Actus Management Services, K.K. Privacy Policy

Actus Management Services, K.K. (“Actus”) recognizes the importance of protecting all the personal information, including personal information held by the clients, and individual numbers and specific personal information, in providing comprehensive management consulting services on accounting, human resource/labor regulations, and system, as well as various outsourcing services including bookkeeping and payroll calculation. Therefore, Actus has set out the following privacy policy and will ensure proper operation of the policy.

1.Acquisition, Use and Provision of Personal Information

Actus will, with regard to personal information, ensure proper acquisition, use and provision, and implement necessary measures to prevent any unintended use and strict training to employees. Actus will not disclose or provide the personal information to third parties without prior consent of the individual concerned, except in the cases where there is justifiable reason, such as being required by law.

2.Compliance with Laws and Regulations

Actus will comply with laws and regulations, and government guidelines and other rules related to personal information and specific personal information.

3.Security Measures

For the personal information acquired, Actus will take measures for prevention and correction of unauthorized access, leakage, loss or damage, and retain and store the information securely under strict control.

4.Response to Complaints and Inquiries

Actus will set up complaint hotline for personal information, and respond with integrity.

5.Continuous Improvement

Actus will establish management system to protect personal information, keep our employees and a subcontractor fully informed, and be committed to continuous improvement.

Enacted on December 28, 2004
Last revised on January 1, 2016
Actus Management Services, K.K.
Yukito Kato, Representative Director

Contact Details for Personal Information
Chief of General Affairs Department
Akasaka Chuo Building. 7F, 3-2-6, Akasaka, Minato-ku, Tokyo 107-0052, JAPAN
Tel:03-3224-8888 Fax:03-5575-3331
Email:info@actus.co.jp
URL:https://www.actus.co.jp

Regarding the Handling of Personal Information

Purpose of Use of Personal Information

Actus will use the personal information acquired within the scope of the following purpose of use.

Personal Information Acquired Directly from the Individual Concerned by a Written Document

Personal InformationPurpose of Use
Personal information acquired in order to provide services ordered
(Services)
Services for the matters listed below and other services ordered by a contract
・Management consulting
・Corporate reorganization
・Corporate restructuring
・Business succession
・Securitization/Fluidization
・Salary evaluation system
・Rules of employment
To provide the services ordered
Personal information of clients’ contact persons etc.To make contact in providing services, inform clients of seminars and our services, deliver information on tax accounting, and carry out client service survey
Personal information acquired from the notification etc. when Actus arranges insurance contractTo execute the insurance contract
Personal information acquired from the survey form at the seminars and other eventsTo improve operation and quality of a seminar, provide an answer to question, inform future seminars and our services, and deliver information on tax accounting
Personal information acquired from inquiryTo provide an answer to the inquiry
Personal information acquired from personal resume, when candidates apply for the job at Actus or sign up for recruitment seminarTo carry out the recruitment and selection
Personal information acquired from our employees in filling out notificationTo practice health management, labor management, welfare benefits, and work management/
To submit notification or report required by laws and regulations to public offices and public organizations/
To submit notification or report to industry association

Personal Information Acquired NOT Directly from the Individual Concerned by a Written Document

Personal InformationPurpose of Use
Personal information acquired from an outsourcer or a vendor entrusted by the outsourcer when Actus provides outsourced servicesTo carry out the outsourced services
Personal information of participants acquired from a co-organizer when Actus co-organizes a seminar with other companiesTo improve operation and quality of a seminar, provide an answer to the question, inform future seminar and our services
Personal information of participants acquired from an external seminar organizer when Actus provide a lecture in the seminar or eventsTo improve operation and quality of a seminar, provide an answer to the question, inform future seminar and our services
Personal information such as contact information acquired when Actus receives an inquiry through referralsTo provide an answer to the inquiry
Personal information provided by a third party such as recruitment agency with regard to recruitment activityTo carry out the recruitment and selection

Provision of Personal Information to Third Parties

Actus will not provide personal information to a third party, except in the following cases. For specific personal information, Actus will not provide it to a third party, unless required by laws or regulations.

