The main content of our business is described at "Main business content" inside the "Company profile" page of the following URL: https://www.suzuyo.co.jp/en/company/profile/
   • Business meetings, proposals, negotiations and consultation with customers regarding our Services.
   • Application, identification, verification, judgement, execution and implementation of contracts and other transaction management regarding transactions related to our Services.
   • Contact and response to inquiries from customers regarding the provision of our Services.
   • Provision of after-sales services in relation to our Services.
   • Research, survey and analyses on use, improvement of quality and customer satisfaction regarding our Services.
   • Planning, research and development, testing, and verification of our Services.
   • Provision of information and advertisement about our Services, products and services of related companies or business partners of SUZUYO, and invitation and contact for various promotional campaigns, seminars, business exhibition, events, etc.

   ②Items of Personal Information to be acquired
   Name, address, telephone number, FAX number, e-mail address, date of birth, gender, belonging department, job title, scope of work in charge, cookies and IP addresses tied to personal information, etc.

   For the avoidance of doubt, "customers" may include individual end users who are addressees of products, etc. which transportation and/or deposition are consigned to SUZUYO. In this case, the personal information of such addressees shall only be used for the purpose of performing such consigned business and shall not be used for any other purpose.

   （2）Personal Information regarding Business Partners

   ①Purpose of use

   • Business meetings, proposals, negotiations and consultation with regards to SUZUYO business operation, including the provision of our Services to customers or management and management of our business assets, interests and rights (hereinafter referred to as "our Business Operations").
   • Application, identification, verification, judgement, execution and implementation of contracts and other transaction management regarding transactions related to our Business Operations.
   • Contact and response to inquiries from customers regarding the provision of our Business Operations.
   • Research, survey and analyses on improvement of quality of our Business Operations.
   • Planning, research and development, testing, and verification of our Business Operations.
   • Provision of information and advertisement about our Services, products and services of related companies or business partners of SUZUYO, and invitation and contact for various promotional campaigns, seminars, business exhibition, events, etc.

   ②Items of Personal Information to be acquired
   Name, address, telephone number, FAX number, e-mail address, date of birth, gender, belonging department, job title, as well as cookies, IP addresses, account information required for payment of contractual charges tied to personal information, etc.

   （3）Personal Information regarding Executive Officers and Employees

   ①Purpose of use

   • Personnel, labor, health and safety management.
   • Accounting procedures such as payment of remuneration, salary, bonus, allowance, etc.
   • Employment management and welfare service such as procedures of social insurance, tax payment, etc.
   • Human resource development, capacity building, etc.
   • Various procedures when joining, while working at, and when retiring from SUZUYO.
   • Management of business assets such as vehicles and IT apparatus.
   • Notification/report to government and municipal offices.
   • Contact and provision of information to related labor union and affiliate companies of SUZUYO.
   • Information sharing and communication within SUZUYO and affiliate companies.

   ②Items of Personal Information to be acquired
   Name, address, telephone number, FAX number, e-mail address, date of birth, gender, qualification, commuting route, family information (name, gender, date of birth, family relationship, whether living together/working or not), account information of financial institutions for payroll transfers, etc., and location information, etc., from our company's business vehicles and IT apparatus, when based on legal reasons or tied to personal information or health information required for labor/health and safety management.

   （4）Personal Information regarding recruitment/internship applicants

   ①Purpose of use

   • Operation related to acceptance of application and entry management for hiring applicants through company recruitment sessions and job application websites.
   • Communication with applicants for interviews, recruitment selections, etc.
   • Operation related to examination and judgment of acceptance.
   • Operation related to administration of prospective employees and various pre-employment procedures.

   ②Items of Personal Information to be acquired
   Name, address, telephone number, FAX number, e-mail address, date of birth, gender, career, qualification, etc.

   （5）Personal Information regarding retiree

   ①Purpose of use

   • Operation related to work, salaries, health information, etc., record management during one's continuance in office.
   • Operation related to various procedures post-retirement, such as corporate pension and social insurance.
   • Operation related to operation and management of social circles.
   • Response to inquiries regarding post-retirement management and other notifications from SUZUYO after retirement.

   ②Items of Personal Information to be acquired
   Name, address, telephone number, FAX number, e-mail address, family information (name, gender, date of birth, family relationship, whether living together/working or not), financial institution account information required for payment of retirement allowance/corporate pension, etc., when tied to personal information.

   (6)Others

   ①Purpose of use

   • Communication related to publicity, CSR and SDGs activities.
   • Communication with outside organizations/associations SUZUYO joins or participates.
   • Communication with outside institutions/organizations related to the acquisition/ maintenance of business qualifications/licenses.
   • Communication with our investees, strategic business partners, other investors/partners, etc.
   • Communication with residents' associations and neighboring communities.
   • Communication with external professionals such as lawyers, accountants, tax lawyers, social insurance labor consultants, advisers and consultants regarding our Business Operations.
   • Maintenance/security for users of buildings, institutes and facilities SUZUYO owns or uses.
   • Communication records and security management for those who have communicated with SUZUYO by video conference, web conference or telephone.
   • Safe driving management and accident processing of business-use vehicles by recording video/audio during operation.
   • Exercise of rights or fulfilling obligations based on related laws and contracts.
   • Emergency contact in case of disaster occurrence.
   • Greetings and communications based on social convention.
   • Operations related to "Purpose of use" of each of the preceding items and this item.

