Personal Information Protection Policy
Policy Related to Protection of Personal Information
- 1) Every employee of the Company will be aware of the importance of protection of personal information, and obtain, use, and provide the same by lawful and fair methods within the scope necessary for the performance of the Company's business purposes. Further, personal information will not in any event be used for unintended purposes, and the Company will establish and implement appropriate measures to ensure the same. In the case where it becomes necessary to use personal information for unintended purposes, the Company will only do so upon obtaining consent of the data subject to such new purpose of use.
- 2) The Company will comply with all laws and regulations related to personal information, guidelines specified by the national government and other standards which is applicable to the Company, and process personal information in good faith.
- 3) The Company will establish reasonable security measures and preventive measures, both technical and organizational, against the risk of leak or loss of or damage to personal information. Further, the Company will conduct regular inspections and promptly correct any violation, issues or incidents it discovers, and implement preventive measures against vulnerabilities. The Company will provide thorough education related to safety to its employees.
- 4) The Company will appropriately and promptly respond to any complaints and consultations regarding its processing of personal information upon their receipt.
- 5) The Company will continuously review and improve the management system for personal information protection in order to appropriately use and thoroughly protect personal information. Improvements made by the Company will follow laws and regulations applicable and JISQ15001 standards.
Contact information for inquiries relating to the Personal Information Protection Policy and the processing of personal information
Science Arts, Inc. Personal Information Protection Office
MFPR Shibuya Bldg 5F, 1-2-5 Shibuya, Shibuya-ku, Tokyo, Japan, 150-0002
E-mail: privacy@science-arts.com
Established on April 1, 2005
Last amended on April 1, 2022
Science Arts, Inc.
President & CEO, Hidekazu Hiraoka
Processing of Personal Information
1. Name of Business Operator obtaining Personal Information
Science Arts, Inc.
2. Personal Information Protection Manager
Name: Takuya Matsuda
Title: Administration Division, General Manager
E-mail:privacy@science-arts.com
3. Use of Personal Information
1) The Company processes personal information for the purposes below. Please note that in providing the Company’s Services, the Company may process access information it obtained through use of technologies such as cookies, web beacons, advertising identifiers and location information sent by the device used by the user (including information automatically obtained by the Company’s systems).
| Information processed in relation to the provision of the Company's products and services | ● To provide and maintain the Company's products and services (including identity verification and other management of users). ● To provide information on the Company's products and services (including information related to support, maintenance, after-sales service, information on changes to terms of use and information on updates) and materials. ● To prevent and investigate and respond when a failure, malfunction, incident, unauthorized use or breach of contract relating to the Company's products or services happens. ● To investigate, research and develop, for the purpose of improving the quality of and conducting marketing activities for the Company's products and services. ● To exercise our rights or perform our obligations including invoicing and collection of various fees related to the Company's products and services and preservation of claims related thereto. ● To manage sales partners and other business partners. *The Company has no authority to disclose the personal information entrusted to it. For details, please contact us at the address indicated in Section 10. |
| Information of Shareholders | ● To exercise rights and perform obligations under the Companies Act, the Commercial Code and other applicable laws and regulations. ● To implement various measures for facilitation of relationships with shareholders. ● To manage shareholders. |
| Information on those who wish to join the Company | ● To provide and communicate recruitment information. ● To conduct recruitment and screening work. ● To announce seminars and events. ● To conduct questionnaire surveys. |
| Information on officers and employees of the Company | ● To communicate on business, to prepare lists of names, and to perform various procedures required by applicable laws and regulations (including after retirement) and conduct other management of employment. ● To select personnel and determine assignments, secondment and dispatchment. ● To determine and pay compensation, to conduct tax procedures and social insurance-related procedures, and to offer benefits. ● To implement security management measures and proper health management |
| Information of persons who made inquiries to the Company or who participated in events hosted or cosponsored by the Company | ● To accurately understand and respond to inquiries and communications. ● To introduce the Company’s products and services. ● To announce seminars and events. ● To provide and communicate recruitment information. ● To conduct questionnaire surveys. ● To distribute email magazines and other advertisements. ● To analysis and utilize for marketing purposes |
| Public information | ● To use in all of the above purposes |
2) You are free to choose whether or not to provide Personal Information to the Company. However, if you do not provide the Company with the required personal information, the Company may not be able to provide you with its service, or it may affect the related services it provides.
