Works Human Intelligence Co., Ltd. (hereinafter referred to as "WHI"), shall handle personal information as follows.
Works Human Intelligence Co., Ltd.
Hiroharu Kikuchi, Personal Data Protection Manager
Telephone: 03-5575-5279
+81-3-5575-5279
Name, Address, and Name of Representative of the Company
Corporate Name : Works Human Intelligence Co., Ltd.Address : Ark-Mori Building 21F, 1-12-32, Akasaka, Minato-ku, Tokyo
Representative : Tomitaro Anzai, Representative Director and Chief Executive Officer (CEO)
Purpose of Use of Personal Information
WHI shall use the personal information of customers for the following purposes:
1. For administrative purposes in our sales operations:
- For answering questions and inquiries regarding WHI and WHI's products and services
- For provision of WHI product information, support information, etc.
- For provision of information regarding WHI events, seminars,
- For sending email to customers who have requested email service
- For requesting cooperation with questionnaire surveys, etc.
2. For provision of WHI's products and services to customers :
- For data migration support and/or verification/confirmation, etc. through installation/maintenance support, etc. of WHI products
- For provision of services including WHI product, support and group training
- For answering questions and inquiries regarding WHI product information, support information, etc.
- For provision of information on WHI products, support, seminars, meetings, discussions, group training, etc.
- For requesting cooperation with questionnaire surveys, etc., regarding WHI products and services
3. For administrative purposes in WHI shareholders:
- For fulfillment of legal obligations
- For answering questions and inquiries regarding WHI
- For provision of information regarding WHI financial results briefings, general meetings of shareholders, etc.
- For requesting cooperation with questionnaire surveys, etc., regarding WHI
4. For administrative purposes in recruiting WHI employees:
- For employment screening
- For answering questions and inquiries regarding WHI's recruiting
- For provision of information regarding WHI recruiting events, seminars, etc.
- For contacting holders of WHI entry passes
- For requesting cooperation with questionnaire surveys, etc., regarding WHI’s recruiting
5. For administrative purposes in WHI employees:
- For fulfillment of legal obligations
- For execution of human resources related work
- For employee welfare
- For smooth business operations using groupware with WHI subsidiary and subcontractors
Provision of Personal Information to Third Parties
WHI will not provide the information to any other party without the consent of the person concerned, except where required by law or where the life, health or property of the person concerned or the public may be endangered.
Consignment of Personal Information
WHI and our group companies may outsource a part of our business and may entrust consign personal information to such subcontractors to the extent necessary.within a necessary range. WHI will select a subcontractor that maintains the required states required level of personal data protection, implement necessary measurements such as concluding contracts for use of personal information, and exercise necessary and appropriate supervision of the supervision to the subcontractor.
Joint Use of Personal Information
WHI may share the personal information you provide us with our group companies to the extent reasonable and necessary. In the event of joint use of personal information, a memorandum of understanding on the handling of personal information will be concluded with the relevant group company and the information will be used in accordance with the following items.
- Items of personal information to be jointly used
- Name, information on affiliation (corporate name, department name, etc.), job title, address, telephone number, fax number, e-mail address, etc.
- Scope of joint users
- Works Human Intelligence Ltd. and WHI Holdings Group companies (WHI Holdings Co., Ltd. and Works Business Services Ltd.)
- Purpose of use of joint users
- Same as the purpose of use set out in 'Purposes of Use of Personal Information' above.
- Name, address and representative of the person responsible for the management of the personal information to be shared.
- Name of representative Works Human Intelligence Inc.
- 21F Ark Mori Building, 1-12-32 Akasaka, Minato-ku, Tokyo
- Tomitaro Anzai, CEO and Representative Director
- Method of Information Collection
- The information is collected in writing directly from the person concerned, for example by exchanging business cards, submitting it at a seminar or exhibition, or obtaining it on our website, or by a method other than direct writing in a suitable manner.
Disclosure, Correction, Halting of Use, or Deletion of Personal Information
WHI shall accept requests from the person concerned or from third parties for disclosure of personal information subject to disclosure, for notification of purpose of use, for correction, etc. when details of personal information subject to disclosure contradict the facts among other occasions, for cessation of use, etc., and for cessation of provision to third parties (hereinafter, "disclosure etc.").
For the process of requesting disclosure etc., see the details below. Please contact the Help Desk below for concrete details.
Personal information for which there is authority enabling response to requests for disclosure etc.