   ② Items of Personal Information to be acquired
   Name, address, telephone number, FAX number, e-mail address, date of birth and data such as face/appearance/voice, etc. obtained by filming or video recording.

   If personal information is to be provided directly, the consent of the individual will be obtained after clearly communicating the necessary matters such as the purpose of use. However, the following cases are excluded:

   • When there is a risk of harming the life, body, property or other rights and interests of the person or a third party by notifying the person about the purpose of use or by publicly announcing it.
   • When there is a risk of harming the rights or legitimate interests of SUZUYO by notifying the person about the purpose of use or by publicly announcing it.
   • When it is necessary to cooperate with a national agency or local public entity in carrying out the affairs stipulated by laws and regulations, and there is a risk of hindering the execution of said affairs by notifying the person about the purpose of use or by publicly announcing it.
   • When it is recognized that the purpose of use is clear in view of the acquisition situation.

   In addition, personal information acquired through inquiries on this website will be used to respond to customer's opinions and requests, etc.

2. Acquisition method and source of personal information

   In order to achieve the above purpose of use, we will acquire personal information as follows：

   • Direct or indirect acquisition from the data subject (including, but not limited to, application for contracts, provision of business cards, and responses to questionnaires).
   • Collection from public information.
   • Lawful receipt from the third parties.

3. Provision of Personal Information to Third Parties

   SUZUYO will not provide personal information of the individual to third parties except in the following cases:

   • In order to achieve above purpose of use, within the scope described above, when the consent of the individual is obtained.
   • When required by law.
   • When it is necessary to protect human life, health or property, and it is difficult to obtain the consent of the individual.
   • When it is particularly necessary to improve public health or promote the sound development of children, and it is difficult to obtain the consent of the individual.
   • When it is necessary to cooperate with a national agency, a local government, or a person entrusted by them in carrying out the affairs stipulated by laws and regulations, and there is a risk of hindering the execution of said affairs by obtaining consent from the individual.
   • When the business operator handling personal information is an academic research institution, etc., and the provision of the personal data is unavoidable for the purpose of publishing such academic research results or teaching (except cases where there is a risk of unjustly infringing on the rights and interests of the individual).
   • When the business operator handling personal information is an academic research institution, etc., and it is necessary to provide the personal data for academic research purposes (including cases where the purpose of providing the relevant personal data is partly for academic research purposes, and excluding cases where there is a risk of unjustly infringing on the rights and interests of the individual)(limited to cases where the business operator handling personal information and the third party jointly conduct the academic research).
   • When the third party is an academic research institution, etc., and the third party needs to handle the personal data for academic research purposes (including cases where the purpose of providing the relevant personal data is partly for academic research purposes, and excluding cases where there is a risk of unjustly infringing on the rights and interests of the individual).

4. Outsourcing Personal Information

   SUZUYO may outsource the handling of personal information, within the necessary extent, in order to achieve the purpose of use of personal information. Regarding the selection of subcontractors, we will establish our own standards, conduct examinations, and at the same time, we will carry out appropriate supervision and management of subcontractors.

5. Joint Use of Personal Information

   SUZUYO may share and jointly use the personal information (except for the specific personal information) as follows, in order to achieve, within the necessary extent, the purpose of use of personal information:

   （1）Personal Information regarding customers and other business partners

   ①Purpose of use

   • Provision of information and advertisement about our Services, products and services of related companies or business partners of SUZUYO, and invitation and contact for various promotional campaigns, seminars, business exhibition, events, etc.

   ②Items to be jointly used
   Name, address, telephone number, FAX number, e-mail address, date of birth, gender, belonging department, job title, scope of work in charge, cookies and IP addresses tied to personal information, information required for using our Services, communication records/contents with SUZUYO, and any other information required for achieving the purpose of joint use.

   ③Joint users
   Affiliate companies of SUZUYO (hereinafter referred to as "Suzuyo Group"). Regarding affiliate companies, please refer to the following URL:
   https://www.suzuyo-holdings.co.jp/suzuyogroup.html

   （2）Personal Information regarding executive officers, employees and retirees

   ①Purpose of use

   • Operation regarding labor union and communication/provision of information to assignee companies of Suzuyo Group, etc.
   • Information sharing for strengthening governance, organization power and human resource development through Suzuyo Group management.

   ②Items to be jointly used
   Name, address, telephone number, FAX number, e-mail address, date of birth, gender, belonging company, belonging department, job title, joining and leaving date, career, qualification, residential address, commute route, employment and working status, personal assessment, reward and punishment, salary, etc., insurance status, family information (name, gender, date of birth, family relationship, whether living together or not, whether employment status), and any other information required for achieving the purpose of joint use.

   ③Joint users
   Suzuyo Group, Suzuyo Health Insurance Association and organizations related to SUZUYO and Suzuyo Group.

