Privacy Policy

In order to support improved production and management efficiency for our customers, Shin Shin Co., Ltd. provides the optimal supply chain solutions. In this way, our goal is to earn the satisfaction and trust of our customers while also contributing to society. One of our main businesses is order fulfillment, and handling large volumes of personal information is part of this work. As such, we consider the protection of personal information to be our social responsibility and are implementing the following initiatives for this purpose.

1. 1. Acquisition of Personal Information

   Whenever individuals provide their personal information to our company or register it with us, we specify the purpose for its usage, and after notifying the person providing it regarding the outsourcing operation, implementation method, and point of contact, we acquire personal information within the necessary scope.

2. 2. Usage of Personal Information

   Our company uses personal information strictly within the scope necessary to achieve our goal, and we will never use it for any other purpose without the approval of the person concerned and a valid reason for doing so.
   In addition, there are measures in place to prevent using personal information for purposes other than those stated above.

3. 3. Management of Personal Information

   Our company takes measures to ensure the safe handling of personal information.
   (Organizational Security Management Measures)
   Each department that handles personal information appoints a person responsible for protecting personal information, and promotes security management after establishing an Information Management Committee. As a result, a system has been established to promptly report any violation of laws, regulations, or internal regulations, or the possibility of such violations, to the person in charge. Internal audits are also conducted on a regular basis.
   (Personnel Security Management Measures)
   Our company continuously educates and enlighten our employees on the matters to be noted regarding the handling of personal information, and stipulate the obligation of confidentiality in the Work Rules and conclude confidentiality agreements with all employees.
   (Physical Safety Management Measures)
   In addition to restricting the access control of employees in areas where personal information is handled and restricting the use of portable devices, Our company is taking measures to prevent unauthorized access to personal information. Our company also takes measures to prevent the theft or loss of equipment, electronic media, and documents that handle personal information.
   (Technical Safety Management Measures)
   Access control is implemented to limit the scope of personnel and personal information databases handled. Our company has also introduced a mechanism to protect information systems from unauthorized access from outside and from unauthorized software.
   Also, please refer to the following for security on our website.

4. 4. Restriction on Provision to Third Parties

   Our company will never provide or disclose personal information to any third party unless the applicable individual agrees to do so in advance, outsourcing operations are requested, or there is any other justifiable reason.

5. 5. Revision of Personal Information

   Our company will takes appropriate action when we modify, confirm, revise, delete or otherwise revise personal information.

6. 6. Complaints and Consultations

   Our company will promptly carry out investigations the facts and take appropriate handling measures in the event we receive complaints or consultations regarding the handle of personal information.

7. 7. Compliance with Laws and Ordinances

   Our company complies with laws and ordinances, guidelines set by relevant authorities, other standards, and our internal standards based on JIS Q 15001.

8. 8. Continuous Improvement

   Our company carries out day-to-day inspections and regular audits regarding the implementation status of items 1. through 7. above, and an internal framework for continuous improvement is in place. In addition, our company revises and improves our management system as necessary in response to environmental changes.

*For inquiries related to our privacy policy, please use the contact information below.

2-17-25, Mita, Minato-ku, Tokyo 108-8325,
Japan Shin Shin Co., Ltd.
General Affairs Department Chief, Management Headquarters 　Tel: +81-3-3455-1961
(Availability: 9:00 a.m. - 5:30 p.m. Except on days the company is closed.)

Note that, for people with questions and inquiries related to operations such as disclosure, revision, correction, deletion for their personal information provided to us through our website, our company accepts these inquiries through the site where you entered the personal information.

Official Announcement Based on the "Act on the Protection of Personal Information”

Based on the Act on the Protection of Personal Information (hereinafter: The Act), Shin Shin Co., Ltd. (hereinafter: Our company) hereby announces the following matters.
This official announcement includes required items regarding "states where user information can be easily acquired" and "user status information which could be acquired (including prompt answers to user requests)." In addition, "personal information" here refers to "personal information," "personal data," and "retained personal data," as defined in The Act, and also includes specific personal information as defined in the "Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures" (hereinafter: Numbers Act).

