Company Overview

Handling of personal information

Date of enactment ： April 1, 2013
Date of revision: January 1, 2023

• 1. Name or title of business operator handling personal information

  ATM Japan Business Service, Ltd.

  President: Tatsuya Saito

  Hamamatsucho Square, 1-30-5 Hamamatsucho, Minato-ku, Tokyo

• 2.Person in charge of Privacy Policy

  Head of Operations Department Phone: +81 3-5405-8963

• 3.Purposes of personal information use

  We shall handle personal information within the scope of the following purposes of use, unless otherwise permitted by laws and ordinances.

  Types	Purposes of Use
  Personal information used in outsourcing operations	１）To ensure the proper and smooth execution of contracts, various transactions and business activities in outsourcing operational management (types of operations lists below).  ・ATM monitoring  ・ATM operation  ・Handling reports of lost cards and passbooks  ・Forgotten cards and passbooks management
  Transaction related to personal information	２）To exercise rights and fulfill obligations based on the agreement with customers and laws. ３）For business communication and reporting. ４）To respond inquiries to us. ５）To create shareholder data for shareholders. ６）To inform new services. ７）To inform and operate seminars organized by us. ８）To ensure the proper and smooth execution of various transactions and operations.
  Personnel-related personal information	９）For employment and personnel/labor management of executives, employees or retirees, as well to handle matters on social insurance, welfare pension insurance, personnel evaluations and job applicant screenings. 10）To pay salaries, bonuses and various expenses. 11）To manage the education of trainees and participants. 12）For emergency response, crime prevention and disaster prevention.
  Specific personal information	13）To create withholding tax certificates for salaries and retirement incomes. 14）To handle reports on employment insurance. 15）To handle reports on health insurance and welfare pension insurance.

  *1) involves acquiring method of personal information other than by direct writing. 2) to 15) is personal information subject to disclosure.
  Please refer to "Procedures for Requesting Disclosure of Personal Information" for the procedures for responding to such requests.

• 4.Measures taken for safety management

  We shall take necessary and appropriate measures to prevent leakage, loss or damage, and other measures to ensure its safe management, depending on the privacy risk of the personal information handled.In doing so, we have established regulations on safety management at each stage of handling personal information (acquisition, use, storage, provision, deletion and disposal).

• 5.Providing of personal information

  The personal information provided shall not be disclosed to third parties without provider’s consent. However, we may provide such information in any of the following cases

  • When the necessary information has been clearly indicated or notified to the persons, and their consent has been obtained in advance
  • When it is difficult to obtain consent from individuals due to providing large amounts of personal information to the public, and it is necessary to notify individuals in advance, or take equivalent measure in lieu of such notification.
  • nformation about the corporation's officers and shareholders that has also been disclosed voluntarily by law, by the individual, or by the corporation, with the individual's prior acknowledgement.
  • When all or part of the handling of personal information is outsourced within the scope necessary to fulfill the specified purpose of use
  • When providing personal information for succession of businesses due to mergers or other reasons, and handling the information within the scope of the purposes of use prior to the succession.
  • When personal information is used jointly with a specific person and the necessary information is notified to the person in advance or is made available to the person in advance.
  • When required by laws and ordinances.
  • When it is necessary to protect the lives, bodies, health or property, and it is difficult to obtain the consent of individuals.
  • When it is particularly necessary to improve public health or to promote the sound growth of children, and it is difficult to obtain the consent of individuals.
  • When it is necessary to cooperate with government, local authorities or individuals entrusted to fulfill obligations as stipulated by laws and ordinances, and obtaining consent from individuals may hinder the execution of such operations.
  • If any damage is caused or is likely to be caused to client companies, persons related to the client companies, our company or our group, or any third parties, we may notify those concerned or associated agencies.

• 6.Outsourcing the handling of personal information

  We may outsource personal information to contractors that meet our standards for personal information protection for the following purposes: printing of business cards, creation of employee ID cards, labor management and mailing, disposal of confidential documents, ATM monitoring, recruitment, education/training, Internet/email, and system maintenance/upgrades.

