Privacy Policy

【Organizational activities aimed at the protection of personal information】

We conduct the following activities as concrete practices of our privacy policy:

1. All company officers and employees uphold the laws, regulations, ordinances, and polices stipulated by Japan or any other relevant jurisdiction pertaining to personal information.
2. We implement reasonable safety measures to prevent and remedy any unauthorized access to personal information, as well as to prevent and remedy the loss, destruction, tampering, leakage, etc. of personal information.
3. We have assigned a personal information protection manager, who is given the responsibility and authority to implement and operate a personal information protection and management system.
4. We have assigned a personal information protection auditor to conduct internal audit of the practices pertaining to the protection of personal information and of the status of their implementation.
5. We require the cooperation of our partner companies and individual clients in regard to the protection of personal information.
6. We publish this Privacy Policy in our company website (http://www.porters.jp/) so that it can be viewed by anybody, anytime. We also accept inquiries related to personal information through our company website contact page.
7. We review as needed and continuously improve our personal information protection and management system.

 

1. Collection and use of personal information

Before we ask you to provide personal information, we shall clarify the purpose of its use. Also, the personal information you have provided shall be used within the scope of the following use purposes, and shall not be used other than for the said purposes without your consent. Along with establishing a system for protecting and managing personal information, we have stipulated and shall uphold internal regulations regarding the proper collection, use, and provision of personal information. If in case we use the information other than for the indicated purpose of use, or if we make changes to those purposes, we shall promptly notify you beforehand. Also, any personal information that has become unnecessary in the light of its purpose of use shall be promptly and appropriately deleted and disposed.

Type of personal information

While the specific types of personal information you submit through our website may vary depending on our business operations and whether you maintain an account with us, there are broad categories of personal information which are collected by us:

1. Full Name.
2. Identity Data, which includes your identification number, country of residence, job title, age, marital status and/or gender.
3. Contact Data, which includes your email address, fax and/or personal mobile telephone number.
4. Transaction Data, which includes your credit card details, your billing address, or your mailing address.
5. Usage Data, which includes information about how you use our website (including the time you visit our website, the duration of your visit). 
6. Marketing and Communications Data, which includes your interests, feedback, survey responses, preferences in receiving marketing materials from us and your communication preferences, as well as your preferences for particular products or services.
7. Technical Data, which includes your Internet Protocol (IP) address, the internet device identity or media access control address of your device, information regarding the manufacturer, model or operating system of the device that you use and/or information about the web browser that you use to access our website. 
8. Facial Image, which includes a photograph or video recording.
9. Voice Data, which includes a voice recording.
10. [Any Other Types of Data that the Company May Collect]

We collect your personal information:

1. Directly from you. You may give us your Identity, Contact, Profile, Facial Image, Voice Data and Transaction Data when you do any of the following (whether on your own behalf or on behalf of your organisation):
   1. use our website;
   2. create an account on our website;
   3. enter into a contract with us;
   4. apply for or enquire about our website;
   5. participate in a promotion, survey, event or other marketing campaign organised by us;
   6. subscribe to our newsletters or alerts;
   7. request marketing materials to be sent to you; or
   8. contact us -- for example, if you get in touch to give us some feedback.
2. From your authorised representatives. We may also collect your Identity, Contact, Profile, Facial Image, Voice Data and Transaction Data from your authorised representatives. These include persons whom you have authorised and persons who have been validly identified as acting on your behalf pursuant to our security procedures.
3. When you interact with our website. As you interact with our website, we may automatically collect your Technical Data. We may collect such personal data by using website cookies.
4. Third parties or publicly available sources. We may receive your personal information from third parties which are located in various countries. These include: 
5. Technical Data from analytics providers, advertising networks and social media platforms; and
6. Contact Data, Voice Data and Transaction Data from providers of technical, payment and delivery services.

