Enacted on April 1, 2005
Revised on April 1, 2023
Tsugumichi Uhara
President & CEO
Hitachi Astemo Business Solutions,Ltd.
1. Background of the "Personal Information Protection Policy" (of Hitachi Astemo Business Solutions, Ltd.)
Hitachi Astemo Business Solutions, Ltd. (hereinafter referred to as "Our Company") handles various information, as a company that provides customers with solutions for a variety of issues in every business situations.
With this in mind, "Our Company" has strived to establish and fully enforce an information management system in order to respect the value of the said information.
Considering such background, "Our Company" will attempt to create rules and establish a management system for the personal information protection in "Our Company", as well as to set a privacy policy and spread it among board members and employees. Moreover, "Our Company" will take measures to make the privacy policy easily accessible to the general public.
Based on the policy stated above, "Our Company" shall strive to protect appropriately the personal information we own.
2. The Personal Information Protection Policy (of Hitachi Astemo Business Solutions, Ltd.)
(1) Establishment of rules for managing personal information and continual improvement of the management system of personal information protection.
"Our Company" will make it sure that all executive staffs and employees recognize the importance of personal information protection.
Also, "Our Company" will establish rules for personal information management in order to appropriately use and protect personal information, and ensure that the management system is steadily put in execution.
Furthermore, these rules and regulations will be maintained and improved continuously.
(2) Rules for collection, usage and provision to the third party of the personal information, including prohibition of usage for purposes other than the original intent.
In consideration of the fact that your personal information is entrusted to us in our company activities, "Our Company" shall establish an appropriate management system for protection of personal information appropriate for the actual situation of each business. As well, we shall handle your personal information appropriately by complying with our own rules for collection, usage and provision. Furthermore, "Our Company" will not use such information for purposes other than the original intent by implementing appropriate measures for it.
(3) Implementation and rectification of safety measures
In order to ensure accuracy and safeness of the personal information we possess, "Our Company" will implement various measures in accordance with the rules for information security, such as managing accesses to personal information, restricting means for taking personal information out of the company and prevention of unauthorized access from outside of the company.
Thus, we strive to prevent leakage, loss or destruction of personal information. In addition, when any problems regarding the said safety measures should be found, "Our Company" will identify the cause(s) and take corrective measures.
(4) Compliance with laws and norms
"Our Company" will follow the laws, ordinances and guidelines established by the government as well as other norms of handling personal information. Also, we will make our rules conform to such laws, guidelines and other norms.
(5) Respect for the personal rights concerned about said personal information
When a person himself/herself makes a request for disclosure, correction or deletion of his/her own personal information as well as for inhibition of use or offering to others of such information, or gives any complaints or requires consultation, "Our Company" will respond with sincerity, respecting the person's rights related to the personal information.
3. Scope of Application
This document, "The Policy of Personal Information Protection", establishes the method of handling of all personal information of the business activities by "Our Company".
4. Definition of Personal Information and Activity of its Protection
"Our Company" shall define that the "personal information" means information about an individual, including his/her name, birth date and other descriptions about him/her. Included also are any numbers, symbols and other codes assigned to him/her as an individual. Furthermore, his/her (recorded) images and voices those may identify the individual are regarded as the "personal information" (included also is such an information that do not identify an individual by itself, but can easily be checked with some other information to identify the target individual).
Additionally, the "personal information" shall not be limited to personal identifiers, but shall include any information those indicate facts, judgement and evaluation about the attribute of an individual, including a physical characteristic, property, occupation or status.
"Our Company" protects and manages the "personal information" by allocating a manager to each department that handles the "personal information" with the greatest care and the best effort based on the "Background of Personal Information Protection Policy" and the "Personal Information Protection Policy".
Also, from the viewpoint of further protection of the rights and the interests of concerned persons such as our consumers, and considering the following points, "Our Company" makes every efforts to protect the "personal information"
- Responding spontaneously to a request by the person by himself/herself such as suspension of usage of his/her personal information
- Making it clear of the business operations entrusted to any third parties and identify the detailed work contents entrusted to them if any.
