Policy on personal information protection

K-PROVISION Co., Ltd. (hereafter, “the Company”) is aware of the importance of personal information for all the public relations, advertising agency-related, information provision, and video production services it provides, and regards protection of personal information as a fundamental activity of the Company. The Company is engaged in organization-wide efforts under the following policy on personal information protection to handle such information appropriately by being aware of its importance. The Company rigorously ensures that the policy is disseminated to directors and officers as well as all employees and personnel involved, and that they understand and comply with its provisions.

(Definition of personal information)

The term “personal information” as used herein and handled by the Company refers to any information that allows a person to be identified by personal name, date of birth, and/or any other statement, or a number, symbol, and/or any other code assigned to the person, or image or video and/or voice (including information that on its own cannot identify a person but that can do so when used in conjunction with other information).

(Collection and use of personal information)

The Company shall collect solely the personal information that befits its operations and size, and is necessary and appropriate when: i) it is delegated the handling of personal information in contracted-out project duties among the public relations, advertising agency-related, information provision, and video production services that together constitute its business lines; ii) it collects personal information directly; and/or iii) it handles the personal information of any of its employees. At the time of collecting personal information, the Company shall reveal the intent and purposes behind collecting it and the scope of use, and seek customer consent; it shall use the information fairly and solely within the scope of the original purposes.

Below are the purposes of use of personal information that will be handled by the Company:
Delegating information
Preparation of name lists; forwarding of catalogs and documents; creation of websites and digital content; management of servers; production of internal reports; event desk service; shooting, editing, and production of videos; and management of information on performers, a set of services necessary for executing contracted-out project duties (delegated duties) such as forwarding, transmission, printed matter production, exhibit installation, and event operation

Information on applicants
For recruitment (to decide whether or not to recruit an applicant)
Information on employees
For employee management (onboarding procedure, salary payment, attendance management, and labor management)
Information on freelancers
For managing personal business partners (freelancers)

(Delegation of personal information)

The Company occasionally delegates the processing of personal information to an external entity, as required for its operations. When doing so, the Company shall inform the customer of the purpose of collecting personal information and its intent to delegate, and obtain the customer’s consent for the same. The Company shall delegate after selecting a service provider that appropriately protects personal information, and then stipulating that the delegated task be carried out in compliance with the Company’s guidelines in an agreement.

(Provision of personal information)

The Company shall neither provide nor disclose customer personal information to any third party other than its business partners. When providing personal information, the Company shall do so appropriately by limiting the scope of such provision to the third party, as consented to definitively by the customer.

(Appropriate management of personal information and corrective action)

The Company shall manage personal information strictly, and take corrective action and implement measures aimed at preventing unfair access to and loss, destruction, falsification, and leak of personal information.

(Compliance with laws on personal information protection)

The Company shall comply with laws on the handling of personal information, as well as with the applicable guidelines and other codes laid down by the national government.

(Continual improvement in the management system for personal information protection)

The Company shall continue to improve its management system for personal information protection through internal audit and management review, and shall keep it in the best possible condition at all times (including conformity with laws and codes laid down by the national government).

(Inquiries about personal information)

If, regarding the personal information managed by the Company, the person requests the Company to notify the purposes of use of personal information, disclose or amend personal information, suspend use of personal information, delete personal information, or suspend provision of personal information to a third party, the Company shall swiftly respond to it to a reasonable extent. Customers should reach out to the contact provided below for counseling or a complaint regarding their personal information or the Company’s management system for personal information protection.

Contact: Personal information officers, K-PROVISION Co., Ltd.
Email: kojinjyoho@k-provision.com

The Company may occasionally revise the abovementioned policy, in which case, it shall notify the revision(s) made via its official website.

Established: April 1, 2012
Revised: November 27, 2020

Nozomu Nakajima
President & CEO
K-PROVISION Co., Ltd.