Xenera Co.,Ltd.
privacy policy
Date of enactment: April 6, 2021
Last revised: June 15, 2023
Xenera Co.,Ltd. (collectively, “Xenera” “us,” or “we”) plans, designs, develops, operates, provides, sells, rents, maintains, manages, and provides guidance on the implementation of systems, software, hardware, mobile content, and services that utilize communication networks and electronic technology. We recognize that protecting the personal information, individual numbers, and specific personal information of customers, business partners, employees, etc. is an important responsibility.
Therefore, based on our personal information protection philosophy and our own code of conduct, we are fully aware of our social mission, protect the rights of individuals, and comply with laws and regulations regarding personal information.
We also declare that we will build a personal information protection management system to embody the policy shown below, and will work on continuous improvement of the system as a whole company, while always being aware of the latest trends in IT technology, changes in social demand, and fluctuations in the business environment.
1. We will acquire, use, and provide personal information appropriately, and will not handle personal information beyond the scope necessary to achieve the specified purpose of use. We will also take measures to that end.
2. We will comply with laws, regulations, national guidelines, and other standards regarding the handling of personal information.
3. We will take reasonable safety measures to prevent the risk of leakage, loss, damage, etc. of personal information, and will continuously improve the security system for personal information by investing management resources appropriate to the actual business situation. In addition, in the unlikely event of an emergency, we will take prompt corrective measures.
4. We will promptly and sincerely respond to complaints and consultations regarding the handling of personal information.
5. We will review and continuously improve our personal information protection management system in a timely and appropriate manner, taking into account changes in the environment and actual circumstances surrounding our company.
6. Our website may use "cookies" and similar technologies to provide better services to customers. A "cookie" is a small piece of information that is sent from the server to the user's computer when an Internet user uses a website. When a "cookie" is used, the server records which website the user has used, and recognizes the user's computer when the user uses the website again, providing more convenient services. Our website may use these technologies for the following purposes to ensure the security and usability of the websites and services viewed.
(1) To identify and resolve the causes of server failures and problems
(2) To improve and enhance the content of websites and e-mails, etc.
(3) To use browsing history, etc. for marketing activities
(4) To create and use statistical data in a format that does not identify individuals based on the personal information provided
*Customers can disable the "cookie" function by changing their browser settings.
【Contact information for inquiries regarding the personal information protection policy and for complaints and consultations regarding personal information】
5F Sanai Kayabacho Bldg., 2-13-11,NihombashiKayaba-cho, Chuo-ku,Tokyo, Japan 103-0025
Xenera Co.,Ltd. Personal Information Inquiry Desk
Email address: privacy[@]xenera-corp.com
Xenera Co.,Ltd.
CEO & CDO
Yasuno Takahito
Information regarding personal information, retained personal data, and records of third-party provision
Xenera Co., Ltd. (collectively, “Xenera” “us,” or “we”) will inform you of the following matters regarding requests for disclosure (notification of purpose of use, disclosure, correction, addition or deletion of content, suspension of use, deletion, and suspension of provision to third parties).
1. Company name, address, and representative name
Name: Xenera Co., Ltd.
Address: 5F Sanai Kayabacho Bldg., 2-13-11,NihombashiKayaba-cho, Chuo-ku,Tokyo, Japan 103-0025
Representative: Yasuno Takahito
2. Name or job title, affiliation, and contact information of the personal information protection manager
Name of manager: Atsushi Maekawa as Personal information protection manager
Contact information: Email address privacy[@]xenera.jp
3. Purpose of use of personal information and retained personal data
(1) Personal information and retained personal data concerning customers
For product delivery, related after-sales service, and information on new products and services
To respond to customer inquiries
(2) Personal information and retained personal data concerning shareholders
To fulfill rights and obligations under the Companies Act and other laws and regulations
To provide various benefits to shareholders as shareholders
To implement various measures to build smooth relationships between shareholders and the company
To manage shareholders and related/ancillary operations according to the prescribed standards based on various laws and regulations
(3) Personal information and retained personal data concerning business partners
For business and transactional contact
For smooth execution of contract and payment related tasks
For other tasks incidental to the above
(4) Personal information and retained personal data concerning employees, etc.
For personnel and labor management, business management, health management, security management, etc.
The personal numbers of the individual and his/her dependent spouse are used for purposes specified by law
For business contact and procedures necessary for business activities
For other tasks incidental to the above
(5) Personal information and retained personal data concerning job applicants
For evaluating the eligibility of applicants
For contact and inquiries regarding employment
For managing information about applicants
For other tasks incidental to the above
4. Contact point for complaints regarding the handling of retained personal data or third-party provision records
Inquiries regarding retained personal data are accepted at the following counter.
5F Sanai Kayabacho Bldg., 2-13-11,NihombashiKayaba-cho, Chuo-ku,Tokyo, Japan 103-0025
Xenera Co., Ltd. Personal Information Inquiry Desk
Email address: privacy[@]xenera-corp.com
5. Certified Personal Information Protection Organizations to which our company belongs
We do not belong to any certified personal information protection organizations.
