We recognize the importance of protecting personal information in the digital society and try to protect personal information and handle specified personal information properly based on the following policy.

1. Compliance with Laws and other Regulations on Personal Information

We shall comply with the "Act on the Use of Personal Information to Identify Specific Individuals in Administrative Procedures", "Act on the Protection of Personal Information", "Guidelines for the Proper Handling of Specified Personal Information (Business Edition)", "Guidelines on the Act on the Protection of Personal Information", and other norms.

2. Acquisition of Personal Information

In acquiring personal information, we shall act lawfully and fairly.

3. Use of Personal Information

• Ⅰ. We will use personal information within the scope of use indicated at the time of acquisition.
• Ⅱ. We will not use personal information in a manner that may encourage or induce illegal or unjust acts.
• Ⅲ. In the event that we share personal information within the group or with a third party, or entrust the handling of personal information to a third party, we will appropriately manage the information to ensure that the third party maintains confidentiality.

4. Management of Personal Information

• Ⅰ. We will maintain the accuracy of personal information and manage it securely.
• Ⅱ. In order to prevent loss, alteration, destruction or leakage of personal information, we will implement appropriate information security measures against unauthorized access, computer viruses and other threats.

5. Disclosure, Correction, Suspension of Use, and Deletion of Personal Information

• Ⅰ. We take it very seriously the fact that people have the right to request disclosure, correction, suspension of use, deletion of the personal information.
• Ⅱ. We have established a "Personal Information Inquiry Desk" and will deal with any such requests in a reasonable manner.

6. Personal Information Management and Operation

• Ⅰ. We will designate a personal information protection manager and implement appropriate personal information management.
• Ⅱ. We will provide training to our directors and employees on the protection and proper management of personal information, and ensure that personal information is handled properly in their daily operations.

7. Establishment, Implementation, Maintenance, and Improvement of Rules for Personal Information Protection

In order to thoroughly implement this policy, we have established "Rules for Handling Personal Information Protection and Specified Personal Information". We will ensure that all of our employees and related parties are fully aware of these rules. In addition, we will promptly implement necessary improvements to maintain the effectiveness of the appropriate handling of personal information protection and specified personal information.

In accordance with the "Act on the Protection of Personal Information" the following matters will be publicly announced. This includes matters that the Company is obligated to make available to the individual (including cases in which the Company responds to the individual's request without delay).

1. Matters concerning Public Announcement of Purposes of Use of Personal Information

• Ⅰ. Purposes of use of personal information when personal information is acquired directly other than in writing or indirectly
  • ⅰ. When acquiring personal information in writing directly from customers, employees, employees of subcontractors, and business owners and collaborators (hereinafter referred to as "customers"), the purpose of use shall be clearly stated in each case. In other cases where personal information is acquired directly or indirectly, it will be handled within the limits of the purposes of use [Appendix], except in the cases described in ii. and iii. below.
  • ⅱ. In the event of a change in the purpose of use, we will clearly state the changed purpose of use.
  • ⅲ. Exemptions from the following cases.
    • a. There is a risk of harm to the life, body, property, or other rights or interests of the individual or a third party
    • b. There is a risk of harm to the rights or legitimate interests of the Company
    • c. Other cases as required by law (when it is necessary to cooperate with government agencies, or others.)
• Ⅱ. Purpose of Use of Personal Information for Entrustment
  The purpose of use of personal information for entrustment is handled within the scope of the restrictions [Appendix].
• Ⅲ. Matters related to Joint Use
  In order to provide comprehensive services among the group companies of Meisei, information will be shared within the scope of the purpose of use. The items of information jointly used are as follows.
  • ⅰ. Personal Data Items
    * Engineers' information
  • ⅱ. Scope of Users
    * Business Partners, MIRAIT Corporation, MIRAIT Group Companies
  • ⅲ. Purpose of Use
    * As shown in [Appendix].
  • ⅳ. Name, address, and name of representative of the person responsible for the management of the relevant personal data
    * Meisei Correspondence Co.,LTD.

2. Provision of Personal Information to Third Parties

We will properly manage the personal information we have acquired and will not provide it to any third party without prior consent of the person concerned. However, the following cases are excluded.