- Clarifying the purpose of using the personal information to the person in concern
- Specifying as concretely as possible the source and the method of acquisition, etc. of the personal information in concern at the time of a request for disclosure.
5. Handling Policy of Personal Information - Purposes of Collection & Usage and Provision to Third Parties
- "Our Company" shall obtain and utilize personal information within the scope required only to achieve the objectives of each item listed below in relation to our primary business activities of providing shared services mostly within the group companies of Hitachi Astemo.
- Execution of a contract concluded between Our Company and a customer or the principal.
- Contacts for business negotiations or meetings with a customer or the principal.
- Offering of after-sales service for products and sending of information about events and new products.
- Execution of business works entrusted by our customers.
- Response to various inquiries from customers.
- Analysis based on questionnaires to improve our services.
- Provision of provide personal information to our group companies in cases of conducting co-operative works with them.
- Security and safety management utilizing security cameras and/or any other similar devices
When "Our Company" requests an individual to directly provide his/her personal information to us in a form of document, including by the web-site or an E-mail, we obtain his/her consent only after indicating clearly the purposes of acquisition and usage.
- "Our Company" will not provide the personal information to any third parties without obtaining the prior consent from the principal person, except the circumstances under the conditions listed below.
- Cases in which the provision of personal information is based on relevant laws
- Cases in which the provision of personal information is necessary for the protection of life, body, or property of an individual while it is difficult to obtain the consent of the person him/herself.
- Cases in which the provision of personal information is particularly necessary to improve public hygiene or to promote the sound growth of children yet it is difficult to obtain the consent of the person him/herself.
- Cases in which the provision of personal information is necessary in order to cooperate with a government organization, a local public body or an individual/entity entrusted by such an organization when they are to execute the operations prescribed by the relevant laws whereas obtaining the consent of the person in question might impede the execution of such an operation.
- Cases in which "Our Company" entrusts the handling of personal information, including acquisition, to the third party within the scope necessary to achieve the purposes of use.
- The case in which personal information is handed over to another organization as a result of the take-over of business by a merger or otherwise.
6. Handling of the Specific Personal Information
- One of the business activities of "Our Company" is to provide shared services mostly within the companies of Hitachi ASTEMO group. In this regard, we observe the laws and regulations related to the "Specific Personal Information" such as the "Act on the use of numbers to identify specific individuals in administrative proceedings (hereafter referred to as the "Number Law")", the "Act on Protection of personal information" and the "Guidelines for the proper handling of specific personal information (for business operators)".
- "Our Company" considers our "Policy of Personal Information Protection" as the "Basic Policy of Proper Handling of the Specific Personal Information" and will ensure the proper handling of such specific personal information.
- "Our Company" regards the execution of administrative affairs regarding social security, taxation and countermeasures against disaster determined in the applicable paragraph in the Article 9 of the "Number Law" as the scope of our usage of the "Specific Personal Information". Then, "Our Company" shall obtain and use the "Specific Personal Information" only within the limit necessary to achieve the purposes.
The major ranges of use of the "Specific Personal Information" at "Our Company" are as follows:- For such clerical works in which ...
upon receipt of the "Specific Personal Information" from one of our employees or so, "Our Company" posts/enters such necessary information to applicable legal document form such as "Certificate of tax deducted for employment income and retirement income", "Payroll payment report", "Unemployment insurance notification", "Notifications of qualification of a person who has gotten covered by health insurance and corporate employees' pension insurance".
Then, "Our Company" submits aforementioned documents to the director of taxation office, the mayor of a municipality, Japan Pension Service, or other organizations. - For such clerical works in which ...
upon receipt of the "Specific Personal Information" from one of our employees or so, "Our Company" posts/enters such necessary information to various reports of payment, such as "Report of payment of remuneration and fees", "Report of distribution of dividends and surplus money as well as payment of interest on funds", "Report of payment such as of rental charges for real estate" and "Report of payment for the transfer of real estate or so".
