Privacy Policy

Latest ammendment: February 1, 2018

Establishment: April 15, 2011

GOLDEX, Inc.  CEO  Kazuya Sakamoto

 

GOLDEX Inc., as an IT business that offers services such as web services while also developing an information system, strives to connect people and technology to the future as our corporate philosophy. To become a company that is able to do this, we abide by laws that relate to personal information, such as disclosure of our company’s responsibilities in protecting the personal information we handle, and protecting the rights of the individual who owns this information.

 

We have also constructed a management system in order to fully realize the principles detailed below. We will be stating in what ways the entire company will dedicate its continuous efforts towards improvement, while taking matters such as latest IT trends, changes in demands in society, and changes in the field of business into consideration.

 

1.As our company dabbles in web services as well as develops information systems, we will also be obtaining information during the course of an individual’s employment as well as from managing human resources. We handle and use applicable personal information within a scope based on a purpose determined beforehand, and do not seek for information beyond what is needed to serve this purpose. We will also be acting accordingly in order to meet this purpose.
2.Our company adheres to laws related to handling information, to guidelines set by the country, and to other such standards.
3.Our company adheres to reasonable plans of action, obtains resources in ways that comply to business conditions, and continues to further improve on its personal information security system in order to prevent risks to personal information such as leakage, loss, and damage. In addition, there are regulations in place for editing incorrect items in order to keep personal information in its most accurate state. 
4.Our company has regulations set for dealing with grievances and consultations related to handling personal information. We work toward providing assistance for grievances and consultations in good faith and as quickly as possible.
5.Our company will push for timely and appropriate reviews for our personal information security management system, and will apply improvements as needed based on the current state of the working environment.

Personal Information Protection Grievances and Consultations Center

5F, Tennouzuyuusen Bld., 2-2-20, Higashishinagawa, Shinagawa-ku, Tokyo, 140-0002, Japan

GOLDEX, Inc.

Personal Information Protection Grievances/Consultation Manager  Yasuto Fukushima

TEL:+81-3-5769-6044 (Available hours: 10:00 am - 5:00 pm (excluding weekends, holidays, and New Year's holidays)

FAX:+81-3-5769-6055

E-mail:info@goldex.jp

About Handling Personal Information from Customers

GOLDEX, Inc. (hereafter known as "our company") may collect personal information in order to assure our offered services go smoothly. The information we will be acquiring will be under our company's Personal Information Protection Principles, and will be handled as detailed below.

1. Purpose and Use of Personal Information

Our company will use any personal information obtained for the following purposes:

Types of Personal Information

Company Name

Company Name (reading in Japanese)

Company Name (abbreviation)

Telephone number

Fax number

Zip code

Address

Map Information

Category (Business/Industry type)

Home page URL

Person-in-charge

E-mail

Mailing List Mechanics

(1) To enforce and properly manage memberships.

(2) To verify information needed to use this service

(3) To send notifications regarding user service, and to inform users of maintenances, etc.

(4) To set up companies for inter-industry exchange meeting events and inter-business matching.

(5)  To receive inquiries and feedback from customers as well as respond to them.

(6) To gather and analyze personal information for improving our company's services.

(7) To release or use any information, with customer's consent.

If a customer cannot provide our company with the necessary information, or was unable to provide said information, please note that our software and system development service may be affected by it. 

2. Obtaining personal information

Our company will obtain a customer's information through proper, ethical and just means.

3. Outsourcing related to personal information

Our company may use outsourcing services in order to serve the purpose for which personal information was obtained, strictly within a reasonable scope. As such, there may be cases where our company may share information that the outsource company may need. within the scope mentioned above.

4. Sharing information with third parties

Excluding situations detailed below, our company will not disclose any information obtained from customers to third parties without the customers' prior consent. Sharing information with outsource companies does not fall under the same conditions as sharing information with third parties.

(1) If ordered by law.

