Public Disclosure Items Based on the Act on the Protection of Personal Information

Yamatane Corporation (hereinafter “the Company”) publicly discloses the following items in accordance with the Act on the Protection of Personal Information.

• 1. Name of Personal Information Handling Business Operator

  Yamatane Corporation
  1-2-21 Etchujima, Koto-ku, Tokyo 135-8501

• 2. Representative

  Iwao Kawaharada, Representative Director and President

• 3. Personal Information Protection Manager

  Head of Administration Division

• 4. Purposes of Use for Personal Information and Retained Personal Data

  a.We use personal information and data including names, addresses, phone numbers, and workplaces received from customers and business partners for the following purposes:

  
  

  • ・To develop, provide, and introduce products and services in our businesses (logistics, food, real estate, information, and others)
  • ・To provide information about and manage events that we sponsor, support, or co-sponsor
  • ・To provide and send corporate publications and various related materials
  • ・For customer billing and fulfillment of contractual obligations
  • ・For entry/exit management via visitor cards

  b.We use surveillance camera footage from cameras installed on our premises for security and disaster prevention purposes within our facilities.
  

  c.We use personal information obtained from job applicants, including names, addresses, phone numbers, and other information from resumes and interviews, as well as personal data obtained from affiliated job search sites, for recruitment screening, providing information, and communication procedures.

  d.We use personal information and data from employees, including sensitive personal information such as names, addresses, phone numbers, dates of birth, gender, and health information, for employment management (payroll processing, labor management, social insurance procedures, personnel transfer decisions, etc.).

• 5. Joint Use of Personal Information and Retained Personal Data

  • (1) Scope of Group Companies Sharing Information
  • ・Yamatane Logistics Co., Ltd
  • ・Yamatane Logiworks Co., Ltd
  • ・Shinyo・logi co., Ltd.

  • ・Yamatane Document Management Co., Ltd

  • ・KYOKUTO Co., Ltd
  • ・Shokukai Co., Ltd
  • ・BLUE SEED NIIGATA Co., Ltd
  • ・AgriBase Tsuji Co., Ltd
  • ・Nousan Best Partner Co., Ltd
  • ・SINRIKI Co., Ltd
  • ・TML Co., Ltd

  • ・Yamatane System Solutions Co., Ltd

  • ・Yamatane Expert Co., Ltd
  • (2) Items of Personal Information and Retained Personal Data for Joint Use

  • ・Employee names, addresses, contact information, photos, work history, department affiliations, salaries, performance evaluations, ages, dates of birth, etc.

  • ・Names, affiliations, work addresses, phone numbers, and email addresses of business partner sales representatives, etc.

  • (3) Purposes of Joint Use of Personal Information and Retained Personal Data

  • ・For personnel management, emergency contact list creation, and safety confirmation during disasters

  • ・For sales activities and materials procurement

  • (4) Methods of Obtaining Jointly Used Personal Information and Retained Personal Data

  • For employees: Direct written collection through hiring procedures
    For business partner representatives: Collection through business card exchanges by sales staff

  • (5) Entity Responsible for Managing Jointly Used Personal Information

  • ・Yamatane Corporation Personal Information Protection Manager

• 6. Procedures for Notification of Purpose of Use and Disclosure of Third-Party Provision Records

  (1) Requests for Notification of Purpose of Use and Disclosure of Purpose of Use and Third-Party Provision Records
  To request notification of purpose of use, please complete the Purpose of Use Notification Application Form. To request disclosure of purpose of use and third-party provision records, please complete the Disclosure Application Form, attach the required documents, and mail them to the address below.
  
  Mailing Address:Personal Information Protection Complaints and Consultation Desk
  Yamatane Corporation
  1-2-21 Etchujima, Koto-ku, Tokyo 135-8501

  • (2) Identity Verification

  • To verify your identity, please submit a copy of one of the following: driver’s license, passport, foreign resident registration card, or My Number card; or copies of two of the following: health insurance card, pension handbook, welfare handbook, or certificate of residence. Documents submitted will be properly disposed of immediately after your request has been processed.
    If a representative needs to request notification or disclosure of purpose of use or third-party provision records, please enclose either document a) or b) below in addition to the documents mentioned above.

