Non-Profit Organization Glocal Human Resource Development Center
Privacy Policy Established February 15, 2013
Personal Information Management Rules Chapter 1 General Provisions(Purpose) Article 1.
Article 1 The purpose of these regulations is to establish the basic rules forthe handling of personal information held by the NPO Glocal Human
Resources Development Center (hereinafter referred to as "theOrganization").
Article 1 The purpose of these regulations is to protect the rights andinterests of individuals by stipulating the basic matters concerning thehandling of personal information held by the NPO Glocal Human
Resources Development Center (hereinafter referred to as the"Organization").
Article 2 (Definitions)
Article 2 The definitions of terms used in these regulations shall be asprescribed in the following items The term "personal information" shallmean information about a living individual that can identify a specificindividual by name, date of birth, or other description contained in theinformation (including information that can be easily collated with otherinformation to identify a specific individual). (2) Personal information
database, etc.
A collection of information containing personal information that issystematically organized so that it can be easily retrieved, regardless of themedium (electronic device, paper).
(3) Personal Data: Personal information that constitutes a personal
information database. (4) Retained personal data: Personal data for which
the Corporation has the authority to disclose, correct, add, or delete
content, suspend use, erase, or suspend provision to a third party, otherthan data for which the existence or non-existence would be detrimental tothe interests of the individual or a third party.

The term "personal information" refers to specific individuals who are
identified by personal information.
(Scope of Application) Article 3.
Article 3 These regulations shall apply to all persons engaged in thebusiness of the Corporation, including officers, employees, interns, andstudents.
(Responsibilities of the Center) Article 4.
Article 4 The Organization shall comply with laws and regulations regarding
the protection of personal information, and shall strive to protect personal
information through all of its business activities.
Chapter 2 Management System(Personal Information Protection Manager)
Article 5 The Corporation shall appoint a Personal Information Protection
Manager to manage personal information properly and have him/her takethe necessary measures for the proper management of personal
information at the Corporation. 2. The Personal Information Protection
Manager shall be the Executive Director of the Corporation. 3.
The Personal Information Protection Manager shall be responsible for the
implementation of appropriate management measures and the education of
employees in accordance with the provisions of these regulations.
Chapter 3 Acquisition of Personal Information
Article 6 (Specification of Purpose of Use)
Article 6 When handling personal information, the Corporation shall specify
the purpose of its use (hereinafter referred to as the "purpose of use") as
much as possible. 2.
In the event that the purpose of use is changed, the Corporation shall do so
within a scope that is reasonably considered to have a reasonable
relationship with the purpose of use before the change.
(Restriction by Purpose of Use) Article 7.

Article 7 The Corporation shall not handle personal information beyond thescope necessary to achieve the purpose of use specified in the precedingarticle without obtaining the prior consent of the individual.
(Appropriate Acquisition) Article 8.
Article 8 The Corporation shall not acquire personal information by
deception or other wrongful means.
Article 8 The Organization shall not acquire personal information by
deception or other wrongful means. (Prohibition of Acquisition of Specific
Personal Information)
Article 9 The Corporation shall not acquire personal information related toideology, beliefs, religion, or personal information that may cause social
discrimination.
Article 9 The Organization shall not acquire personal information related toideology, beliefs, or religion, or personal information that may cause social
discrimination.
Article 10 In the event that the Corporation acquires personal information,
the Corporation shall promptly notify the individual of the purpose of use or
make it public, except in cases where the purpose of use has been publicly
announced in advance. 2.
(2) Notwithstanding the provisions of the preceding paragraph, theCorporation may acquire personal information directly from the individual bymeans of application forms, questionnaires, contracts, or other written
documents (including e-mail and entries on the website). (2)Notwithstanding the provisions of the preceding paragraph, when obtaining
personal information directly from the individual by means of application
forms, questionnaires, contracts, or other written documents (including
e-mails and entries on the website), the purpose of use shall be clearly
indicated to the individual in advance. However, this shall not apply incases where there is an urgent need to protect the life, body, or property ofa person. 3.
In the event of a change in the purpose of use, the Corporation shall notify
the person of the changed purpose of use or make it public. 4.