(2) If information is needed to ensure the safety of one's life, health, or assets, and there is difficulty in obtaining a customer's consent.

(3) If information is needed in for sanitation or child rearing purposes, and there is difficulty in obtaining a customer's consent.

(4) If a country or a local public body, or any entity hired by these as mandated by law requires our cooperation, and the consent of the customer involved puts our business operations at risk.

5. Sharing Personal Information

Our company will never share personal information we obtain from our customers.

6. Personal Information Safety Management

Our company exercises the greatest level of caution we could in order to prevent leakage, deletion, and damage to personal information we obtain from customers as we manage it. Our company also holds training for persons-in-charge and employees on how to protect and properly handle a customer's personal information. In addition, the time period where personal information can be held in accordance to the purpose of its usage is determined separately, and this data will be disposed of properly after that time period lapses.

7. Process in Releasing Personal Information

When customers wish to release their own personal information that we have in possession, our company will assist them after authenticating their identity as the owner and requestor of information.

(1) Contents of release, etc.

① Information about the purpose of use

② Release

③Contents of the correction, addition or deletion.

④Suspension of Usage as well as elimination

⑤Stoppage of provision to third parties

Please bear in mind that we may be unwillingly unable to provide services according to your request due to the suspension of usage as well as elimination.

(2) Charges

We will be requesting a fee of 800 yen (tax included) for one release request. We will be providing the results of the process in releasing the information, but we will be sealing it along with the request form above, so please pay the necessary fees.

Furthermore, if difficulties are encountered in ceasing or erasure of data that may require more fixed fees, a customer may need to pay a separate corresponding fee depending on what is needed. In cases like this, we will notify the customer before hand, and assume that this has been understood and agreed upon by the client.

(3) Information release request process and inquiries

In order to file a request for release of information, a customer will need to fill in necessary information on the company’s set release request form [1], and will also need documents that would authenticate their identity as the owner and requestor of information, in a seal [2], to be sent via registered mail or other recorded delivery methods.  Please note that  we will be unable to assist with other release requests that do not adhere to this process (including when a customer visits our company directly. In addition, if there are any errors made in filling out the information release request form, or if we are unable to verify the identity of the customers themselves or of the requestor (representatives, etc), we may be unable to comply with your request. We hope for your understanding.

Personal Information Protection Inquiry Center

[Personal Information Protection Inquiry Center]

●Mail : 5F, Tennouzuyuusen Bld., 2-2-20, Higashishinagawa, Shinagawa-ku, Tokyo, 140-0002, Japan

GOLDEX, Inc.

Personal Information Protection Complaints/Consultation Manager Yasuto Fukushima

TEL : +81-3-5769-6044(Reception is available from 10:00 - 17:00 (Except weekends, holidays and year-end holidays))

FAX : +81-3-5769-6055

E-mail : info@goldex.jp

[1] Company-prescribed Invoices for Information Release, etc.

You may indicate if you wish to have company-prescribed invoices issued via FAX or post. Please write the FAX number if you wish to have it issued via FAX, or the name and address of the recepient if you wish to have it issued via post.

●The "Personal information release invoice" can be downloaded from our website.

●Mail : 5F, Tennouzuyuusen Bld., 2-2-20, Higashishinagawa, Shinagawa-ku, Tokyo, 140-0002, Japan

GOLDEX, Inc.

Personal Information Protection Complaints/Consultation Manager Yasuto Fukushima

TEL : +81-3-5769-6044(Reception is available from 10:00 - 17:00 (Except weekends, holidays and year-end holidays))

FAX : +81-3-5769-6055

E-mail :  info@goldex.jp

[2] Necessary documents to prove your identity and that you are the applicant.

A copy of your driver's license, passport, health insurance card, pension book and certificate of registered seal. 

If the applicant is applying on someone's behalf (a representative, etc), please submit the following additional documents.

● If the customer is not of legal age or an adult ward, the following documents will be required from the legal representative.

