NTTLOGISCO

Privacy PolicyInformation Protection Policy

Privacy Policy

NTT LOGISCO Inc. (hereinafter the “Company”) stipulates and complies with the following Privacy Policy for the purpose of its constituent members to acknowledge their social responsibility upon undertaking business activities, and especially to carefully handle important information, such as customer information including Personal Information, under the philosophy of respecting the characteristics of information owners.

Article 1 Collection and Utilization of Information

  1. The Company will collect information upon clarifying its collection purposes.
  2. The types of collected information are as follows:
    1. Customer information
    2. Individual Number and Specific Personal Information of a trade counterparty
    3. Personal Information of an employee, etc.
    4. Individual Number and Specific Personal Information of an employee, etc.
  3. Information will be collected only within the scope of the aforementioned purposes. However, the Individual Number and Specific Personal Information of a trade counterparty (collectively and hereinafter the “Specific Personal Information, etc.”) will be collected for the following purposes:
    1. Clerical work in relation to the preparation of the Payment Record for compensation, fees, contract money and awards, etc.
    2. Clerical work in relation to the preparation of the Payment Record for the usage fee of immovables, etc.
    3. Clerical work in relation to the preparation of the Payment Record for consideration for assignment of immovables, etc.
    4. Clerical work in relation to the preparation of the Payment Record for the agent commission for the purchase, sale or lease of immovables, etc.

    For the avoidance of doubt, in case of receiving Specific Personal Information, etc. directly from a trade counterparty in writing, the Company will specify its utilization purpose on each occasion of such receipt, except for cases falling under any of the Items under Article 18, Clause 4 of the Act on the Protection of Personal Information (hereinafter the “Personal Information Protection Act”).
    However, exceptions apply to cases falling under Article 16, Clause 3, Items 1 or 2 of the Personal Information Protection Act replaced pursuant to Article 30, Clause 3 of the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (hereinafter the “My-Number Act”).

  4. Utilization of information will be performed only by persons with specific authorization for such work and to the extent necessary for performance thereof, within the collection purpose of such information.

Article 2 Management and Protection of Information

Information will be strictly managed and will not be disclosed or provided to any third party, unless consent for such disclosure or provision is provided by the customer. Furthermore, the Company will take reasonable safety measures against, and endeavor for the correction of, risks such as unauthorized access to, loss, destruction, falsification and leakage of the information.
However, with respect to the management of Specific Personal Information, etc. and in case of falling under any of the Items under Article 19 of the My-Number Act, the Company may provide the necessary Specific Personal Information, etc. to an applicable third party or receive the necessary Specific Personal Information, etc. from an applicable third party without the prior consent of the information owner.

Article 3 Compliance

  1. The Company will comply with any laws and ordinances, policies, guidelines and other rules established by the country that are applicable in relation to the information retained by the Company.
  2. In the event of co-utilizing with a third party or entrusting to a third party for outsourcing operations any information that is not the Specific Personal Information, etc., the Company will conclude the necessary agreement with respect to such third party and take any other legally necessary measures.
  3. The Specific Personal Information, etc. will not be co-utilized with any third party. In the event of entrusting any information to a third party for outsourcing operations, the Company will conclude the necessary agreement with respect to such third party and take any other legally necessary measures.

Article 4 Improvement of Information Protection Management Structure and Company Rules

The Company will continuously review and endeavor to improve our management structure and company rules relating to information, in accordance with the legal system, social situation, audit results, etc.

Article 5 Training and Educational Activity

The Company will continuously undertake training and educational activities for its offices and all employees for the appropriate handling of information and aim to raise awareness of information protection.

Article 6 Complaints and Concerns

The Company will sincerely handle any concerns and complaints regarding Personal Information and the Personal Information Protection and Management System of the Company.
The details of the contact point are as follows:

【For Customers and Trade Counterparties】
General Affairs Desk, General Affairs Division, Planning and General Affairs Department, NTT LOGISCO Inc.
Phone Number: +81-3-6436-8111 FAX: +81-3-5471-6253
For online queries, please visit:https://www.nttlogisco.com/en/

【For Employees】
HR Development Unit, Planning and General Affairs Department, NTT LOGISCO Inc.
Phone Number: +81-3-6436-8104 FAX: +81-3-5471-6252
E-mail:syainin@nttlogisco.com

Establishment December 1, 2004
Revision January 15, 2018
Revision October 31, 2018
NTT LOGISCO Inc.
Representative Director
and President
Koji NAKANE

Handling of Specific Personal Information, etc. of Trade Counterparty

The Company will handle the Individual Number and Specific Personal Information (collectively and hereinafter the “Specific Personal Information, etc.”) of a trade counterparty based on the “Privacy Policy” and in accordance with the following.

Handling of Specific Personal Information, etc. of Trade Counterparty

  1. Utilization Purpose of Specific Personal Information, etc. of Trade Counterparty

    The Company will collect the Specific Personal Information, etc. from a trade counterparty for the following purposes. For clarity, utilization of the Specific Personal Information, etc. will be performed only by persons with specific authorization for such work and to the extent necessary for performance thereof, within the collection purpose of such information.

    1. Clerical work in relation to the preparation of the Payment Record for compensation, fees, contract money and awards, etc.
    2. Clerical work in relation to the preparation of the Payment Record for the usage fee of immovables, etc.
    3. Clerical work in relation to the preparation of the Payment Record for consideration for assignment of immovables, etc.
    4. Clerical work in relation to the preparation of the Payment Record for the agent commission for the purchase, sale or lease of immovables, etc.