(4) The provisions of the preceding three paragraphs shall not apply to thefollowing cases (1) When notifying the person of the purpose of use or
making it public is likely to harm the life, body, property, or other rights orinterests of the person or a third party. 2) When notifying the person of the
purpose of use or making it public is likely to harm the rights or legitimate
interests of the Corporation.
(3) When it is necessary to cooperate with a national agency or local
government in executing affairs prescribed by laws and regulations, andnotifying the person of the purpose of use or making it public is likely tohinder the execution of such affairs.
(4) When the purpose of use is recognized to be clear in view of thecircumstances of acquisition.
(Ensuring the Accuracy of Data Contents)
Article 11 The Corporation shall endeavor to keep personal data accurate
and up-to-date to the extent necessary to achieve the purpose of use.
Chapter 4 Management of Personal Information(Security Management Measures)
Article 12 The Corporation shall take necessary and appropriate measures
to prevent the leakage, loss, or damage of personal data handled by the
Corporation, and for the safe management of other personal data. 2. (2)Each employee shall handle personal information in an appropriate mannerin accordance with the following items.
(1) In each department, documents (including electronic media) containing
personal information to be stored shall be kept in a lockable place, andpassword management shall be used to prevent dispersion, loss, andleakage.
(2) Information equipment should be managed appropriately, and should
not be used by anyone who is not officially authorized to use it.
(3) Documents containing personal information that do not need to beretained must be disposed of promptly.
(4) Documents containing personal information must be completely erasedby shredding, incineration, dissolution, or other methods.
(4) Documents containing personal information shall be completely erased