1. １． Name of Business Handling Personal Information and Personal Information Protection Manager

   “Shin Shin Co., Ltd.” Senior General Manager,Administration Headquarters Tel: +81-3-3455-1961

2. ２．Acquisition and Use of Personal Information

   [1] When acquiring personal information in a written format (Note) directly from customers, we will explicitly state the usage purpose each time.

   (Note) This includes records created by means which cannot be identified by human perception such as electronic and magnetic storage media. In addition, this also includes cases when information is entered through web pages or email forms displayed on PCs, cell phones, or other devices while online.

   [2] When information is acquired through a means other than those listed in [1] above, it is handled within the usage purposes scope shown in the table below (personal information which identifies specific individuals is never used outside the scope of My Number usage operations).

   [3] Our company will use personal information within the scope required to achieve the usage goals listed below.

   Types of personal information

   Usage purposes

   (1) Personal information related to customers and suppliers

   • To fulfill contractual obligations and exercise rights
     （However, Our company has no right to disclose related personal information that is obtained from corporate customers requesting outsourcing services.）
   • To provide information related to products and services
   • To assist with product and service improvement, as well as the development of new products and businesses
   • To provide services related to the above
   • To prepare payment records to be submitted to the Tax Office based on the Income Tax Act, etc.
   • To achieve other goals explicitly stated to customers in advance for which they have given their consent

   (2) Personal information related to our company's stockholders

   • To fulfill legal obligations and exercise rights
   • To provide various benefits from our company related to stockholders' positions
   • To create and manage stockholder data according to the prescribed standards of various laws and ordinances

   (3) Personal information related to inquiries and complaints

   • To make contact and manage responses
   • To improve our company's business activities based on the opinions or requests included in the inquiry

   (4) Personal information related to individuals applying for employment at our company

   • To make contact, provide information, and make employment selections

   (5) Personal information related to our company’s employees

   • For the proper employment management and related works of employees

   [4] Our company does not carry out shared use for any personal information.

   [5] If Our company needs to go beyond the usage purpose scope for which customers have given consent or use personal information for a different purpose, we will notify the applicable customer of the new usage purpose in advance and will only carry out this usage after consent has been received again. However, if the new usage purpose identical or related to a previous usage purpose and within a reasonable scope, this restriction will not apply.
   (Personal information which identifies specific individuals is never used outside the scope of My Number usage operations, regardless of whether the applicable customer provides consent.)

   (Note) Providing personal information is voluntary, but please note that if you do not provide specific personal information, some services may not be available to you (or we may not be able to provide).

3. 3. Provision of Personal Information to Third Parties

   Our company carries out proper management of the personal information received from customers, and will never provide this information to any third party without prior consent from the applicable customer (and will never provide personal information which identifies specific individuals to a third party, regardless of whether the applicable customer provides consent). However, the following cases (for personal information which identifies specific individuals, corresponding to the restrictions of the Numbers Act Article 19) are exceptions.

   • When all or a portion of personal information handling within the necessary scope for achieving usage purposes is being outsourced to a third party.
     (In this case, our company will execute a contract related to the handling of personal information with the applicable outsourcing agent for the purposes of maintaining confidentiality and ensuring safety management and will also carry out appropriate management and observation of the applicable outsourcing agent.)
   • In the case of compliance with any laws and ordinances.

4. 4. Matters Related to the Procedure to respond to Requests for Disclosure, etc.

   Our company handles requests such as notice, disclosure, modification, addition, deletion refusal to use or provide, or request to disclose any records of provision to third-parties from the applicable customer or their representative ("Requests").
   [1] Items subject to disclosure

   The items subject to disclosure are name, address, gender, date of birth, phone number, email address, and other prescribed information. For more information, please refer to our company's "Personal Information Disclosure Request Form," which is included below.

   [2] Point of contact for Requests

   For requests for disclosure, etc., please fill in the necessary information on the prescribed application form and mail it to the name and address below. In addition, please write "Disclosure request application form enclosed" on the envelope in red ink.

   
   2-17-25, Mita, Minato-ku, Tokyo
   108-8325, Japan Information Management Committee Executive Office, Shin Shin Co., Ltd.

   (3) Documents (forms) to be submitted when making a disclosure requesupon Requests

   For Requests, download (Japanese) the following application form (A), and after filling in all the necessary information, mail it along with documentation to verify your identity (B) to the address below.

