Policy on protection of personal information
TOKAI Holdings Corporation (hereinafter referred to as “we” or “us”) considers the secure and proper storage and use of our customers’ personal information as a matter of course. As the foundation of our business activities lies in the trust our customers place in us and the satisfaction our customers derive from us, we recognize this duty to be a serious social responsibility, and we strive to ensure that our customers’ personal information is protected in accordance with the Act on the Protection of Personal Information and other relevant laws and regulations, as well as the relevant national guidelines and standards.
1.Definition of personal information
We define “personal information” as any information which falls into either of the following categories.
- Information which relates to a living individual and can identify a specific individual by reference to name, date of birth, telephone number, email address, and other like descriptions (including any information which cannot identify any specific individual on its own, but can easily be combined with other information to identify a specific individual).
- Information which includes any individual identification code (such as driving license number, passport number, health insurance card number, or ‘My Number’).
Personal information includes not just our customers’ personal information, but also other information such as information relating to our customers’ family and recipients of deliveries.
Moreover, we will sometimes acquire information which do not qualify as personal information on their own but nevertheless relate to individual customers (“personally referable information”). We will occasionally combine personally referable information with other information to identify specific customers, and in such case, the relevant personally referable information will be treated as personal information.
Click here to learn more about personally referable information.
2.Description of personal information handling business operator
We will responsibly manage the personal information entrusted to us by our customers.
TOKAI Holdings Corporation
2-6-8 Tokiwa-cho, Aoi-ku, Shizuoka City, Shizuoka 420-0034
Click here for details of our representatives.
3.Purpose of use
We and other members of the TOKAI Group (hereinafter collectively referred to as “TOKAI Group Companies”) will use our customers’ personal information for the following purposes.
Provision of products and services
- - To provide the various products and services offered by TOKAI Group Companies.
- - To provide the after-sales services and other customer support offered by TOKAI Group Companies.
- - To respond to consultations and inquiries from customers of TOKAI Group Companies.
Customer promotions
- - To inform customers about the various products, services, campaigns, and events offered by TOKAI Group Companies.
- - To inform customers about the various products and services offered by affiliates[1] of TOKAI Group Companies.[2]
- - To inform customers about, and provide, special promotions, membership services, etc. offered by TOKAI Group Companies.
Ensuring the stability of our products and services
- - To operate/maintain the various products and services offered by TOKAI Group Companies.
- - To prevent or deal with illicit contracting or use, or non-payment, in relation to the various products and services offered by TOKAI Group Companies.
Miscellaneous research and analysis
- - To conduct research and analysis in order to develop new products and services, and to improve the quality of various products and services offered by TOKAI Group Companies.
- - To conduct research and analysis in order to devise promotions and marketing campaigns which meet our customers’ preferences.
Where we use our customers’ personal information for any purpose which is not outlined above and which cannot reasonably said to be connected to one of the aforementioned purposes, we will, on each occasion, clearly explain the purpose of use and obtain our customers’ prior consent.
[1] An “affiliate” in this context means: a third party who acts as a distributor or agent of, or otherwise makes referrals to, a TOKAI Group Company; or a third party in respect of whom a TOKAI Group Company acts as a distributor or agent, or to whom a TOKAI Group Company makes referrals.
[2] This particular purpose will apply only in relation to information which we have obtained from October 1, 2019 onwards.
Click here for a list of TOKAI Group Companies.
4.Changes to the purpose of use
If we make any change to the purposes of use set out in Section 3 above, we will notify our customers about the changes by sending an email, announcing on our website, or such other means as we consider appropriate.
5.Shared use
Following the establishment of TOKAI Holdings Corporation and reorganization of our business on April 1, 2011, TOKAI Group Companies have commenced a new shared use of personal information, whereby TOKAI Group Companies share the personal information they have obtained from their respective customers with each other, within the confines of the purposes of use set out in Section 3 above. However, should any customer object to such shared use, TOKAI Group Companies will halt such shared use of the customer’s personal information.
