Handling of Personal Information

【Regarding the purpose of use of personal information】

Type of Personal Information Purpose of Use Disclosure Category
Information of the person who made the request for materials Responding to inquiries and providing information on services Disclosure
Supplier Information Contact with suppliers, performance of contracts, requests for performance, etc. Disclosure
Information about candidates/applicants Recruitment selection, contact Disclosure
Employee Information Employment management such as personnel and general affairs Disclosure
Data Entrusted by Supplier For list printing, address printing and sending of direct mail, marketing services, campaign secretariat management, etc. Undisclosed
Information of customers who purchased products from Amazon or Rakuten For confirmation and delivery of applications for purchased products and services Undisclosed

[Regarding measures taken for safe management of retained personal data]

Formulation of Basic Policy SOUMA publish our personal information protection policy on our website.
Maintenance of Discipline We formulate rules for handling methods, persons in charge, and their duties, etc. for each stage of acquisition, use, provision, and disposal, and review them regularly.
Systematic Security Control Measures We conduct regular self-inspections, internal audits, and external audits.
Personnel Security Control Measures We have obtained a pledge of confidentiality from our employees, and we provide regular education to our employees.
Physical Safety Control Measures We manage areas where personal information is handled, and implement measures to prevent theft of equipment and electronic media.
Technical Safety Control Measures We have introduced a mechanism to protect against unauthorized access from the outside.
Understanding the External Environment Personal information is stored using cloud services.
The data center location of the cloud service is located in Japan.
After confirming that the relevant cloud service has appropriate access control, SOUMA strive to understand the personal information protection systems in these countries and regions.

 

【Regarding Request Procedures for Disclosure, Etc.】

Regarding the retained personal data held by SOUMA, SOUMA may receive notification of the purpose of use, disclosure, correction, addition or deletion of content, suspension of use, erasure, and deletion of the retained personal data held by the Company. The procedures for stopping provision to third parties and responding to records of provision to third parties (hereinafter referred to as "requests for disclosure, etc.") are as follows.

 

1. Contact for Requests for Disclosure, Etc.

For requests for disclosure, etc., please attach the necessary documents to the "Personal Information Disclosure Request Form" and submit it by e-mail attachment, fax, or mail.

In the case of mailing, please use a method that allows confirmation of the delivery record, such as delivery record mail or simple registered mail.

In addition, we would appreciate it if you could write in red ink on the envelope, "Personal Information Disclosure Request Form Enclosed."

 

2. Documents to be submitted for requests for disclosure, etc.

When making a request for disclosure, etc., please fill in all the specified items on the Personal Information Disclosure Request Form.

 

3. Identity Verification

SOUMA will verify the identity of the person making the Request for Disclosure, etc. by telephone. However, if verification by telephone is not possible, we may ask you to present a copy of your driver's license, certificate of residence, health insurance card, e

 

4. Request for Disclosure, Etc. by a Representative

When entrusting a request for disclosure, etc. to representative, please enclose the following documents in addition to the Personal Information Disclosure Request Form.

(1)Documents (copy) to confirm the identity of the representative.

Either one of a driver's license, a copy of a resident's card, or a health insurance card.

※Please prepare a copy with the registered domicile blacked out.

(2)A letter of attorney (the letter of attorney must be stamped by the principal and the certificate of seal registration of the seal must be attached. If the proxy is a legal representative such as a person with parental authority, a document showing the relationship with the principal may be submitted in place of the letter of attorney)

 

5. Fees for Requests for Disclosure and Notification of Purpose of Use

When requesting disclosure of personal information and notification of purpose of use, a fee of 700 yen (including tax) will be charged for each request.

Please make a bank transfer of 700 yen (including tax) for the fee.

※When we verify your identity, we will inform you of the transfer account information.

※Please bear the bank transfer fee.

Please note that we will not be able to disclose the information or notify you of the purpose of use if the fee is insufficient or if we cannot confirm the transfer.

 

6. How to Respond to Requests for Disclosure, Etc.

We will respond according to the method (email, fax, mail) received from the requester.

 

7. Name of the authorized personal information protection organization and where to submit complaints

If you decide that our management of personal information is not appropriate, we would like you to file a complaint with us first, but if you are not satisfied with our response, you can file a complaint with the following "Authorized Personal Information Protection Organization".

 Name : Japan Information Processing Development Center (JIPDEC)

 Address : Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032, Japan.

 TEL : +81-3-5860-7563 

 FAX : +81-3-5573-0562

 

If you have any questions or complaints or consultations regarding personal data held by our company, please contact us at the following contact point.

 

【Personal Information Inquiry Contact】
 Souma Co., Ltd. 
 Personal Information Management Committee Secretariat
 Administrative Manager: Yukinobu Nemoto
 Address : 3-3-16 Kikukawa, Sumida-ku, Tokyo 130-0024, Japan.
 TEL : 03-5638-3839
 FAX : 03-5638-2919
 Website : https://www.souma.co.jp
 e-mail : nemoto★souma.co.jp
 (※Please change "★" to "@" before sending)