  • a）For legal representatives:
    Documents confirming legal representative authority (such as family register transcript)
    Documents verifying the legal representative’s identity (as specified in item ①)
    

    b）For appointed representatives:
    Our designated power of attorney form (with registered seal)
    One certificate of registered seal
    

  (3) Response Method for Requests for Notification and Disclosure of Purpose of Use and Third-Party Provision Records
  We shall respond in writing to the address provided on the application form.
  

  • (4) Reasons for Non-Notification or Non-Disclosure of Purpose of Use and Third-Party Provision Records

  • We may not provide notification or disclosure of purpose of use or third-party provision records in the following cases. If we decide not to provide notification or disclosure, we shall inform you of our decision with the reasons.

    
    

  • ①When identity cannot be verified because the address on the application does not match the address on the identity verification documents

  • ②When representative authority cannot be confirmed for applications by representatives

  • ③When the prescribed application form is incomplete

  • ④When the subject of the disclosure request does not qualify as retained personal data

  • ⑤When disclosure may harm the life, body, property, or other rights of the individual or third parties

  • ⑥When disclosure may significantly interfere with our proper business operations

  • ⑦When disclosure would violate other laws

• 7. Procedures for Correction and Suspension of Use

  (1) Requests for Correction or Suspension of Use
  To request corrections, please complete the Correction Application Form. To request suspension of use, please complete the Suspension of Use Application Form, attach the required documents, and mail them to the address below.
  
  Mailing Address:Personal Information Protection Complaints and Consultation Desk
  Yamatane Corporation
  1-2-21 Etchujima, Koto-ku, Tokyo 135-8501

  (2) Identity Verification
  Identity verification follows the procedures outlined in section 6.(2) above.

  (3) Response Method for Requests for Correction or Suspension of Use
  We shall respond in writing to the address provided on the application form.

• 8. Measures Taken to Ensure the Security of Retained Personal Data

  a. Establishment of Basic Policy
  We have established a basic policy covering compliance with relevant laws and guidelines and complaints and consultation desk to ensure proper handling of personal data.

  b. Development of Rules for Handling Personal Data
  We have established regulations covering handling methods, responsible parties, personnel in charge, and their duties for each stage of personal data processing including acquisition, use, storage, provision, deletion, and disposal.

  c. Organizational Security Measures
  We have appointed a manager responsible for personal data handling, clearly defined the employees who handle personal data and their scope of work, and established a reporting system to the responsible manager when violations or potential violations of laws or handling regulations are identified. We conduct regular self-assessments of personal data handling status and implement audits by personnel from other departments.

  d. Personnel Security Measures
  We conduct regular training for employees on important considerations for handling personal data. We have included confidentiality provisions regarding personal data in our employment regulations and clearly state these in contracts with personal information service providers.

  e. Physical Security Measures
  We manage entry and exit of employees in areas where personal data is handled and implement measures to prevent unauthorized viewing of personal data. We have implemented measures to prevent theft or loss of equipment, electronic media, and documents containing personal data.

  f. Technical Security Measures
  We have implemented access controls to limit the personnel who handle data and the scope of personal information databases. We have introduced systems to protect information systems handling personal data from unauthorized external access or malicious software.

  g. Understanding External Environment
  When storing personal data on cloud services or servers located in foreign countries, we have established a system to investigate and evaluate the personal information protection systems of management companies and the personal information protection laws of relevant countries in advance.

• 9. Contact Information

  Personal Information Protection Complaints and Consultation Desk,
  Yamatane Corporation
  1-2-21 Etchujima, Koto-ku, Tokyo
  135-8501

  Phone+81-3-3820-1111

  Click here to contact us via form Contact Form

• 10. Accredited Personal Information Protection Organization

  We are a covered business operator of the Japan Institute for Promotion of Digital Economy and Community (JIPDEC), an accredited personal information protection organization.
  JIPDEC accepts complaints and consultations regarding personal information handling by covered business operators.
  
  Name of Accredited Personal Information Protection Organization:
  Japan Institute for Promotion of Digital Economy and Community
  
  For complaints, contact:
  JIPDEC Accredited Personal Information Protection Organization Secretariat
  Roppongi First Building,
  1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
  Phone: +81-120-700-779

June 21, 2024
Yamatane Corporation
Iwao Kawaharada, Representative Director and President

About the PrivacyMark

We have received PrivacyMark certification from the Japan Institute for Promotion of Digital Economy and Community (JIPDEC).
The PrivacyMark is granted to business organizations that have established systems for appropriate protection measures for personal information in compliance with JIS Q 15001, “Personal information protection management systems—Requirements.”