Purpose of use

We may collect and use your personal information for any or all of the following purposes:

1. For providing information on company-sponsored seminars, emails and company services in relation to new information regarding fee-charging employment placement service providers
2. For providing information on company-sponsored seminars, emails, and company services in relation to publicly available information on websites, etc. and book information    
3. For providing information on future company-sponsored seminars; for evaluation of company products and services; for other use purposes agreed upon separately) in relation to information provided during application to company-sponsored seminars or information provided in questionnaires
4. For management of safety of customer’s information, for sending of Porters Magazine, for sales activities such as providing information on new services, for making inquiries and contacting clients regarding management of receivables, for sending seasonal greeting cards and marketing campaigns in relation to information regarding customers using our cloud services
5. For responding to the inquiries in relation to information provided during customer support inquiries
6. For accurately understanding and responding to customer’s opinions and requests; all recorded personal information from telephone calls shall be promptly deleted as soon as they are no longer needed in relation to personal information recorded during customer support telephone calls
7. For delivery of Porters Magazine issues, for conducting reader surveys, etc. in relation to information regarding regular subscribers to Porters Magazine
8. For the proper and smooth execution of the outsourced services within the scope of their intended use in case of outsourcing by another provider of the entire or partial processing of personal information (data migration, etc.)
9. For contacting clients for business negotiations in relation to information on production companies and career portal site operators
10. For selection and for contacting job applicants
11. For personnel and labor management for company employees in relation to information on company employees, their family members, and other relevant persons including retired employees
12. To contact you in relation to all of the above.
13. To comply with any applicable laws, regulations, codes of practice, guidelines or rules, or to assist in law enforcement and investigations conducted by any governmental and/or regulatory authority.
14. Any other purposes for which you have provided the information.
15. Any other incidental business purposes related to or in connection with the above.

 

2. Disclosure and provision of personal information to third parties

We may disclose or provide your personal information to our affiliates and third parties in limited circumstances as set out below:

• 1.When the consent of the concerned individual has been obtained
• 2.When operations pertaining to the handling of personal information shall be entirely or partially outsourced to another company
  (In this case, the company shall sign a contract pertaining to the protection of personal information with the outsourcing company, and shall take the necessary measures to properly supervise the outsourcing company.)
• 3.When information is disclosed or provided as statistical data, or in a manner that will not identify the specific individual
• 4.When disclosure or provision of information is required by law and regulations
• 5.We require the cooperation of our partner companies and individual clients in regard to the protection of personal information.
• 6.When disclosure is necessary to for the protection of the life, body, or property of an individual, and in which it is difficult to obtain the consent of the person
• 7.When disclosure is specially necessary for improving public health or promoting the sound growth of children, and in which it is difficult to obtain the consent of the person
• 8.When the company is required to cooperate with national or local public authorities in performing their public duties, and in which obtaining the consent of the person may impede the execution of such duties.

 

3. Joint use of personal information

Except for the cases set out in paragraph 2 above, the company shall not disclose or provide personal information to a third party.

4. Outsourcing of the handling of personal information

The company may outsource personal information to another service provider, within the scope necessary for achieving the purposes of use. In this case, we shall select an outsourcing company that has an established system for protecting personal information, as well as sign a contract pertaining to the protection of personal information

5. Inquiries regarding rights pertaining to personal information (requests for disclosure, revision, or suspension of use, etc.)

In regard to personal information we collected, when an individual requests the disclosure, revision, addition, deletion, and suspension or termination of use of one’s personal information (hereinafter, “disclosure or the like”), we shall promptly comply with the said request upon confirming the identity of the person making the request or the applicant. We shall NOT comply with requests for disclosure or the like for the cases listed below. If we decide not to make the disclosure or the like, we shall inform the applicant with an explanation of the reason for such decision.

(For all requests)

• When the identity of the person making the request or the applicant cannot be verified
• When there is a discrepancy in the written request, or the request has NOT been made according to the procedure and through the contact information specified in (5) below
• When the information requested for disclosure or the like is not the relevant personal information
• When the company has no obligation for disclosure or the like based on the Act on the Protection of Personal Information, the Personal Data Protection Act 2012 of Singapore and any other applicable personal data protection laws.