WHI will release the following personal information that we are authorized to respond to requests for disclosure. The following information on retained personal information or records provided to third parties over which WHI is authorized to respond to requests for disclosure etc. will be made public.
Purpose of use of personal information subject to disclosure
For administrative purposes in our sales operations:
- For answering questions and inquiries regarding WHI and WHI's products and services
- For provision of WHI product information, support information, etc.
- For provision of information regarding WHI events, seminars, etc.
- For sending email to customers who have requested email service
For provision of WHI's products and services to customers:
- For fulfillment of legal obligations
- For answering questions and inquiries regarding WHI
- For provision of information regarding WHI financial results briefings, general meetings of shareholders, etc.
- For requesting cooperation with questionnaire surveys, etc., regarding WHI
For administrative purposes in WHI shareholders:
- For employment screening
- For answering questions and inquiries regarding WHI's recruiting
- For provision of information regarding WHI recruiting events, seminars,
- For contacting holders of WHI entry
- For requesting cooperation with questionnaire surveys, etc., regarding WHI’s recruiting
For administrative purposes in WHI employees:
- For fulfillment of legal obligations
- For execution of human resources related work
- For employee welfare
- For smooth business operations using groupware with WHI subsidiary and subcontractors
Please note that those purposes of use are set forth as typical purposes of use for personal information.
*Personal information refers to "personal information over which WHI has the authority to disclose, correct, add or delete content, cease use, erase and cease provision to third parties, other than those specified by government ordinance as those for which the public interest or other interests would be harmed if their existence or non-existence were made known".
Process for responding to requests for disclosure etc.
- When requesting disclosure etc. contact HelpDesk below.
- WHI will send by postal or electronic mail to the person concerned or his/her representative the WHI-designated forms "Request for Notification/Disclosure of Purpose of Use of Personal Information","Request for Correction, etc., of Personal Information," "Request for Cessation, etc. of Use of Personal Information," and "Letter of Proxy" (when a representative is to be designated).
- The person concerned or his/her representative shall fill in the details in the requests above and send them back to WHI. At that time, also enclose or attach documents for identity verification.
- Along with the requests for disclosure etc., notification from WHI shall be given with a "Notification of Disclosure of Personal Information."
- In accordance with the request for disclosure, WHI may notify you in principle by providing an electromagnetic record in the form of a "Personal Information Disclosure Notice".
- Please be aware that there may be cases in which requests for disclosure etc., cannot by law or ordinance be met with such action.
Identity verification
- Documents to verify the identity of the person concerned
- Driver's license
- Passport
- Copy of family register
- Health insurance card
- National pension notebook
- Other public document confirming the identity of the person concerned
When the person concerned fills and sends the requests back
- In the case of documents with a photograph, such as a driver's license or passport, one document should be submitted. (In other cases,submission of two or more documents is required in principle.)
When a representative fills and sends the requests back
- In the case of a legal representative of the person concerned , a minor, or an adult ward, in addition to the documents above, please submit the following documents.
- Documents confirming the identity of the legal representative (at least two from: driver’s license, passport, copy of family register, health insurance card, national pension book, other public document confirming identity; in the case of documents with a photograph, such as a driver’s license or passport, one document
- should be submitted)
- Documents verifying the existence of power of legal representation (one from: copy of family register, health insurance card, or certificate of registered matters)
Note: When information about permanent domicile is included in the documents submitted for the identity verification, black out that part.
Safety Management Measurements
- Basic Policy
a. To ensure the proper handling of personal information, a personal information protection policy has been formulated as a basic policy regarding 'compliance with relevant laws, regulations and guidelines' and 'contact details for enquiries regarding the handling of personal information'.
- Discipline for the handling of personal information
a. Internal regulations have been established for each stage of the acquisition, use, storage, provision, deletion and disposal of personal information, setting out how personal information is to be handled.
b. Detailed operating procedures have also been separately established to ensure that all employees who handle personal information can carry out their duties more appropriately.
- Organizational security control measurements
a. A person responsible for the management of the handling of personal information is appointed, the employees who handle personal information and the scope of personal information handled by such employees are clarified, and the fact that the Personal Information Protection Act or company regulations are violated (including the occurrence of leakage or loss of personal information) is notified to the employees. A reporting and liaison system is in place for reporting to the management representative in the event that a breach of the Personal Information Protection Act or company regulations (including the occurrence of leaks or loss) or signs of such a breach is detected.
b. In order to ensure that personal information is handled in accordance with the rules, a person responsible for the authority of databases, etc. containing personal information has been appointed to manage them, and the status of their use is recorded and managed using system logs.
c. Internal audits are regularly carried out by the auditing department on the status of the handling of personal information.