by shredding, incineration, dissolution, etc.
(5) Documents containing personal information shall be transmitted toother departments by appropriate methods and procedures, and shall not
be retained beyond the necessary scope. (6) Documents containing
personal information shall not be copied without permission. (6) Documents
containing personal information must not be copied without permission. (7)Documents containing personal information must not be taken outside thecompany without the permission of the personal information protection
manager, regardless of the purpose.
(Supervision of Contractors) Article 13.
Article 13 In the event that the Corporation entrusts all or part of thehandling of personal data, the Corporation shall exercise necessary andappropriate supervision over the entrusted party to ensure the safe
management of the entrusted personal data.
(Restriction on Provision to Third Parties)
Article 14 Personal data shall not be provided to a third party without theprior consent of the individual. (Limitation on Provision to Third Parties)
Article 14 Personal data shall not be provided to a third party without theprior consent of the individual; provided, however, that personal data may
be provided to a third party without the consent of the individual in thefollowing cases(1) When required by law(2) When the provision of personal data is necessary for the protection of
the life, body, or property of an individual, and it is difficult to obtain theconsent of the individual.
(2) When the disclosure is necessary for the protection of the life, body, or
property of an individual and it is difficult to obtain the consent of theindividual (3) When the disclosure is particularly necessary for improving
public health or promoting the sound growth of children and it is difficult toobtain the consent of the individual(4) When it is necessary to cooperate with a national agency, a local
government, or a person or organization entrusted by either of theforegoing in executing affairs prescribed by laws and regulations, andobtaining the consent of the individual is likely to impede the execution ofsuch affairs. 2. In cases where the Corporation will stop the provision of
personal data to a third party that identifies the individual concerned upon
the request of the individual concerned, and the Corporation has notified
the individual concerned in advance or made it readily available to theindividual concerned of the following matters, the Corporation will stop theprovision of the personal data to the third party notwithstanding theprovisions of the preceding paragraph. Notwithstanding the preceding
paragraph, the personal data may be provided to a third party.
(1) The provision of personal data to a third party shall be the purpose ofuse.
(2) Items of personal data to be provided to a third party(3) The means or method of provision to a third party(3) The means or method of provision to a third party (4) Stopping theprovision of personal data that identifies the individual concerned to a third
party at the request of the individual concerned. 3.
In the event that the Corporation changes any of the items listed in Item 2
or Item 3 of the preceding paragraph, the Corporation shall notify the
person in advance of the change or place the person in a position where
the person can easily learn of the change. 4.
(4) In the following cases, the person to whom the personal data isprovided shall not fall under the category of a third party with respect to theapplication of the provisions of the preceding three paragraphs(1) When the Corporation entrusts all or part of the handling of personal
data within the scope necessary to achieve the purpose of use.
(2) When personal data is provided in connection with the succession of abusiness due to a merger or other cause.
(3) In the event that personal data is to be used jointly with a specific party,
and the individual to whom the personal data pertains is notified in advanceto that effect, the items of personal data to be used jointly, the scope of theparties to be used jointly, the purpose of use of the parties to be used
jointly, and the name of the party responsible for the management of thepersonal data, or The Corporation shall notify the individual in advance ofthe scope of those who will jointly use the personal data, the purpose ofuse of those who will use the personal data, and the name of the person orpersons responsible for the management of the personal data, or shallplace the personal data in a state where the individual can easily learn
about it. 5.
In the event that the Corporation changes the purpose of use of a person or
the name of the person responsible for the management of personal dataas prescribed in Paragraph 3 of the preceding Article, the Corporation shallnotify the individual in advance of the change or make it readily accessible
to the individual.
(Public Announcement of Matters Concerning Retained Personal Data,
etc.)
Article 15 With respect to retained personal data, the Corporation shallmake the following matters available to the individual (including cases
where the Corporation responds to the individual's request without delay)(1) Name of the Organization(1) Name of the Corporation(2) The purpose of use of all retained personal data (except in cases fallingunder Article 10, Paragraph 4, Items 1 through 3)(3) Procedures for responding to requests under the following paragraph,paragraph 1 of the following Article, and Article 17. 2. When the
Corporation is requested by an individual to notify the purpose of use ofretained personal data that identifies the individual, the Corporation shallnotify the individual without delay. However, this shall not apply to casesthat fall under any of the following items(1) When the purpose of use of the retained personal data in which theperson concerned is identified is clear pursuant to the preceding paragraph.
(2) The case falls under Article 10, Paragraph 4, Items 1 through 3.
(3) When the Corporation decides not to notify the purpose of use of theretained personal data requested pursuant to the preceding paragraph, theCorporation shall notify the individual without delay.
Chapter 5 Response to Requests for Disclosure, Changes, Suspension ofUse, etc.
(Disclosure) Article 16.
Article 16 The Corporation may accept a request from an individual for thedisclosure of his/her personal data in writing or orally (including notification
to that effect when the personal data in question does not exist; the same
shall apply hereinafter). The same shall apply hereinafter). (2) When arequest is made in writing or orally for the disclosure of retained personal
data (including notifying the person concerned to that effect when there is
no retained personal data that identifies the person concerned; the same
shall apply hereinafter), the disclosure shall be made in writing or orally
after confirming the person's identity with an identification card, etc.
However, in cases where disclosure would fall under any of the following
items, all or part of the information may not be disclosed.
(1) When there is a risk of harm to the life, body, property, or other rights orinterests of the individual or a third party.
(2) If the disclosure is likely to significantly impede the proper conduct of
the business of the Corporation (3) If the disclosure would violate otherlaws and regulations(2) When there is a risk of significant hindrance to the proper conduct ofbusiness (3) When there is a risk of violation of other laws and regulations(Correction, Addition, Deletion, Cessation of Use, Cessation of Provision to
Third Parties, etc. of Retained Personal Data) Article 17 The Corporation
may receive a request in writing or orally from the individual for correction,
addition, deletion, cessation of use, or cessation of provision to third parties(hereinafter in this Article referred to as "correction, etc.") of the relevant
retained personal data.
Article 17 (Correction, etc.) In the event that the Corporation is requested inwriting or orally to correct, add to, delete, stop using, or stop providing to athird party (hereinafter referred to as "Correction, etc." in this Article) the
relevant retained personal data, the Corporation shall investigate without
delay to the extent necessary to achieve the purpose of use and correct,
etc. the content of the relevant retained personal data based on the resultsof the investigation. 3.
(3) When the Corporation has made a correction, etc., or has decided not
to make a correction, etc., to the requested retained personal data pursuant
to the provisions of paragraph (1), the Corporation shall notify the person
concerned to that effect without delay.

Chapter 6 Handling of Complaints(Handling of Complaints) Article 18.
Article 18 The Corporation shall establish the necessary systems to handle
complaints (hereinafter referred to as "complaints") regarding the handlingof personal information. (Handling of Complaints) Article 18 The JBBA shallestablish the necessary systems for handling complaints about the handlingof personal information (hereinafter referred to as "complaints"), and shallstrive to respond appropriately and promptly to complaints. 2.
The person in charge of handling complaints shall be the Executive Directorof the Organization. 3.
Complaint handlingTranslated with www.DeepL.com/Translator (free version)