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Privacy Policy

Our Basic Policy

On EEA

Personal Information Protection Policy

West Japan Marketing Communications Inc., as an advertising company, recognizes the importance of personal information and is committed to upholding the trust of our customers. To achieve this, we have established the following policy, aimed at ensuring the proper handling and dissemination of personal information throughout the organization.

  1. Handling of Personal Information

    We will comply with relevant laws, guidelines and regulations set forth by the government, and internal policies concerning the handling of personal information. We will ensure that the acquisition, utilization, provision, and management of personal information are conducted appropriately.

  2. Clarity of Purpose of Use

    We will explicitly define the purpose of using personal information and restrict its use only to those specific purposes. Moreover, we will not handle personal information beyond the scope required to achieve the specified purposes (unintended use), and we will take appropriate measures to ensure compliance.

  3. Security Measures

    To ensure the utmost security of personal information, we will appoint a personal information manager. This individual will be responsible for maintaining accurate and up-to-date records, overseeing the implementation of robust management practices, and taking proactive measures to prevent and rectify any leaks, losses, or damage to personal information.

  4. Entrustment of Personal Information Handling

    When we entrust the handling of personal information to our cooperating companies, we will properly select our outsourcing partners and provide them with comprehensive guidance and supervision to ensure their compliance with management practices that align with our own stringent standards.

  5. Continual Improvement of Personal Information Handling Practices

    We will continuously review and improve our practices concerning the handling of personal information.

  6. Handling of Complaints and Consultations

    We will respond promptly and appropriately to any complaints and or consultations related to personal information.

Contact for inquiries regarding the content of our Personal Information

Protection Policy
West Japan Marketing Communications Inc. ,
General Affairs Department
Address
Dojima Avanza Building 8F, 1-6-20 Dojima, Kita-ku, Osaka City, Osaka 530-0003, Japan
Phone
+81-6-6344-5138 (Main)
Office Hours
Weekdays 10:00 AM - 5:00 PM (Japan Time)
Established Date
April 1, 2005
Revised Date
November 1, 2022
West Japan Marketing Communications Inc.
Yoshihiko Ito, President and CEO

Public Disclosure Matters concerning Personal Information

Handling of Personal Information

  1. Purpose of Use of Personal Information

    In addition to directly acquiring the personal information from individuals in the course of our business, we may obtain personal information through commission from our clients, media companies, and other business partners. The acquired or entrusted personal information will be used for the purpose of facilitating our business operations appropriately and smoothly, within the necessary scope to achieve the stated purposes.

    The purposes for use of personal information handled by us are as follows:

    Purposes of Use of Personal Information in Entrusted Business:

    1. Handling of postcard application reception
    2. Direct mail delivery proxy service
    3. Server operation and management
    4. Electronic mail sending and receiving proxy service
    5. Online surveys sais
    6. Marketing analysis of customer information data, including personal information
    7. Business operation support for various event secretariats, campaigns, and other similar operations management
    8. Management of member lists
    9. Handling of anonymized information

    Purposes of Use of Personal Information Outside of Entrusted Business

    1. Selection and recruitment of our employees (Personal information obtained from job applicants will be used for the selection and recruitment process.)
    2. Employment management of our employees (including retirees) (Personal information of our employees will be used for employment management.)
    3. Guide matching platform business (Personal information will be used for the matching service connecting interpreter guides with travelers.)

    Purpose of Use of Personal Information in Individual Business Owner- related Operations

    1. Business involving documentation containing specific personal information and its submission to administrative agencies or authorities.

    Regarding the personal data mentioned in items 10-13, we will implement appropriate organizational, physical, personnel, and technological security measures and strive to manage them securely.

  2. Procedures for Disclosure, Correction, etc.

    The purposes of use of personal data held by us are as stated in items 10 to 13 of "1. Purposes of Use of Personal Information." We accept requests for disclosure, notification of the purpose of use, correction, addition, deletion, suspension of use, erasure, or cessation of provision to third parties (hereinafter referred to as "Disclosure, etc.") concerning personal data held by us, when such data is inaccurate or when requested by the individuals concerned.
    For specific procedures regarding requests for Disclosure, etc., please contact the Personal Information Inquiry Contact stated below. Afterward, we will send you the "Personal Information Disclosure, etc., Request Form" required for the procedure, so please fill it out and send it to us. When sending the "Personal Information Disclosure, etc., Request Form," please also include a copy of your passport or driver's license (if your registered domicile is stated on the passport or driver’s license, please black it out). We will verify your identity based on the personal information we hold. (In the case of inquiries from representatives on behalf of the individuals, we will confirm their status as representatives by means of a power of attorney or seal certificate.) For requests such as disclosure and notification of the purpose of use, please note that we will charge a prescribed fee of 500 yen per request in advance. For personal information entrusted to us by business partners, we will contact them and respond accordingly.

    Contact for inquiries regarding personal information
    West Japan Marketing Communications Inc. , General Affairs Department
    Address
    Dojima Avanza Building 8F, 1-6-20 Dojima, Kita-ku, Osaka City, Osaka 530-0003, Japan
    Phone
    +81-6-6344-5138 (Main)
    Office Hours
    Weekdays 10:00 AM - 5:00 PM (Japan Time)

  3. Personal Information Protection Manager

    The overall responsibility for personal information protection within our company is assigned to the officer in charge of planning.

  4. Inquiries and Complaints regarding the Handling of Personal Information

    Our company is a business entity certified as a personal information protection organization by JIPDEC, former Japan Information Processing and Development Center. JIPDEC handles and accepts inquiries and complaints related to the handling of personal information. If you have any inquiries or complaints about the handling of personal information, please contact JIPDEC using the following contact information.