• Ⅰ. When required by Law
• Ⅱ. When it is necessary for the protection of the life, body, or property of an individual and it is difficult to obtain the consent of the individual
• Ⅲ. When disclosure is particularly necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the consent of the person
• Ⅳ. When it is necessary to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government to execute the duties prescribed by law, and obtaining the consent of the individual is likely to impede the execution of such duties.
• Ⅴ. When the third party is an academic research institution and at the same time it is necessary for the third party to handle the relevant personal data for academic research purposes (Purpose of handling the relevant personal data)

3. Matters concerning retained personal data that should be made available to customers.

The purposes of use of the retained personal data of the Company are as shown in [Appendix].

4. Matters Concerning Procedures for Responding to Requests for Disclosure.

The Company will respond to requests for disclosure, correction, suspension of use of retained personal data from the relevant individual or his/her representative.

• Ⅰ. Items Subject to Request for Disclosure
  The items of retained personal data subject to disclosure are as follows
  • ⅰ. Name
  • ⅱ. Address
  • ⅲ. Telephone number
  • ⅳ. E-mail address
  • ⅴ. Gender
• Ⅱ. Contact Information for Requests for Disclosure
  Requests for disclosure should be mailed to the following address with the prescribed application form and required documents attached.
  Attention to: General Affairs, Meisei Correspondence Co., LTD.
  Chofu NK Bldg. #301, 4-20-2 Fuda, Chofu-city, Tokyo 〒182－0024 Japan
  TEL: 042-441-3333
• Ⅲ. Forms to be submitted when requesting disclosure
  When making a request for disclosure, please obtain the following application form in advance by calling the above phone number, fill in all the prescribed items, and send it by mail. The form must also be accompanied by relevant documents for identification.
  • A. Application Form
    • a. "Retained Personal Data" Application for Disclosure
      *For disclosure, correction, addition, or deletion
    • b. "Retained Personal Data" Application for Suspension of Use, etc.
      *In case of suspension of use or deletion
  • B. Documents for Identification
    One copy of any of the following official documents: driver's license, health insurance card, passport
• Ⅳ. Forms to be submitted for a request for disclosure by a representative
  If the customer making the request for disclosure is a minor, a legal representative of an adult ward, or a representative authorized by the customer to make the request for disclosure, please enclose the following documents (A or B) in addition to the documents listed in the preceding paragraph.
  • A. In case of a legal representative
    • a. Declaration form (1 copy)
    • b. A document to confirm that the applicant has the right of legal representation (a copy of the family register or, in the case of a person with parental authority, a copy of the insurance card with the dependents' names on it is acceptable): 1 copy
    • c. One document to confirm that the applicant is a legal representative of a minor or an adult ward (a copy of any of the following official documents: driver's license, health insurance card, passport, etc. of the legal representative)
  • B. In case of a proxy by power of attorney
    • a. Power of attorney: 1 copy
    • b. One copy of the person's seal-impression certificate
• Ⅴ. Response to Requests for Disclosure
  Customers who have made a request for disclosure will be asked to choose the method of response.
  The method of response that can be selected is "by e-mail" or "in writing by mail".
• Ⅵ. Purpose of Use of Personal Information Obtained in Connection with Requests for Disclosure
  Personal information obtained in connection with a request for Disclosure shall be handled only to the extent necessary for the request for Disclosure. Documents submitted will be retained for two years after the completion of the response to the request for disclosure, and will then be disposed of.
• Ⅶ. Reasons for non-disclosure of retained personal data
  In the following cases, we will not disclose the retained personal data. In the case of non-disclosure, a notice will be given to that effect, together with the reason for the non-disclosure.
  • ⅰ. When the identity of the applicant cannot be confirmed, such as when the address on the application form, the address on the documents for identity verification, and the address registered with the company do not match.
  • ⅱ. When an application is submitted by a proxy and the proxy cannot be identified
  • ⅲ. When the prescribed application documents are incomplete
  • ⅳ. When the subject of the request for disclosure does not fall under the category of retained personal data
  • ⅴ. When there is a risk of harm to the life, body, property, or other rights or interests of the person in question or a third party
  • ⅵ. When there is a risk of significant hindrance to the proper conduct of the Company's business
  • ⅶ. When other laws and regulations would be violated

5. Maintaining the accuracy of personal information in our possession

If the identification number provided to us changes, we ask that you promptly report the change to us.