- Human safety management measures
a. Regular education and training is provided to employees on the handling of personal information and information security considerations, and their level of understanding is checked, to ensure that employees handle personal information in accordance with company regulations and to further raise awareness.
b. The confidentiality of personal information is stipulated in the employment regulations, and a written pledge is collected from employees when they join the company.
- Physical safety control measures
a. Access controls are in place for employees in the office area and measures are taken to prevent unauthorized persons from accessing personal information.
b. Measures are taken to prevent the theft or loss of equipment, electronic media and documents that handle personal information, and when such equipment, electronic media, etc. are carried, including within the business premises, they are encrypted and locked so that personal information cannot be easily identified, and measures are taken to prevent the theft or loss of such information. Measures are in place to minimize the impact.
c. When documents containing personal data or equipment or electronic media on which personal data is recorded are disposed of, unrecoverable measures are adopted.
- Technical security control measures
a. In order to limit the scope of persons in charge and the personal information databases, etc. handled, access rights granted to user IDs are managed and access persons are authorized.
b. A mechanism is in place to protect information systems handling personal information from unauthorized external access and unauthorized software, and access logs are monitored.
c. In order to prevent leaks of personal information in the use of information systems, vulnerability assessments are carried out by external bodies, the latest security information is obtained on a regular basis and system safety is reviewed on a regular basis.
- Understanding the external environment
a. When handling personal information in foreign countries, the Company regularly collects and understands information on the personal information protection systems of the relevant foreign country and takes the necessary and appropriate measures for security management.
- Supervision of contractors
a. If the handling of personal information is outsourced to a third party, the company selects an outsourcing partner that meets the outsourcing partner selection criteria set by the company, signs an outsourcing contract and a memorandum on the protection of personal information, etc., and monitors the handling of personal information by the outsourcing partner by such means as receiving regular written reports. The company has a strong commitment to the environment and to the environmentally friendly practices of its employees.
Technology for Security
Encrypted communication utilizing SSL (Secure Sockets Layer) is used to protect the security of personal information. SSL is a standard technology used to secure communications on websites that encrypts input data before sending it out to the internet to prevent eavesdropping.
Cookies
Cookies are small data files saved on the user's hard disk when visiting a website that is used for such purposes as recognizing when the user visits that page.
Cookie information is handled between the website and the user's internet viewing software (browser), but websites cannot view the cookies written to the user's hard disk by another website or any other data on the hard disk.Cookies are used by many websites, and users can set their browsers to indicate in advance when they are about to visit a website that uses cookies, or to refuse to accept cookies. Cookies may be used on this website to analyze information such as browsing history and enquiries received and to advertise products and services that are relevant to your preferences. Our website does not obtain personally identifiable information through cookies, unless we have obtained your prior consent.
In addition, our website uses Google Analytics, an access analysis tool provided by Google. This Google Analytics uses cookies to collect data. This data is collected anonymously and does not personally identify you. You can refuse the collection of this functionality by disabling cookies, please check your browser settings. For more information on this agreement, please see the Google Analytics Terms of Service page and the Google Policies and Terms page.
Handling of Personal Information
WHI, our group companies and subcontractors will manage personal information in accordance with the “Personal Information Protection Policy", this "Handling of Personal Information” and other internal regulations of each company based on the laws of each country.It is considered that you have indicated your acceptance that your personal information is recorded and preserved at the country or area where WHI, our group companies and subcontractors are located and is used by WHI, our group companies and subcontractors.
Inquiries related to personal information
For inquiries regarding requests for the disclosure, revision, deletion, or cessation of use of personal information including any third parties or other inquiries related to personal information, please contact WHI as follows.
Works Human Intelligence Co., Ltd.
Personal Information Help Desk
1-12-32 Akasaka, Minato-ku, Tokyo 107-6021 ARK Mori Building, 21F
Telephone; 03-5575-5279
Email：privacy@works-hi.co.jp
Hours: Weekdays, 9:30 am to 6:30 pm, Japan Standard Time (JST)
(excluding Saturdays, Sundays, national holidays, and company holidays)
Issued August 1, 2019
Revised April 1, 2022