Contact for Complaint Resolution

Name of Certified Personal Information Protection Organization
JIPDEC
Contact for Complaint Resolution:
Certified Personal Information Protection Organization Office
Address
Roppongi 1st Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032, Japan
Phone
+81-3-5860-7565 / 0120-700-779 (Toll-Free, only available for calls originating from Japan)

*Please note that this contact is not for inquiries regarding our products or services.

West Japan Marketing Communications Inc. has been granted the Privacy Mark certification by JIPDEC as a business entity that handles personal information appropriately.

Privacy Policy on the Handling of the Personal Data of Persons Who are in the EEA

West Japan Marketing Communications Inc. values your privacy and is committed to protecting your personal data in accordance with applicable privacy laws. This Privacy Policy (the "Privacy Policy on the Handling of the Personal Data of Persons Who are in the EEA") is aiming to confirm to handle personal data located in EEA legally and appropriately.

  1. What personal data is collected about you?

    Certain activities on our Site require the collection of your personal data. The categories of personal data we may collect and process include:

    • contact information that assists us in communicating with you, including your name, age, mailing address, nationality, telephone numbers, email address and occupation etc. you provide on our website
    • As needed, credit card information etc. to provide the service requested by our customers

  2. How and for which purposes does West Japan Marketing Communications Inc. use the personal data that has been collected?

    We uses your personal data collected on the Site to:

    • manage our customer relationship, including interacting with you, fulfilling your orders and requests
    • send you from time to time information on products and services, promotions etc., subject to your consent where required
    • research and analyze the use trend of customer

  3. Legal Grounds

    We may collect and process your personal data based on the following legal grounds:

    • your consent
    • performing a contract with you
    • addressing legal obligations
    • protecting public interests, performing the public authority for the public interests
    • protecting our customers' important interests
    • or based on the legitimate interests of West Japan Marketing Communications Inc., which are our usual business activities.

  4. With whom may your personal data be shared?

    West Japan Marketing Communications Inc. will share your personal data only with the following business partners and third parties:

    West Japan Marketing Communications Inc. sometimes uses third parties, such as IT service providers, to perform tasks on its behalf and may need to share your personal information with them for the purpose described in the above paragraph 2. Any processing of that personal data will be on our instructions and compatible with the original purposes.

    As required by law, West Japan Marketing Communications Inc. may disclose your personal data to law enforcement officials, in order to comply with legal requirements, court orders, government or law enforcement agency requests, including to meet national security or law enforcement requirements, and including to agencies and courts in the countries where we operate.

  5. The kind of security measures that are in place to protect your personal data

    • We apply technical, physical and organizational measures that are designed to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access, and against other unlawful forms of processing.
    • Access to personal data is restricted to authorized recipients on a need-to know basis. We also maintain a data security practice that is proportionate to the risks associated with the processing of your personal data. The practice is continuously adapted to protect personal data, taking into account industry-accepted practices.
    • West Japan Marketing Communications Inc. is not responsible for the safety of your personal data transmitted to the websites of any other companies that may be linked to this Site. Visitors to any such websites should refer to such websites' privacy policies and practices.

  6. Your rights regarding your personal data

    You have the right to:

    • Right of access by the data subject (GDPR Article 15);
    • Right to rectification (GDPR Article 16);
    • Right to erasure ('right to be forgotten') (GDPR Article 17);
    • Right to restriction of processing (GDPR Article 18);
    • Right to data portability (GDPR Article 20);
    • Right to object (GDPR Article 21);
    • Automated individual decision-making, including profiling (GDPR Article 22);

  7. Access

    By accessing and using the Site, you understand and agree to the collection, processing, international transfer and use of your personal data as set forth in this Privacy Policy.

    Where required by law, we will ask your explicit consent. You may always object to the use of your personal data for direct marketing purposes or withdraw any consent previously granted for a specific purpose by clicking on relevant links on our websites, following the directions contained in an email or by contacting us at the email address described in the below paragraph 11.

  8. Retention

    We may retain your personal data no longer than necessary for the purposes for which they were collected or as required by applicable law.

  9. Cookies

    As is the case with many websites, our Site may use cookies and other automated information collection means, subject to your consent where required. Cookies are information about you from our website that is stored on your browser or hard drive. Cookies save you time because you do not need to manually re-enter the information stored on your hard drive. Cookies also help us upgrade our website by showing when and how users use our website. You can set your browser to notify you when a cookie is sent or refuse cookies altogether, but certain features of our website might not work without cookies.

  10. Changes to this Policy

    As this Privacy Policy can be modified at any moment without prior notice, we will update the updated date at the bottom of this policy when we change this policy, so please refer to it on a regular basis.

  11. Contact

    If you request the right to be performed described in the above paragraph 6 or if you have any inquiries about this privacy policy and the protection/processing of the personal data, please contact the below.
    Regarding the personal data provided for the inquiries, we will use them only to respond to the inquiries etc.

    You may contact our EU/UK representative using the contact details below.

    EU Representative

    DP-Dock GmbH
    Address: Ballindamm 39, 20095 Hamburg, Germany
    Website: www.dp-dock.com
    E-mail Address: west-japan-marketing-communications@gdpr-rep.com

    UK Representative

    DP Data Protection Services UK Ltd.
    Address: 16 Great Queen Street, Covent Garden, London, WC2B 5AH, United Kingdom
    Website: www.dp-dock.com
    E-mail Address: west-japan-marketing-communications@gdpr-rep.com

  12. Supplementary Provision

    These terms are translated from the original Japanese. The original Japanese version takes precedence over this English translation.

Updated

2023.10.17

West Japan Marketing Communications Inc.

President, Representative Director, and Executive Officer: Ito Yoshihiko.

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