- Those who take part in the shared use
TOKAI Group Companies
- The purpose of the shared use
Same as the purposes of use set out in Section 3 above.
- Items of personal information shared
- (a) Name, address, telephone number, email address, and other like attributes concerning customers.
- (b) All personal information relating to customers or their family which are acquired at the time of purchase or contracting, or in the course of provision of services.
- (c) Personal information provided by customers who participate in campaigns and prize draws, or any other personal information provided by customers.
- Person responsible for the shared use
TOKAI Holdings Corporation
2-6-8 Tokiwa-cho, Aoi-ku, Shizuoka City, Shizuoka 420-0034
Click here for details of our representatives.
Click here for a list of TOKAI Group Companies which participate in the shared use.
6.Disclosures to third parties
We will not disclose to or share with third parties our customers’ personal information unless we are legally required to do so (for example where we receive disclosure requests made by the police and other public authorities pursuant to the relevant laws and regulations), or our customers have given their consent. For the avoidance of doubt, any disclosure or sharing which results from shared use (as described in Section 5 above), or the outsourcing, acquisition, or divestment of business by us will not constitute disclosure to or sharing with a third party.
7.Sourcing personal information from third parties
We will not source our customers’ personal information from third parties unless we are legally required to do so, or our customers have given their consent. For the avoidance of doubt, if we acquire any personal information as a result of shared use (as described in Section 5 above), or the outsourcing, acquisition, or divestment of business by us, this will not constitute sourcing from a third party. If we receive any personal information from a third-party source, we will check and record that third party’s name, address, name of its representative, circumstances in which the personal information was provided to us, and other like matters as specified by the relevant laws and regulations, and we will preserve such record for a set period, thereby ensuring that all personal information we acquire are acquired appropriately.
8.Handling of anonymously processed information and pseudonymously processed information
Where we generate any anonymously processed information or pseudonymously processed information, we will do so appropriately in accordance with the Act on the Protection of Personal Information and other relevant laws and regulations.
Click here for details on the handling of anonymously processed information.
Click here for details on the handling of pseudonymously processed information.
9.Outsourcing to third parties
We may, to the extent it is necessary for the purpose of use, outsource the handling of personal information to third parties, in whole or part. Where we outsource the handling of personal information to a third party, we will: enter into an appropriate agreement which contain provisions concerning the security measures to be adopted, preservation of confidentiality, conditions on subcontracting, return of personal information upon the end of the agreement, and other like provisions concerning the handling of personal information; and manage and supervise the third party appropriately.
10.Procedure for accessing personal information
- Customers who request access to their own personal information
Once we have confirmed the identity of the customer who made the request, we will take appropriate steps to comply with the request in accordance with the relevant laws and regulations, within a reasonable time frame.
- Customers who wish to correct/supplement/delete their own personal information, or object to the use or disclosure to third parties of their own personal information
Once we have confirmed the identity of the customer who made the request, we will ascertain the factual context in which the customer’s personal information is handled by us, and take appropriate steps to comply with the request.
11.Use of personal information after the end of agreement
Even if the agreements with our customers have ended, there may be occasions where we use the customers’ personal information within the confines of the purposes set out in Section 3.
12.Security measures
In handling personal information, we implement strictly controlled security measures in order to prevent the unauthorized access to, leakage or loss of, or damage to the personal information, and we endeavor to continuously review such measures. For further information regarding the security measures we have implemented, please contact us using the inquiry form linked in Section 14 below.
13.Revision of this Privacy Policy
We will review and improve the way in which we handle our customers’ personal information as appropriate, in accordance with changes to the applicable laws and regulations, and other relevant circumstances. Should this result in this Privacy Policy being revised, we will promptly announce this on our website.
14.Inquiry
If you wish to make any inquiry about your personal information, please contact us using the inquiry form linked below.
TOKAI Holdings Corporation
Supplementary provisions
Adopted on August 22, 2011
Revised on October 1, 2019
Revised on April 1, 2022