  • where the prior consent is obtained
  • where necessary in order to protect the life, body, or property of an individual, and difficult to obtain the consent of the person
  • where requested by judicial branch of the government and administrative organization based on laws
  • where necessary to provide personal information due to a merger, corporate separation or business transfer etc.
  • where Actus provides insurance company with information within the scope necessary for carrying out the operation associated with insurance solicitation services

Entrust of Personal Information

  • Actus may entrust handling of personal information to an outside subcontractor under our proper supervision, in order to achieve the purpose of use.
  • If otherwise specified on an individual contract, the terms of the contact shall prevail.

Procedures for Disclosure

  • Personal information subject to request to notify the purpose of use of personal information; to disclose; to correct, add or delete content from; to discontinue use of; to erase; or to discontinue provision to a third party (hereinafter referred as “Disclosure Requests etc.”) is the information complied in database or constructed for systematic searching by Actus. However, if Actus has no authority to accept Disclosure Requests etc. for the personal information acquired (for the reason that Actus is merely an outsourced company, or for other reasons), such information will not be subject to Disclosure Requests etc.
  • Purposes of use of personal information subject to Disclosure Requests etc. are as listed in above-mentioned “Personal Information Acquired Directly from the Individual Concerned by a Written Document” and “Personal Information Acquired NOT Directly from the Individual Concerned by a Written Document”.
  • Procedures of Disclosure Requests etc. are as follows.
    1. Please contact the Chief of General Affairs Department to make a request. Actus will send the individual concerned explanatory guidelines on procedures and necessary documents by mail or e-mail.
    2. Please fill out the documents and send them along with identity verification documents (copy of any one of the followings: both sides of driver’s license, both sides of health insurance card, passport, pension handbook, residence certificate or foreign resident registration card), power of attorney (for the case of request through an agent only) and postage stamps equivalent to 500 yen as processing fee (for the case of disclosure request only).
    3. Actus will respond swiftly as soon as the documents arrive, and provide an answer by mail. Actus will inform the individual concerned of the reason in case where the request cannot be fulfilled thoroughly or partially.

Voluntary Provision of Personal Information

The provision of personal information is voluntary. However, refusal to do so may render the service request impossible.

Handling of Personal Information on our Website

  1. Measures Taken to Prevent Information Interception
    When clients provide confidential information such as personal information by themselves via the websites managed by Actus, SSL (Secure Socket Layer), encryption technology, will be used to prevent information interception by unauthorized third parties.
  2. Use of Log Information
    Actus records information in the access log including the clients’ IP address when the client visits our website. The information will be used for analyzing website usage trends, and not for identifying any particular individual expect where user authentication is required.

Amendments

Actus may amend “Regarding the Handling of Personal Information” without prior notice, as required due to amendments in related laws and regulations or our policy changes.

Contact Details and Complaint Hotline

  1. Contact Details and Complaint Hotline
    Please contact the following address or number to make inquiries on disclosure, changes or discontinuation of personal information.
    Chief of General Affairs Department
    7th floor, Akasaka Chuo Building, 3-2-6, Akasaka, Minato-ku, Tokyo 107-0052 Japan
    Tel:03-3224-8888
    FAX:03-5575-3331
    Email:info@actus.co.jp
  2. Personal Information Protection Administrator
    Please contact the following address or number to reach our Personal Information Protection Administrator.
    Naoto Kasuya
    7th floor, Akasaka Chuo Building, 3-2-6, Akasaka, Minato-ku, Tokyo 107-0052 Japan
    Tel:03-3224-8888
    FAX:03-5575-3331
    Email:info@actus.co.jp
  3. Contact for filing to resolve a complaint about the handling of personal information subject to disclosure
    Actus is registered as a target entity with the following Accredited Personal Information Protection Organization. For complaints about handling of personal information to be disclosed, the following contact is also available, in addition to our contact for personal information.

    Name of the Accredited Personal Information Protection Organization: JIPDEC
    Contact for filing to resolve a complaint:
    Personal Information Protection Consultation Service Office
    Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032 Japan
    Tel:03-3224-8888 / 0120-700-779