   （3）Personal Information regarding hiring applicants

   ①Purpose of use

   • Operation regarding acceptance of job application through Suzuyo Group's recruitment sessions, job application websites, etc., and entry management.

   ②Items to be jointly used
   Name, address, telephone number, FAX number, e-mail address, date of birth, gender, qualification, and any other information required for achieving the purpose of joint use.

   ③Joint users
   Suzuyo Group and organizations related to SUZUYO and Suzuyo Group.

   （4）Joint use manager

   Suzuyo & Co., Ltd. Compliance Department（Please refer to "Section 10"）

6. Security measures for Personal Information

   SUZUYO will take necessary and appropriate security control measures for the management of personal information, such as prevention of leakage, loss or damage. In addition, we will exercise necessary and appropriate supervision over employees and contractors (including subcontractors, etc.) who handle personal information. Regarding the safety management measures for personal information, we have specifically stipulated separately in the "Personal Information Protection Regulations", which main contents are as follows.

   （1）Formulation of Personal Information protection policy

   We have formulated a personal information protection policy regarding "Compliance with related laws and regulations/guidelines, etc." and "Contact point for inquiries, disclosure requests, complaints and consultations regarding personal information", to ensure the proper handling of personal information.

   （2）Maintenance of disciplines related to the handling of personal data

   We have formulated "Personal Information Protection Regulations" for each stage of acquisition, use, storage, provision, deletion/disposal, etc., regarding handling methods, responsible persons/persons in charge, and their duties.

   （3）Systematic security control measures

   In addition to appointing a person responsible for personal information management regarding the handling of such information, we clarify who handles personal information, as well as the scope of personal information handled by such employees. we have established a system for reporting and contacting the person in charge of personal information management when we identify the fact or sign of violation of the Personal Information Protection Law or regulations related to personal information management.
   Regarding the handling of personal information, we regularly conduct self-inspections and internal audits.

   （4）Personnel safety control measures

   We provide regular training to employees regarding attention points of the handling of personal information.
   Matters concerning the confidentiality of personal information are described in the employment regulations.

   （5）Physical security control measures

   In the areas where personal information is handled, we control the entry and exit of employees and restrict the equipment they bring in, and take measures to prevent unauthorized persons from viewing personal information.
   We take measures to prevent theft or loss of equipment, electronic media, documents, etc. that handle personal information, and when carrying such equipment, electronic media, etc., including movement within the office, we make sure personal information cannot be easily identified.

   （6）Technical security control measures

   Access control is implemented to limit the person in charge, as well as the scope of personal information database, etc. handled by them.
   We have introduced a mechanism to protect the information system that handles personal information from unauthorized external access or unauthorized software.

   （7）Consignment of handling of Personal Information in foreign countries

   We limit the handling of personal information to Japan only.

7. Use of cookies, etc

   Please refer to " Cookies, etc " inside the "About site usage"page.

8. Inquiries regarding Personal Information and Specific Personal Information

   （1）Contact Information

   For information regarding the disclosure, correction, addition, deletion, suspension of use (including discontinuance of provision to third parties), disclosure of records concerning third-party provision of personal information or other inquiries about personal information processing, please contact the following contact point.
   If you wish to disclose, correct, add, delete, or suspend the use of personal data held by our company (including suspension of provision to third parties), request disclosure of records provided to third parties, or for other inquiries regarding the handling of personal information or specific personal information by SUZUYO, please contact the following.

   Compliance Department, Suzuyo & Co., Ltd. 11-1 Irifune-cho, Shimizu-ku, Shizuoka City, Shizuoka Prefecture, Japan ZIP: 424-8703 「Inquiry Form」

   （2）Method of verification of the person requesting disclosure, etc. (①A legal representative of a minor or an adult ward, ②An agent entrusted by the individual making the request for disclosure, etc.)

   For safety management, we will verify your identity and the information you provided at the time of reception.
   Please note that we may not be able to meet your request if we are unable to confirm your request or if there is a legal requirement.
   In addition, please note that the personal information that has been entrusted to us is not a subject of disclosure by SUZUYO.

   ①By visit
   Driver's license, health insurance card, front side of personal number card (my number card), passport, residence card, special permanent resident certificate, pension book, seal certificate or registered seal

   ②By online
   ID and password registered with a person information handling operator, in advance, by the person himself, or electronic signature authenticated by Japanese Public Certification for Individuals

   ③By phone
   Information (date of birth, etc.) registered with a person information handling operator, in advance, by the person himself, or callback

   （3）Handling fee

   Fees may be charged for responding to the above requests, so please contact us for details. In addition, if you request notification of the purpose of use of personal information or disclosure of personal information in writing, we will send it by cash-on-delivery postage.

9. Revisions or Updates

   SUZUYO may revise the "Handling of Personal Information and Specific Personal Information" as necessary. However, if the change requires the consent of the person under the law, it shall apply only to the person who consents to the change in the manner prescribed by SUZUYO. In addition, if there is any change to this policy, we will inform you of the implementation time and content of "Handling of Personal Information and Specific Personal Information" after its change by displaying it on this website, or by notifying the individual if necessary.

   Last Revision: March 1, 2023