   (A) Our company's prescribed application form

   "Personal Information Disclosure Request Form"

   (B) Documentation to verify your identity

   In order to prevent leaks of personal information through impersonation of others, we require one of the following documents to be enclosed with your application for identity verification purposes.

   (1) If the requester is an individual who belongs to a company, school, or group
   one (1) copy of an employee ID card or company pass (with name and address printed) or business card (for students, student ID or similar documentation)

   (2) If the requester is an individual (one of the following documents)

   • Copy of driver's license
   • Copy of passport
   • Copy of pension or welfare book
   • Copy of My Number card (front side only)
   • Copy of residence card

   [4] Requests from a representative

   If the requester is a minor or adult ward of the state, and Requests are being submitted by a legal representative or representative appointed for the request by the applicable individual, please enclose the following documents with the request in addition to the identity verification documentation in (1) above.

   (1) Requests from a person who has parental authority
   one (1) copy of a certificate of residence (without My Number printed), family register, or certificate of individual records
   *For confirming the relationship between the applicable individual and the representative.
   *Black out permanent domicile information before sending.

   (2)Requests from a guardian of an adult other than a person who has parental authority

   • Official certificate indicating the applicable individual and representative: one (1) copy
   • One document
     to verify the identity of the agent (Copy of driver's license, copy of passport, copy of certificate of residence (without My Number printed), or copy of My Number card (front side only), family register, or certificate of individual records) *Black out permanent domicile information before sending. ★

   (3) Requests from delegated representatives

   • Power of attorney (stamped by the applicable individual): one (1) copy
   • Certification of registered seal for the applicable individual: one (1) copy
   • One document
     to verify the identity of the agent (Copy of driver's license, copy of passport, copy of certificate of residence (without My Number printed), or copy of My Number card (front side only), family register, or certificate of individual records) *Black out permanent domicile information before sending. ★
   [5] Fees for Requests

   For requests and usage purpose notification requests, an 800 yen fee will apply for each request submitted. (Other applications are free of charge) Please enclose
   an 800-yen fixed amount postal money order in the same envelope as your application materials.
   *If the fee enclosed is insufficient or no fee is enclosed, we will contact you to notify you of this issue, but please be aware that if no payment is received within the designated period your application will be considered void.

   [6] How to reply to Requests

   A response will be issued in writing to the applicant's address as included in the application.

   [7] Purpose of personal information acquired for Request
   

   Personal information acquired in the course of Requests will be handled solely within the necessary scope for the applicable requests. After a response to Requests have been issued, the documents submitted related to the requests will be stored for a 5-year period, after which they will be disposed of.

   [8] Non-disclosure of personal information

   In the following cases, personal information will not be disclosed. When a non-disclosure determination is made, a notification will be issued stating as such along with the reason for the decision. In addition, please be aware that fees will not be returned even in non-disclosure cases.

   • When the address printed on your application form does not match the address printed on your identity verification documents or the address registered with our company, or the applicable individual's identity cannot be verified for some other reason
   • When representative rights cannot be confirmed for applications submitted by representatives
   • When there are insufficiencies with the prescribed application form
   • When our company has no authority to handle Requests
   • When there are concerns the disclosure could infringe on the rights and benefits of the applicable individual or a third party such as life, body, or property
   • When there are concerns Requests could be a striking hindrance to proper implementation of our company's operations
   • When the Requests is in violation of some other law or ordinance

5. 5. Matters regarding the point of contact for complaints

   [1] Point of contact for complaints regarding the handling of personal information
   For complaints related to our company's handling of personal information, please contact the department in charge stated when you registered your information with us.
   If the department in charge is unclear, please use the following contact information.
   
   (1) By phone
   Information Management Committee Executive Office, Shin Shin Co., Ltd.
   +81-3-3455-1961 (representative)
   
   (2) By letter Information Management Committee Executive Office, Shin Shin Co., Ltd
   . 2-17-25, Mita, Minato-ku, Tokyo 108-8325, Japan (3) IVisit our office
   (3) Visit our office
   Please be aware that we cannot accept complaints from individuals visiting our company directly. Thank you for your understanding.

   [2] Name of accredited personal information protection organization to which our company belongs and where to file a complaint
   At present, our company does not belong to any accredited personal information protection organization.