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Privacy policy

ESPEC Privacy Policy

ESPEC Corporation and its group companies in Japan (collectively, 'the Group'; the names of the group companies in Japan are listed on: http://www.espec-global.com/group/index.html) have a corporate philosophy that we, as a member of the community, are committed to create better relations with various Group stakeholders and to meet our corporate social responsibility. In this light, we consider it our important duty to protect personal information. This privacy policy below has been designed to ensure that personal information is managed rigorously and handled appropriately.

Please note that the processing of personal data relating to the data subject in the European Economic Area (the EU member states, Iceland, Liechtenstein and Norway, the scope of which is subject to change: "EEA") shall be pursuant to Section 10 in addition to Sections 1 through 9 (excluding Section 5).

1. Compliance with standards; ongoing improvement of personal information handling

The Group complies with Japanese Act on the Protection of Personal Information and other applicable laws, regulations and standards, while endeavoring to review and improve personal information handling procedures on an ongoing basis.

2. Utilization purpose for personal information

The Group handles personal information only for the purposes respectively set forth below in addition to the purposes which the Group has specifically informed you at the time of acquisition thereof and the purpose of responding to inquiries or other communications. The Group will never use personal information for any other purpose without the consent of the subject thereof.

(1) Personal information of customers: (including users of products and services, distributors/dealers and other business partners):
  • Fulfilling obligations and exercising rights under contracts with the customers (including the potential customers);
  • Providing after-sales or follow-up support and other ancillary business for products and services;
  • Providing information about products and services;
  • Providing useful information about products, services, exhibitions, forums, seminars, periodicals and the like; and
  • Conducting questionnaire surveys, product/service testing and other activities for product/service development or improvement.
(2) Personal information of shareholders:
  • Fulfilling obligations and exercising rights under the applicable laws and regulations;
  • Providing various services and information;
  • Research and implementation of measures for shareholders, and conducting a questionnaire survey and the like; and
  • Preparing the shareholder registry and other information management of the shareholders.
(3) Personal information of (potential) job applicants:
  • Selection, communication, and other procedures of the recruitment process; and
  • Communication and other procedures of the hiring process.

3. Personal information management

The Group will endeavor to manage personal information appropriately, educating directors, officers, employees and other staffs about personal information protection, and appointing a manager in charge of personal information protection in each department that handles it. The Group will also endeavor to prevent unauthorized access to personal information, and to prevent its loss, unauthorized use and alteration, leakage and other similar risks by taking reasonable steps to ensure the security of media on which personal information is recorded.

4. Providing personal information to third parties

The Group will not provide personal information to a third party without just causes as defined in the Act on the Protection of Personal Information. When outsourcing handling of personal information, the Group will properly supervise the outsourced contractor such as by signing a nondisclosure agreement with the contractor in advance.

5. Sharing of personal data acquired from customers

The Group shares personal data acquired from customers (including the potential customers) as specified below.

(1) Shared personal data items
Customer organization names (company or other organization names), official titles/job titles, names, and other contact information (including phone numbers and email addresses) of the contact persons, customer feedback/questions and the like
(2) Organizations sharing personal data with the initial acquirer within the Group
The other companies within the Group (includes in-Group sharing) or distributors/dealers responsible for the each customer
(3) Utilization purposes for shared personal data
  • Fulfilling obligations and exercising rights under contracts with the customers
  • Providing after-sales or follow-up support and other ancillary business for products and services
  • Providing information about products and services
  • Providing useful information about products, services, exhibitions, forums, seminars, periodicals or the like; and
  • Conducting questionnaire surveys, product/service testing and other activities for product/service development or improvement.
(4) Organization responsible for managing the said personal data
3-5-6 Tenjinbashi, Kita-ku, Osaka 530-8550, Japan
ESPEC CORP.

6. Disclosure/correction requests, etc.

With regard to the retained personal data in the possession of the Group, please contact the email address below to inquire about request procedures for notification of utilization purposes, for disclosure, correction, addition, deletion, or for cease of utilization or a third-party provision of such data. We will let you know the procedures once we are notified of the type of your request.