Documents that can confirm the presence of a legal representing authority, like a copy of census register or a certificate of registrion for adult ward.

● For representatives entrusted with work for a customer requesting for release of information, etc.

Documents that can prove that there is an authority of representation, such as a letter of attorney.

(4) Notification methods for the results of information release request, etc.

The results will be in a form of written letter addressed to the applicant (the name and address of the claimant written on the release request invoice) sent via mail (The Japan Post's principal limited registered mail).  Also, a notification stating the reason for denial will be sent in the event that the information will not be released (3). If there are any corrections, additions or deletions, the applicant will be notified of the edited parts. Please be informed that it may take a few days before the notification arrives.

[3] Cases where information release, etc. is not possible

If any of the situations below apply, then the information requested will not be released. We request for your understanding with regards to this matter in advance.

[1] The purpose of usage will not be disclosed in the following cases:

・If there is a risk of harming the actual person or other party's life, physical state, property or any other rights and interests.

・If there's a risk of violating the rights of our company as well as our legitimate interests.

・If a country or a local public body, or any entity hired by these as mandated by law requires our cooperation, and this puts our business operations at risk.

・If the purpose of use is not clear.

・If the personal data does not exist.

・If the claimant does not pay the prescribed fees.

[2] Personal information will not be released in the following cases:

・If there are special procedures mandated by laws and ordinances.

・If there is a risk of harming the actual person or other party's life, physical state, property or any other rights and interests.

・If there is a risk that our company will be hindered in conducting proper business operations.

・If it will violate any laws and/or ordinances.

・If the requested personal information (Decree: Retained Personal Data) does not exist.

・If the claimant does not pay the prescribed fees.

[3] Correction, addition or partial deletion will not be done in the following cases:

・If the contents personal information to be disclosed (Decree: Retained Personal Data) does not have any errors.

・If there are special procedures mandated by laws and ordinances.

[4]Suspension of usage, elimination or stoppage of provision to third parties

・If there is a risk of harming the actual person or other party's life, physical state, property or any other rights and interests.

・If there is a risk that our company will be hindered in conducting proper business operations.

・If it will violate any laws and/or ordinances.

[5] Purpose of use for the personal information acquired for information release request, etc.

The  personal information acquired for information release request, etc., will be used only within a scope that's necessary for the procedure. In addition, any documents submitted to us will be properly disposed of.

8. Grievances Center

For complaints or inquiries concerning personal information acquired by our company, you may reach our [ersonal Information Protection Inquiry Center through telephone, e-mail or post.

[Personal Information Protection Inquiry Center]

●Mail : 5F, Tennouzuyuusen Bld., 2-2-20, Higashishinagawa, Shinagawa-ku, Tokyo, 140-0002, Japan

GOLDEX, Inc.

Personal Information Protection Complaints/Consultation Manager Yasuto Fukushima

TEL : +81-3-5769-6044(Reception is available from 10:00 - 17:00 (Except weekends, holidays and year-end holidays))

FAX : +81-3-5769-6055

E-mail :  info@goldex.jp

9. Liberty of providing personal information

Our customer can freely choose not to provide any personal information. However, we may not be able to provide our services to its full extent if they choose not to provide any personal information necessary for conducting business.

10. About cookies [4] and web beacon [5] used in our websites.

Our company website may use cookies and web beacons. We utilize these functions in order for our customers to have the best possible web site browsing experience. If you do not wish to use cookies, you may do so by changing the settings in your browser. You can also reject web beacons by not using cookies. In doing so, some services may not be available.

(4)Cookies are information exchanged between the web server that manages the home page and the user's browser and stored as a file in the user's computer hard drive. By using cookies, the Web server can record which page in the home page a specific computer visited. (5) A Web beacon is a technology that works together with cookies and can know how many times a specific page was accessed.

End

GOLDEX, Inc.

Personal Information Protection Manager Yasuto Fukushima