3) The Company and its sub processor will retain the Personal Information for the term necessary to use in accordance with the purpose of use stated in Clause 3.1, or the mandatory retention period set forth under the laws and regulations applicable, whichever comes later.
4) Personal Information will be processed by the Company with aid of automated and non-automated means and will be processed in Japan.
4. Special Notes
| Buddycom | ● Buddycom is an IP wireless communication service for business operators provided by the Company; and Buddycom’s users is licensed to use Buddycom service from business operators who have concluded a contract with the Company related to the use of Buddycom (“Subscribers”). ● Any audio, text, images (including barcodes) and video sent by a user while using Buddycom, and the device location information, communication date, time and frequency and other information related to the communication (collectively, the “Communications Data”) may be saved on the Company’s servers and become accessible by the Company.. ● When the Company provides Buddycom service, as a part of the service, Communications Data may be used in the following ways; and said uses are also included in the purpose of use of the Communications Data. ▶︎ The Communications Data which users send through Buddycom may be viewed, edited, or otherwise used within the authorized scope by (1) the administrator designated by the Buddycom Subscriber; (2) other users who have been authorized by Buddycom Subscriber to use the same account as the user; and (3) other persons who have been granted access authority by Subscribers or users. ▶︎ Pursuant to the instructions of the Buddycom Subscriber, the Company may share Communications Data to the providers of services connected to Buddycom service (including connection through API). ● The Company considers the above ways of using Communications Data to be essential in nature for the Company’s provision of Buddycom service. Moreover, the Company provides Buddycom service to Subscribers and users on the premise that users use Buddycom with the full understanding, consent and acknowledgement that Communications Data sent by them will be used in the above manners and have given their consent to the Company to the above handling through the Buddycom Subscriber. Any user who does not consent to the above handling should refrain from using Buddycom. Further, any user who wishes to withdraw their consent should contact the Buddycom Subscriber. ● Buddycom uses Apple Inc.’s TrueDepth API. In the use thereof, the users’ facial expression data is used only for the facial recognition feature. Said facial expression data is deleted immediately after its use for facial recognition, and the Company does not retain such data. |
5. Provision to Third Parties
The Company will not provide personal data to third parties except where it has obtained the consent of the data subject, or where permitted under laws and regulations applicable. In the case where the Company provides personal data to third parties, it will do so in compliance with the laws and regulations applicable.
6. Sub-processing
The Company may delegate all or part of the processing of personal data to third parties to the extent necessary for achieving the purpose of use. The Company will supervise such sub-processors in order to ensure appropriate and safe management of personal data.
7. Security management measures
1) The Company will establish measures to manage access to personal data, restrict the methods of taking personal information outside of secure areas, and prevent unauthorized external access to personal information, as well as measures to prevent leak or loss of, or damage to, personal information, and any other measures necessary and appropriate for the security management of personal information.
2) In order to ensure appropriate processing of personal information, the Company will provide the necessary education and training to its employees and impose an obligation of confidentiality on its employees with respect to information that becomes known to them in the performance of their duties.