Email address for privacy-related inquiries

e-Mail:privacy@espec.co.jp

7. Inquiries about personal information handling

Inquiries about personal information handling in the Group should be directed to the email address in Section 6 above. The email address can also be used for your request to cease sending news or other information from the Group by email, direct mail or phone.

8. Personal information of those who are aged 15 or younger

If you are aged 15 or younger, we request that you do not provide the Group with your personal information without the consent of a parent or legal guardian.

9. Links to outside websites of the Group

The Group assumes no responsibility for the handling of personal information by outside websites (of companies or individuals) linked from Group website pages. Please check the terms of the personal information handling policies of the linked websites (including the linked websites used to download software modules) at your own responsibility.

10. Personal data of the data subject in the EEA (under the GDPR)

Each company of the Group processes personal data (as defined in the EU General Data Protection Regulation: "GDPR") relating to the data subject in the EEA ("EEA Personal Data") in accordance with this Section 10 in addition to the provisions above (excluding Section 5) and other rules of the GDPR. Each company of the Group in Japan may be the data controller under the GDPR. Regarding the contact detail of each company of the Group, please refer to: http://www.espec-global.com/group/index.html

(1) EEA Personal Data the Group processes

The Group processes the following categories of the EEA Personal Data which is obtained directly from you or indirectly through affiliate companies or distributors/dealers of the Group:

  • Data relating to contact and affiliation such as name, address, telephone number, e-mail address, and department;
  • Data relating to business transaction with the Group such as purchase history and participation in exhibitions; and
  • Data relating to use of the Group website such as cookies, IP addresses and other data as further specified in the "Using our Website".
(2) Legal basis for processing

The Group only processes the EEA Personal Data in one or more of the following circumstances:

  • with your explicit consent (subject to the right to withdraw your consent at any time without affecting the lawfulness of processing based on your consent before its withdrawal);
  • where the processing is necessary for the performance of a contract with you or in order to take steps at your request prior to entering into such a contract;
  • where the processing is necessary for compliance with legal obligations;
  • where the processing is necessary in order to protect the vital interests of any natural person including you; or
  • where the processing is necessary for the purposes of the Group's legitimate interests, such as direct marketing or ensuring the network and information security.
(3) Disclosure of the EEA Personal Data
Each company of the Group may disclose the EEA Personal Data with other company of the Group in Japan.
(4) Transfer outside the EEA
In order to achieve the utilization purpose set forth in Section 2 above, the Group may transfer the EEA Personal Data to its affiliate companies or distributors/dealers outside the EEA. If such transfer is made to the countries which have not been deemed by the European Commission to provide an adequate level of data protection, such transfer will be subject to your explicit consent or other appropriate safeguards, including contractual clauses approved by the European Commission, which ensure adequate protection on the EEA Personal Data. You can request further details of the safeguards for your EEA Personal Data by contacting the email address in Section 6 above.
(5) Retention period
The Group will retain the EEA Personal Data only for as long as necessary to fulfill the purposes for which the Group processes the EEA Personal Data, unless a longer retention period is required by applicable law and regulations. When determining the retention period of the EEA Personal Data, the Group will take into account status of ongoing business transaction, potential business relationship and the like.
(6) Your rights

You have the following rights with regard to your EEA Personal Data:

  • the right to obtain from the Group confirmation as to whether or not your EEA Personal Data are being processed, and, if that is the case, access to your EEA Personal Data on its processing;
  • the right to correct inaccuracy of your EEA Personal Data;
  • the right to erase your EEA Personal Data;
  • the right to restrict of processing of your EEA Personal Data under certain conditions;
  • the right to receive your EEA Personal Data in a machine-readable format and transmit those data under certain conditions; and
  • the right to object, on grounds relating to your particular situation, to processing of your EEA Personal Data which is based on your consent or the Group's legitimate interests.

If you would like to exercise any of the above rights, please contact the email address in Section 6 above.

In addition to the above rights, you have the right to lodge a complaint with a supervisory authority.

Last Updated: November 14, 2018