(For disclosure requests)

• When disclosure is likely to harm the life, body, property, or other rights or interests of the person or a third party
• When disclosure is likely to seriously impede the proper execution of the business of the company
• When disclosure constitutes violation of other laws and regulations

（For revision, addition, and deletion requests）

• When the request for revision, addition, and deletion is made other than due to errors in the personal information
• When the revision, addition, and deletion is not necessary based on the purpose of use, or when the claim of error is incorrect

（For requests for suspension or termination of use）
・When the reason for the request for suspension or termination of use is other than the following:

1. The information is being used other than for the purpose for its acquisition.
2. The information has not been properly obtained.
3. The use of information violates the restrictions regarding provision to third parties.

・When no evidence can be found to support the reason for the request for suspension or termination of use

 

6. Procedures regarding rights pertaining to personal information (requests for disclosure, revision, or suspension of use, etc.)

Inquiries regarding requests for disclosure or the like specified in (5) above, shall be accepted through the following procedure. Please understand that we may not be able to respond to requests for disclosure or the like made other than through the procedure below

（1）Address for sending requests

Please send your requests to the address specified in (7) below by registered mail. Postage fees shall be handled by the applicant. Requests by telephone, e-mail, or FAX shall not be entertained.

（2）Written documents to be submitted in making requests for disclosure or the like specified in (5) above:

・A copy of applicant’s driver’s license, passport or other official documents bearing a photograph
(or, a copy of applicant’s health insurance certificate)
・A copy of certificate of residence
・A filled out company-designated request form
（Download the form here File Name：porters-kaijito-shinsei.pdf）
・Return envelope and stamps for ordinary registered mail (500 yen) to be used for sending the response
（3）When requests for disclosure or the like described in (5) above shall be made through a representative, submit the following document (1 or 2) in addition to the documents specified in (2) above:
①［Through a legal representative of a minor or adult ward］
・A document proving that the person is the legal representative (document confirming qualifications of the representative, such as copy of family register or certificate of registered matters)
・A copy of driver’s license, passport or other official documents bearing a photograph of the legal representative (or, a copy of his or her health insurance certificate)
②［Through a representative privately appointed by the applicant］
・Authorization letter bearing the seal of applicant
・Certificate of seal-impression of the applicant
・A copy of driver’s license, passport or other official documents bearing a photograph of the representative (or, a copy of his or her health insurance certificate)

（4）Method for confirming identity
After checking the submitted request form, the company will send a confirmation letter by registered mail to the address indicated in the certificate of residence (or in case of a request made through a representative, to the address of the representative indicated in the request form). We will respond in accordance with the request upon confirming that the request has indeed been made by the applicant or the representative.

（5）Fees
No fees shall be charged. The applicant, however, is requested to pay for the return envelope and registered mail postage stamps for sending the reply and the letter to confirm the identity of the applicant or representative. (For details, refer to (2) above.)

（6）Response method
The company shall respond in writing.

（7）Purpose of use for personal information obtained during the filing of requests
Any personal information obtained through the filing of requests for disclosure or the like described in (5) above and through other inquiries shall be used within the scope necessary for responding to the said request or inquiry

7. Contact information

 

• Please contact us for complaints and consultations regarding the procedures described in (6) above and regarding the handling of personal information, as well as for all other inquiries regarding personal information through the contact information specified below.
• Contact information:
• Information Security Promotion Office
• Address: TODA Building Aoyama 3F 8-5-34, Akasaka, Minato-ku, Tokyo
• Tel.: 03-6434-0017 / Mail：privacy@porters.jp
• ※The office is open to receive inquiries, etc. during weekdays from 9:00 am to 6:00 pm.(JPN Time)
• [For Singapore] Ken Mitsui, Managing Director as Data Protection Officer [corporatediv@porters.jp ]

 

8. Cookie policy

For the purpose of improving the services we offer to our clients and analyzing access to our website, we send and store pieces of data (cookies) to your hard disk to distinguish computers accessing our website, but they do not identify the individual users. If you do not agree to the use of cookies, you may change your browser settings to disable the cookie function, but doing this may completely or partially prevent the proper use of our website.

9. Revisions to this policy

This policy is subject to revision in accordance with changes in relevant laws and regulations.

 

Established August 26, 2004
(Revised January 1, 2025)
Koji Nishimori, CEO
PORTERS Corporation