Handling of Personal Information
The Company will handle personal information in accordance with the Personal Information Protection Policy.
1. Name of the operator
Senko Shoji Co, Ltd.
2. Personal Information Protection Manager
| Personal Information Protection Manager |
Toshiyuki Shoji |
| Proxy |
Grievance Consultation Office |
| Contact |
Telephone: 03-6862-7050 (available from 9:30 to 17:30 on weekdays)
Facsimile: 03-6862-7060 |
3. Purpose of use of personal information
3.1 Purpose of use of personal information to be acquired in writing directly from a principal
(1) Purpose of use of personal information of our customers and suppliers
- To issue and send a petroleum card; to send a statement; and to give related correspondences and after-sale service notices;
- To dispatch mail-order products and send a statement; to send catalogs and other direct mails; and to give related correspondences and after-sale
service notices; and
- To make other business correspondences and respond to inquiries.
(2) Purpose of use of personal information of job applicants
- To provide information on recruitment-related events; and to handle recruitment-related screening procedures and make correspondences.
(3) Purpose of use of personal information of employees
- To make business correspondences and manage personnel and labor affairs.
(4) Purpose of use of personal information of a person who is submitting a request form under the request for disclosure, etc. procedure (refer to “4. Procedure on Request for Disclosure, etc. of Personal Information”)
- To conduct an investigation into, give an answer to, and make correspondences on, what was requested.
3.2 Purpose of use of personal information acquired in any manner other than in writing directly from a principal
(1) Purpose of use of personal information entrusted from external operators
- To engage in the shipping agency business.
(2) Purpose of use of personal information of employees seconded or dispatched from external operators
- To make business correspondences and manage personnel and labor affairs.
(3) Purpose of use of personal information of persons who have made inquiries received by telephone, e-mail or other media, including general grievance and consultation matters
- To give answers to grievance and consultation matters.
4. Procedure on Request for Disclosure, etc. of Personal Information
A principal or his or her proxy may submit a request for notification of the purpose of use, or disclosure, revision, addition or removal, suspension of use or erasure, or suspension of provision to a third party of personal information to be disclosed that are in our possession (i.e., personal information falling under subsections 3.1 and 3.2(3); excluding the personal information of employees, which will be otherwise governed by our internal regulations) (“Request for Disclosure, etc.”). When we respond to such Request for Disclosure, etc., the following procedure will apply.
(1) Office to which a Request for Disclosure, etc. should be submitted
To submit a Request for Disclosure, etc., please attach necessary documents to the designated request form and send them to the Company at the address shown below by mail.
A request form should be sent using any method in which the delivery record can be verified, such as registered mail or courier.
<Mailing address>
Senko Shoji Co., Ltd., [Office for Personal Information Disclosure Requests]
4th Floor, Shiomi SIF Building, 2-8-10 Shiomi, Koto-ku, Tokyo 135-0052
(2) Documents to be submitted upon a Request for Disclosure, etc.
When you (as a principal) submit a Request for Disclosure, etc., please complete all of the designated items of “Request for Disclosure, etc. of Personal Information” (the form of which can be downloaded from here) and send the completed form together with any one of the following documents by which the identity of a principal can be verified.
- A photocopy of driver’s license (together with a photocopy of descriptions on the reverse side, if any);
- A copy of resident card issued within the last six months (photocopy acceptable); or
- A photocopy of health insurance card (together with a photocopy of descriptions on the reverse side, if any).
* Please provide a copy after painting the permanent address in black.
(3) Submission of a Request for Disclosure, etc. by a proxy
When you submit a Request for Disclosure, etc. through your proxy, please enclose the following documents, in addition to the “Request for Disclosure, etc. of Personal Information.”
(i) One of the following documents by which the identify of your proxy can be verified:
- A photocopy of driver’s license (together with a photocopy of descriptions on the reverse side, if any);
- A copy of resident card issued within the last six months (photocopy acceptable); or
- A photocopy of health insurance card (together with a photocopy of descriptions on the reverse side, if any).
* Please provide a copy after blacking/whiting out the permanent address.
(ii) Power of attorney *Please enclose the power of attorney sealed by a principal together with the seal registration certificate issued within the last six months (photocopy acceptable).
* If the proxy is a person who has parental authority or other statutory agent, a certified or abridged copy of family register, or resident card, in either case issued within the last six months (photocopy acceptable) by which that proxy’s relationship with the principal can be verified) can be enclosed.
(4) Fee for request for disclosure/notification of the purpose of use
When you submit a request for “disclosure of personal information” and “notification of the purpose of use,” we will charge 1,000 yen per request. Please enclose postal stamps in the value of 1,000 yen with the documents to be submitted. Postage charge should also be paid by you (as a principal) or your proxy.
If there is a shortage in the amount of fee paid or no postal stamps (as a fee) are enclosed, we will treat as if the request for disclosure/notification of the purpose of use had not been submitted.
(5) Method of giving an answer to a Request for Disclosure, etc.
We will give our answer in writing to the address described on the request form within ten business days. If we cannot give an answer within ten business days for any unavoidable reason, we will inform the person submitting the request to that effect.
(6) Rejection of a request
When there is any deficiency in the application documents or there is a shortage in the amount of fee, our person in charge will contact you. If, however, you fail to contact us within one month after our initial contact, we will treat as if your request had not been submitted.
(7) Reasons for non-disclosure of personal information
In any of the following cases applies, we will be unable to take a responsive action for disclosure, etc. of the personal information requested by you (as a principal) or your proxy. When we decide not to disclose the personal information or not to notify the purpose of use, we will inform you to that effect with the reason(s) for our decision.
Please note that we will charge the designated fee when we decide not to disclose the personal information or not to notify the purpose of use.
(i) When we cannot verify your identify, such as when the address described on the request form or document for verification of your identify does not match the address registered with the Company;
(ii) When we cannot confirm the power of representation when the request was made by a proxy;
(iii) When we could not identify personal information in our possession from the descriptions on the request form;
(iv) When the item for which the Request for Disclosure, etc. was submitted does not fall under the personal information to be disclosed;
(v) When it is threatened to prejudice your or any third party’s life, body, property or other right or interest;
(vi) When it is threatened to have a substantial adverse effect on the proper performance of business by the relevant operator; and
(vii) When it constitutes a breach of law.
5. Contact office for grievance or consultation on the handling of personal information and Request for Disclosure, etc.
Senko Shoji Co., Ltd., [Grievance Consultation Office]
| Address |
4th Floor, Shiomi SIF Building, 2-8-10 Shiomi, Koto-ku, Tokyo 135-0052 |
| Telephone |
03-6862-7050 (available from 9:30 to 17:30 on weekdays) |
| Facsimile |
03-6862-7060 |
*For inquiries that have reached us on a Saturday, Sunday or public holiday, and during the “Golden Week” holiday, summer holiday or year-end and New Year holiday, we will take responsive actions on or after the immediately following business day.
6. Name of the accredited personal information protection organization and office to which a request for grievance resolution should be submitted
The Company is acting as an accredited personal information protection organization stipulated by the Act on the Protection of Personal Information. The name of the accredited personal information protection organization and the office to which a request for grievance resolution should be submitted are described below.
Please note that the organization identified below is not a contact office for any inquiry about our products and services.
<Name of the accredited personal information protection organization>
JIPDEC
<Office to which a request for grievance resolution should be submitted>
Personal Information Protection Consultation Service Office
<Address>
12th Floor, Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
<Telephone number>
03-5860-7565, 0120-700-779