6. Disclosure Procedures
For our disclosure procedures, please refer to the "Procedures for Disclosure of Retained Personal Data or Records of Provision to a Third Party" below.
7. Measures to be taken for the safe management of retained personal data
In accordance with the Personal Information Protection Act, our personal information protection policy, and standards such as [JIS Q15001:2017 Personal Information Protection Management System], we will implement the following safety management measures to ensure the proper handling of retained personal data and strive to ensure the safety of personal information.
Appoint a person responsible for handling retained personal data
Clarify the employees who handle retained personal data and the scope of retained personal data handled by such employees, and appropriately stipulate the handling method and location in the company rules
Establish a reporting desk to the person responsible in the event of a violation or a warning sign of a violation of the Personal Information Protection Act or the company rules regarding the handling of retained personal data, and make this known throughout the company
Regularly educate employees and executives on the precautions and importance of handling retained personal data
Implement measures to prevent unauthorized persons from viewing and handling retained personal data
Implement access control to limit the scope of the person in charge and the personal information database handled, etc.
Acquire the Privacy Mark® and have an external organization periodically review that these safety management measures are being taken appropriately
Regularly review the management system for retained personal data
In the event of an incident such as an information leak, report it to the relevant organizations without delay in accordance with the Personal Information Protection Act, our personal information protection policy, and other related guidelines, and set up an emergency response organization to promptly resolve the situation and prevent recurrence
8. Joint use
Above 3. (1) In order to achieve the purposes of use described above, we will jointly use your personal data within the following scope.
(1) Items of personal data to be jointly used
Unless otherwise specified by the individual, all personal data of the individual necessary to achieve the purposes of use
(2) Scope of parties to joint use
Xenera Co., Ltd. and its domestic and overseas affiliates
(3) Purpose of use of the parties to joint use
Same as 3. (1) above.
(4) Name and address of the person responsible for managing the personal data, and name of the representative
Xenera Co., Ltd. Information Management Section Manager
Procedures for disclosure of retained personal data or records of provision to a third party
Regarding retained personal data or records of third-party provision, you may request notification of the purpose of use, disclosure, correction, addition or deletion of content, suspension of use, erasure, and suspension of provision to third parties (disclosure, etc.).
Xenera will respond to requests for disclosure, etc. of personal information, retained personal data, and records of third-party provision thereof in the following procedure.
1. Receiving requests for disclosure, etc.
(1) Contact us at the address below.
We will provide you with the "designated form" by mail or email attachment. After receiving it, please fill in the necessary information and send it by mail or in person to the address below, along with the necessary documents.
5F Sanai Kayabacho Bldg., 2-13-11,NihombashiKayaba-cho, Chuo-ku,Tokyo, Japan 103-0025
Xenera Co., Ltd. Personal Information Inquiry Desk
Email address: privacy[@]xenera-corp.com
(2) Method of confirming that the person making the request for disclosure, etc. is the person himself/herself or an agent
A) The person making the request for disclosure, etc. will be confirmed as the person himself/herself by the complaint consultation desk manager using the documents to confirm the identity of the person making the request for disclosure, etc. as specified below.
B) The person making the request for disclosure, etc. will be confirmed as an agent by the complaint consultation desk manager using documents to confirm the identity of the person making the request for disclosure, etc., as well as documents to prove the relationship between the person to be disclosed and the agent as specified below for voluntary agents and legal agents (guardians of minors, guardians of adults, and parents).
C) In order to confirm the identity of the person and the agent, it is necessary to present something that lists the name, photo, and address of the person making the request for disclosure, etc.
Example)
・Driver's license
・Passport
・Individual number card (My Number card) (with photo, copy of front side only)
・Residence card or special permanent resident certificate
D) The documents proving the relationship between the disclosure target and the agent are as follows.
a) In the case of an optional agent
・Power of attorney stating that "the authority to receive the results of disclosure, etc. is delegated"
・If the agent is a lawyer, a document showing the registration number
b) In the case of a guardian of a minor
Certified copy of family register or certificate of registered matters (both within 6 months from the date of issue)
c) In the case of a guardian of an adult
Certified copy of registered matters (both within 6 months from the date of issue)
d) In the case of a person with parental authority
Certified copy of family register or certificate of residence (both within 6 months from the date of issue)
2. Fees for "requests for disclosure, etc." and collection method
Only in the case of a request for notification of the purpose of use or disclosure, the following amount (including postage to be charged separately) will be charged for each request. Please enclose a fixed-amount postal money order for the amount listed below when mailing your request documents.
Fee: 1,000 yen
3. Notification of review results
We will notify you of the results of our review without delay using the following methods.
・Written notice by post, email, or hand delivery
・Or the method desired by the applicant that we deem possible
Written notices will be sent by selecting one of the following appropriate methods.
・Mail the reply to the address of the registered person or legal representative
・Email the reply to the email address of the registered person or legal representative
Written notices will be handed over after confirming documents verifying the identity of the applicant and the representative.