    For the avoidance of doubt, in case of receiving Specific Personal Information, etc. directly from a trade counterparty in writing, the Company will specify its utilization purpose on each occasion of such receipt, except for cases falling under any of the Items under Article 18, Clause 4 of the Act on the Protection of Personal Information (hereinafter the “Personal Information Protection Act”).
    However, exceptions apply to cases falling under Article 16, Clause 3, Items 1 or 2 of the Personal Information Protection Act replaced pursuant to Article 30, Clause 3 of the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (hereinafter the “My-Number Act”).

  2. Provision of Specific Personal Information, etc. of Trade Counterparty to Third Party

    The Company will not provide the Specific Personal Information, etc. of a trade counterparty to any third party. However, in case of falling under any of the Items under Article 19 of the My-Number Act, the Company may provide the necessary Specific Personal Information, etc. to an applicable third party or receive the necessary Specific Personal Information, etc. from an applicable third party without the prior consent of the information owner.

  3. Specific Personal Information, etc. of Trade Counterparty Relating to Co-Utilization

    The Company will not co-utilize any Specific Personal Information, etc. of a trade counterparty with any specific party.

  4. Procedure for Disclosure, etc. of the Specific Personal Information, etc. of Trade Counterparty

    The Company will handle requests for disclosure, correction or utilization suspension of the Specific Personal Information, etc. of a trade counterparty, etc.

    1. Forms Necessary for Disclosure Request, etc.Please lodge the request for disclosure, etc. by mailing the following prescribed request forms obtained by downloading accompanied with the attached supporting documents thereto.
      1. Personal Information Disclosure Request Form (Form 2)
      2. Suspension Request Form for Third-Party Provision of Specific Personal Information, etc. (Form 3-2)
      3. Personal Information Correction Request Form (Form 4)
      4. Personal Information Utilization Suspension/Deletion Request Form (Form 5)
      5. Supporting Document "Official Documents to Verify Identity (Attachment)
    2. Mailing Address for Request Forms

      1-1-2 Heiwajima, Ota, Tokyo 143-8530 JAPAN
      General Affairs Desk, General Affairs Division, Planning and General Affairs Department, NTT LOGISCO Inc.

    * Handling of Specific Personal Information, etc. of a trade counterparty obtained in relation to the “request for disclosure, etc.” The Specific Personal Information, etc. of a trade counterparty obtained in relation to the request for disclosure, etc. will be handled only within the extent that is necessary to handle such request for disclosure, etc.

  5. Contact Point Regarding Specific Personal Information, etc. of Trade Counterparty Retained by the Company

    Please contact the Company by telephone or facsimile for inquiries regarding its handling of the Specific Personal Information, etc. of a trade counterparty.

    1-1-2 Heiwajima, Ota, Tokyo 143-8530 JAPAN
    General Affairs Desk, General Affairs Division, Planning and General Affairs Department, NTT LOGISCO Inc.
    Phone Number: +81-3-6436-8111 FAX: +81-3-5471-6251

Compliance

With respect to the handling of the Specific Personal Information, etc. of a trade counterparty, the Company will comply with the Personal Information Protection Act, My-Number Act, related laws and ordinances, guidelines established by governing ministries and agencies, and industry guidelines.

Safety Control Measures

With respect to the handling of the Specific Personal Information, etc. of a trade counterparty, the Company will take appropriate safety control measures in organizational, personnel, physical and technical aspects.

Continuous Improvement of Management System

The Company will regularly, continuously and flexibly review its management structure and regulations and constantly improve its management structure to respond to technical and legal changes, etc. in a timely and appropriate manner, in order to proactively perform the protection of the Specific Personal Information, etc. of a trade counterparty.

NTT LOGISCO Inc.
Chief Information Manager, Director and Head of Planning and General Affairs Department

Authorized Personal Information Protection Organization

Name of Authorized Personal Information Protection Organization that the Company Belongs to and Complaint Resolution Contact Point

The Company is a member enterprise of the following Authorized Personal Information Protection Organization. The name of the Authorized Personal Information Protection Organization and complaint resolution contact point are as follows:

  1. Name of Authorized Personal Information Protection Organization
  2. Complaint Resolution Contact Point (Note*)

    Personal Information Protection Complaints Desk

  3. Address

    Roppongi First Building, 9-9 Roppongi 1-chome, Minato Tokyo, 106-0032 Japan

  4. Phone Number

    +81-3-5860-7565

Note*: This is not an inquiry contact point for the products and services of the Company.

About the Collection and Use of Address Information

The Company shall announce the Purposes of Collection and Use of Address Information as a part of activities of information management as follows.

Recitals

  1. Purpose of Announcement

    This document shall be published to the entrusting companies of the logistics business representing the clients of the Company, and the end users representing the customers of the said clients and aim at collecting consent from persons as data subjects implicitly without collecting address information directly from the data subjects in the shipment and delivery business of the commodities of the clients but by announcing the facts of collecting address information indirectly and the purposes of utilization and the facts of that utilization.

  2. Purposes of Collection and Methods of Utilization

    Purposes of collection of address information are to deliver the commodities instructed by the clients to the designated addressees in the business of shipment and delivery of the commodities done at the logistics center by the Company.
    The collected information is as follows, and the facts of utilization are preparation of invoices when using home delivery services and instructions to transportation companies when using chartered trucks.

    1. Locations or addresses (including zip codes)
    2. Names of offices or names of addresses
    3. Telephone numbers
    4. Facsimile numbers
    5. Others (information entrusted by the entrusting companies)
  3. Re-entrustment of address information

    The Company has re-entrusted the address information to NTT LOGISCO Service Inc. with whom an entrustment agreement is concluded.

  4. About Management of Information.

    The Company observes, with regard to the activities of protecting personal information, including the address information, the Privacy Policy established by the Company and the regulations pertaining to the protection of information and pays close attention to the protection and management of information.

Concluded
NTT LOGISCO Inc.
Director of Planning and General Affairs Department

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