• 7.Procedures for requesting the disclosure of personal information

  We shall respond promptly to requests for notification of the purposes of use, disclosure, correction, addition, deletion, suspension of use, or suspension of provision to third parties of personal information subject to scope of disclosure (hereinafter referred to as "disclosure ").The procedures for requesting disclosure are as described in (1) to (7). However, we shall not oblige under the circumstances below. In such cases, we shall promptly notify and explain the reasons.

  • When revealing the holding of such personal information may harm the life, body or assets of the individual or the third party.
  • When revealing the holding of such personal information may encourage or induce illegal or unjust action.
  • When revealing the holding of such personal information may harm national security, trust relations with other countries or international organizations, or disadvantage in negotiation with other countries or international organizations.
  • When revealing the holding of such personal information may hinder the prevention, suppression or investigation of crime, or hinder public safety and the maintaining of order.

  (1) Persons who eligible for requesting disclosure

  • The holder of the personal information
  • The legal representative of a minor or an adult guardian
  • Proxy appointed by the person concerned

  (2) Method of requesting disclosure

  Please submit your request between 9:00 a.m. and 5:45 p.m. on weekdays by one of the following methods, or mail it to us.

  • Visit our inquiries counter
  • Phone, fax or email to our inquiries counter

  (3) Documents to be submitted along with the request for disclosure

  Request form for disclosure of personal information

  One of the following documents to confirm the person’s identity

  • A copy of a valid driver’s license, passport or other documents that verifies the person’s identity with a photograph and includes name and address
  • A copy of a Certificate of Residence obtained within 30 days of the request.

  In case of the legal representative of a minor or an adult guardian, or in case of appointed proxy, one of the following documents is required in addition to the document described above.

  • In case of the legal representative, a copy of a valid driver’s license, passport or other documents of appointed proxy that verifies the identity with a photograph and includes your name and address
  • In case of the legal representative, a copy of a Certificate of Residence obtained within 30 days of the request.
  • If the legal representative is a lawyer, a document showing the registration number.
  • In case of a proxy through power of attorney, a letter of attorney obtained within 6 months of the request.
  • • Note 1: If any documents show the individual’s domicile of origin, it may be erased.
    • Note 2: Documents identifying the person or proxy shall be disposed of properly by us within 6 months of obtaining them.

  (4) Method of verifying that disclosure is requested by the person or proxy

  The above mentioned　"(3) Documents to confirm the person’s identity" or "Documents to confirm the proxy" shall be used to confirm the person’s identity.

  (5) Fees

  Free

  (6) Method of response

  Generally, a notification will be sent to a designated place within 10 days after receiving the "(3) Documents to be submitted along with the request for disclosure".

  (7) The purposes of use of personal information obtained in response to a request for disclosure

  Personal information obtained by us through procedures for requesting disclosure shall be used for the purposes of relevant procedures to identify the person and the proxy, to verify the proxy right, and to respond to the request.

• 8.Voluntary nature of personal information submission

  The submission of personal information is voluntary, but if some or all of the personal information are not submitted, the results along with the purpose of use may not be able to provide.

• 9.Obtaining personal information in ways that cannot be verified easily by the persons

  (1) Use of cookies

  We use cookies on our website, but we do not use cookies to track individual visitors' usage of our website.Cookies are used to store certain information on the user’s browser when the website is accessed. This allows the easier use of the website when the user returns to the site.

  (2) Links to other websites

  We shall not be held responsible for the protection, or the content of personal information held on other websites linked to this website.

• 10.Inquiries regarding the handling of personal information

  （1）Our inquiries counter

  Direct all inquiries to the General Manager of the Business Administration Department.

  Address	：7th floor, Hamamatsucho Square, 1-30-5
  Phone	：+81 3-5405-8961
  Fax	：+81 3-3578-7022
  e-mail	：privacy@atmj-bs.co.jp

  (2) Certified personal information protection organization

  Any complaints about our handling of personal information can be filed with the following organization.
  Japan Information Processing and DEvelopment Center (JIPDEC)

  Address	：Inside Roppongi First Bldg., 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
  Phone	：+81 3-5860-7565 (toll-free: 0120-700-779)