6. Matters concerning the contact point for complaints and consultations

Please contact the following for complaints and consultations regarding our handling of personal information.

【By telephone】
General Affairs Department, Meisei
TEL: 042-441-3333

【By letter】
General Affairs Department, Meisei
301, Chofu NK Building, 4-20-2 Fuda, Chofu-shi, Tokyo 182-0024, Japan

【Inquiries in person or by e-mail】
Please note that we do not accept inquiries by visiting our office or by e-mail.

*1 Types of Personal Information

Types of Personal Information*1	Purpose of Use
Personal information about customers	1. We will use the information to provide our services and notifications on billing and on various changes. 2. To reflect in the development, operation, improvement, and research and development of services. 3. To conduct customer satisfaction surveys and market research. 4. In order to facilitate smooth business operations, information obtained from items 1, 2, and 3 above will be shared and used by the MIRAIT Group. 5. Information will be used for security management of buildings. 6. In addition to the above, the information will be used for any other activities related to our business. 7. Individual numbers for Social Security and Tax related to customers are obtained only by the customer directly entering them into the system or by sending them by mail to the person in charge of handling specified personal information, etc., and are used only for the purpose of preparing payment records as stipulated by the Income Tax Law. We outsource a portion of the administrative work to a company that has the equivalent security control measures as those of ours.
Personal information provided for entrusted services	1. The Company will use personal information entrusted to us in order to perform various services requested by customers. 2. The Company will use personal information entrusted to us only for the purpose of executing the contract and the entrusted services. In addition, in order to accomplish the services for which various support requests have been received, the company may entrust the information to a subcontractor or provider.
Information on employees of subcontractors and personal information of business owners and collaborators	1. We will use the information to conclude contracts with subcontractors and to confirm the performance of those contracts. 2. We will use the information for work instructions, work management, and work management for employees of subcontractors. 3. We will use the information for technical confirmation of subcontracted engineers. 4. To manage the security of buildings. 5. To protect confidential information. 6. We will use the personal information for other business activities within the scope of legitimate business activities of the Company. 7. Individual numbers of employees of subcontractors and business owners and collaborators will be obtained only by direct input into the system by employees of subcontractors or business owners or collaborators, or by mailing to the person in charge of handling specified personal information of the Company, and will be used only for the purpose of preparing payment records and notifying workers' accident compensation insurance as stipulated by the Income Tax Law. We outsource some of the subject work to companies that have the equivalent security control measures as we do.
Information on Employees	1. Information will be used for business management, such as identification of employees involved in various business operations and system operation. 2. Used for business communication, equipment and facility management. 3. The information will be used for recruitment, appointment and dismissal, assignment, skill development, evaluation and assessment, commendation and disciplinary actions, personnel transfers to and from outside the company including secondment and transfer, outplacement, attendance management, and other operations incidental to personnel management. 4. The information will be used for attendance management, salary and benefit administration (including retirement allowances, pension payments, and various deductions), accounting, and health care management. 5. The Company will use the information for the provision of health insurance and other employee benefit services. 6. The Company will use personal information for tax, social insurance, and other administrative purposes as required by laws and regulations. 7. In order to achieve the purposes of use described in the above items, the Company will jointly use personal information necessary for the relevant employees, and provide such information to personnel transferees, labor unions, welfare organizations. 8. Individual numbers related to employees, will be used only for the purpose of withholding tax statement preparation, property formation tax-exempt housing savings and pension savings reporting, health insurance and employee pension insurance reporting, national pension third grade insured reporting, employment insurance reporting, workers' accident compensation insurance reporting, corporate pension payment, group insurance claim processing, and shareholding association-related entrusted affairs. Some of the subject clerical work is outsourced to companies that have the equivalent security control measures as those of the Company.