Then, "Our Company" submits aforementioned documents to the director of a taxation office. - For carrying out operations related to "Specific Personal Information" entrusted to "Our Company" by the third party such as a government office or other business operations
- For such clerical works in which ...
- "Our Company" will not provide any specific personal information of a person him/herself to any third party, apart from the cases stipulated by laws and regulations concerning the specific personal information. Also, "Our Company" will not use such information jointly with the others. However, for the cases that falls under any of the items stipulated in Article 19 (Restrictions on the Provision of Specific Personal Information) of the Act on the Use of Numbers, we may provide specific personal information as needed.
- "Our Company" may entrust the third party of handling of the specific personal information within the scope of purpose of use stipulated by the laws and regulations.
- When you request disclosure, correction, addition, deletion, suspension of use, suspension of provision to the third parties, or notification of the purpose of use as well as you want to lodge an complaint concerning the specific personal information held by "Our Company", please follow the instructions below "5. Requests regarding the Personal Information such as disclosure, or Submission of Complaints."
7. Implementation of Safety Management Measures
"Our company" In order to operate as an organization to ensure proper handling of personal information, top executives have formulated the Personal Information Protection Policy and developed internal rules such as Regulations and Guidelines for Personal Information Management, in accordance with the basic policies stipulated in the Personal Information Protection Policy. Moreover, "Our Company" has established a system to confirm and evaluate whether its rules conform to laws, which is a governing regulation of PrivacyMark. Besides developing such regulations, "Our company" is taking concrete safety management measures from four specific aspects (systematic, personal, physical, and technical) in handling personal information.
8. Requests regarding the Personal Information such as disclosure, or submission of complaints
When you wish to request us to disclose, correct, add, delete, stop usage or stop provision to the third party of your personal information (hereinafter referred to as "disclosure, etc.") held by "Our Company", otherwise, wish to be notified of the purpose of usage or to raise a complaint, you are kindly requested to follow the following.
- In a case to request disclosure of your own personal information which you have provided with a sales department office of "Our Company".
Please contact the applicable sales department office. - In a case to request disclosure of your own personal information which you have provided through the web-site of "Our Company".
Please contact the department in charge of the applicable web site. - Request to disclose personal information in instances aside from the 1. or 2. above: For the details of the request to disclose personal information, please see the following website. Details of the request to disclose personal information and so on.
9. Request to the principal person
- The most services "Our Company" provides are accessible without your personal information. Please note however, some of the services are not available without submission of your own personal information although it is arbitrary for you to do so. In such a case, we will inform you of the need of such mandatory information. Consequently, we may not be able to provide you with our services without submission of your own personal information to us.
- Please note that "Our Company" is not responsible for the security of your personal information at any other web-sites linked from the web-site of "Our Company".
- When a person him/herself enters his/her own personal information into the web-site of "Our Company", it is presumed that he/she has agree upon the provisions in this document, "About Personal Information Protection", otherwise the person may not obtain our services (including our response to his/her inquiries). Also, if the said person is aged at 14 or younger, he/she must enter the personal information with the consent of a parent or a guardian.
10. Special Note
- The policy of "Personal Information Protection" of "Our Company" shall be in accordance with the laws of Japan.
- "Our Company" may revise this document, "About Personal Information Protection", in order to improve the handling of personal information and/or in conjunction with the revision of laws, ordinances, other rules or regulations.
- This document, i.e. "About Personal Information Protection", shall be in effect on and after the issued date (or revised date).
- In a case that one of the web-sites offered by "Our Company" has its own policy to handle the personal information policy, such a policy shall prevail over the provisions of any other policies in the other web-sites of "Our Company".
11. Special Note
For inquiries about this page (About Personal Information Protection), please fill out the inquiry form in the linked page below.