8. Requests related to Retained Personal Data
| Response | The Company will promptly respond as follows, within the scope the Company is required by laws and regulations applicable, to requests from data subjects or their agents regarding retained personal data concerning such data subject or records of its provision to third parties in accordance with the content of such requests (collectively, “Requests”). For avoidance of doubt the following lists may not be the exhaustive list of rights available to data subjects under the applicable law and do not impose any obligation to the Company that exceeds its obligation to data subject under the applicable law. ● In the case of request for disclosure (or if the applicable laws or regulations applicable allow, request to copy), we will respond within a reasonable period and scope. ● In the case of request for notification of purpose of use, we will respond within a reasonable period and scope. ● In the case of a request for correction, addition or deletion ("Correction"), we will investigate without delay. If as the result of such investigation it is found that the content of personal information is not true or its processing has not been appropriate, we will carry out the Correction, without delay within a reasonable period and scope. ● In the case of a request for discontinuation of use or deletion ("Discontinuation") or suspension of provision to third parties, we will carry out the Discontinuation. or suspend provision to third parties within a reasonable period and scope. Please note that the Company may not be able to provide services meeting the wishes of data subjects as the result of these measures. |
| Method of Making Requests | Please contact the Service Desk indicated in Section 10. We will send you the application documents prescribed by the Company and ask that you mail or email the same to us along with other necessary documents. Personal information included in any such documents will only be used for the purpose of responding to the Request.
If inquiry is made by the data subject● Copy of driver's license, passport, basic register of resident’s card with a photograph, health insurance card, seal registration certificate, personal identification number card, or other documents separately specified by the Company.If inquiry is made by an agent/a proxy of the data subject● Power of attorney or a document verifying statutory right of representation● Copy of the agent's/proxy’s driver's license, passport, basic register of resident’s card with a photograph, health insurance card, seal registration certificate, personal identification number card, or other documents separately specified by the Company. |
| Fee | A fee of 1,000 yen (tax included) will be charged for each request for disclosure and any other request. Please pay the fee by bank transfer to the account specified by the Company. Bank transfer fees will be borne by the person making the payment. |
| Cases where we are unable to comply with Requests. | The Company may not be able to comply with Requests relating to retained personal data or records of provision to third parties if: ● the identity of the data subject or the authority of representation cannot be verified; ● the person making the inquiry does not follow the above procedure; ● there is a risk of harm to the life, body or assets or other rights and interests of the data subject or a third party; ● there is a risk of significant interference with the appropriate business operation of the Company; ● complying with the Requests would violate any law or regulation; or ● the Company is otherwise not legally obligated to respond to the Requests under applicable laws and regulations. |
9. Changes to this Declaration
1) The Company will review the operation status of the processing of personal information from time to time and strive for continuous improvement and may change this Declaration as necessary.
2) Notwithstanding the preceding paragraph, when making changes that require the consent of the data subject under laws and regulations, the consent of the data subject will be obtained by a method separately specified by the Company.
3) This Declaration after changes as described in the preceding two paragraphs will be posted on the Company’s Services or the Company’s website or communicated by other easy-to-understand means.
10. Contact Information
With respect to Requests regarding retained personal data of data subjects or records of provision to third parties and other communications and request for resolution of complaints regarding the processing of personal information, please contact the following contact point or the accredited personal information protection organization having jurisdiction over the Company.
| Contact information for inquiries relating to the processing of personal information | Science Arts, Inc. Personal Information Protection Office 7F Ozawa Building, 1-1, Kagurazaka 4-chome, Shinjuku-ku, Tokyo 162-0825 E-mail：privacy@science-arts.com |
| Where to make requests for resolution of complaints |
Name of accredited personal information protection organizationJapan Institute for Promotion of Digital Economy and Community (JIPDEC) Where to make requests for resolution of complaintsService desk for consultation and complaints Name of accredited personal information protection organizationJapan Foundation for Private Information Conservation Organization (JAPiCO) Where to make requests for resolution of complaintsService desk for consultation and complaints |
11. Application
1) In the case where there is any inconsistency or conflict between this Declaration and the declaration regarding personal information posted on the Company's website, or provisions concerning the processing of personal information in the terms of use of the Company's Services, this Declaration will prevail.
2) Even if this Declaration is prepared in other languages, the Japanese version will be applied in the case where the Act on the Protection of Personal Information applies.
3) This Declaration will not be applied to services connected with the Company's Services (including connection through API and any other means) With respect to the processing of personal information in relation to these services, please refer to the provisions regarding the processing of personal information set forth by the business operator providing such service.
12. About us
For the most current information on the Company’s representative and address, please see the Company’s website.
