Privacy Policy
1.Basic Philosophy
OZMA Inc. (hereinafter, the “Company”) handles personal information through business activities such as PR consulting, publicity activities, advertising, and sales promotion based on outsourcing agreements with clients. Fully recognizing the importance of this personal information, we strive to ensure the safe management and protection of personal information in compliance with the Act on the Protection of Personal Information.
The Company believes that it is fundamental to the smooth implementation of our business activities, as well as our social responsibility, to ensure that these practices are followed.
We have established the following personal information protection policy, and are committed to properly handling any personal information entrusted to us throughout the entire company.
2.Basic Policy
Acquisition and Use of Personal Information
When acquiring personal information, the Company shall clarify the purpose of use, obtain the consent of the individual concerned, and use it appropriately to the extent necessary for the purpose of use. We will also take measures to prevent personal information from being handled beyond the scope of the purpose of use.
Applicable Laws
The Company shall comply with “Personal Information Protection Management Systems- Requirements (JIS Q 15001:2006) applied to the personal information,” laws and regulations concerning the handling of personal information, national guidelines and other norms applicable to personal information, and industry laws and social norms. We shall not act contrary to public policy.
Management and Protection of Personal Information
The Company shall safely and accurately manage acquired personal information, and will not disclose, provide, or entrust data to third parties without the consent of the customer or as required by law. We will also take appropriate measures to prevent and correct unauthorized access, loss, destruction, falsification, and leakage of personal information.
Disclosure, Correction, Addition, Deletion, Complaints, and Consultation Regarding Personal Information
The Company shall respond to requests made through the contact point below for confirmation, disclosure, correction, addition, deletion, complaints, or consultation regarding the personal information of the individual making the request within a reasonable period and to a reasonable extent.
Continuous Improvement of the Management Systems Related to the Protection of Personal Information
The Company shall define a personal information protection management system, establish this system, and ensure that all employees are thoroughly aware of the system and that it is used appropriately. We shall regularly review this system and implement continuous improvements.
3.Compliance with Relevant Laws and Regulations
The Company shall adhere to laws, national guidelines, and other norms regarding personal information.
4.Handling of Personal Information
Except when stipulated by laws and regulations, the Company shall use personal information within the scope of the following purposes of use. If personal information is used for a purpose other than those listed below, the individual concerned will be notified or a public announcement will be made at the time of acquisition.
In addition, when acquiring personal information of a type other than those listed below, notification or a public announcement will be made in advance regarding the purpose of use. If necessary, consent will be obtained before use.
4-1.Personal Information Acquired by the Company Itself
| Type of Personal Information Acquired | Purpose of Use |
|---|---|
| Personal information regarding participants of seminars, lectures, and other events organized by the Company |
|
| Personal information regarding visitors to the Company |
|
| Personal information regarding business partners |
|
| Personal information regarding the media (journalists, editors) |
|
| Personal information of those who wish to join the Company and those who view information provided by the Company |
|
| Personal information regarding Company officers and employees, and their families |
Use in business operations, personnel management, etc., necessary for company operations
|
| Personal information regarding Group company officers and employees, and their families |
Use in business operations, personnel management, etc., necessary for company operations
|
| Personal information of those contacting the Company |
|
4-2.Personal Information Handled by the Company Through Outsourcing from Business Partners
| Type of Personal Information Acquired | Purpose of Use |
|---|---|
| Personal information acquired, used, disposed of, etc., via outsourcing from business partners | Use necessary for the execution of various outsourced business (events, research and analysis, etc.) |
5.Provision to Third Parties
The Company shall not provide personal information to a third party without obtaining the prior consent of the individual concerned, except in cases where the following requirements and contents of laws and regulations are met.
- When required by law
- When it is necessary for the protection of the life, body, or property of a person and it is difficult to obtain their consent
- When it is particularly necessary for the improvement of public health or promotion of the sound upbringing of children and it is difficult to obtain the consent of the individual concerned
- When cooperating with a national agency or local government, or someone entrusted by them, in carrying out affairs stipulated by laws and regulations, and where obtaining the consent of the individual concerned is likely to interfere with the performance of such affairs
- When the individual concerned explicitly requests disclosure or provision to a third party
- When the disclosure of personal information is requested by a court, public prosecutor’s office, the police, or an equivalent authority in accordance with due process
- When personal information is provided in connection with the succession of business due to merger or other reasons, and is handled within the scope of the purpose of use prior to the succession
- When providing or disclosing information to a contractor to the extent necessary for the implementation of the purpose of use
If information is to be provided in the future to a third party for reasons other than those listed above, the individual concerned will be notified of the information to be provided, the purpose of provision, etc., and said information will only be provided to the third party once consent is obtained from the individual.
6.Shared Use
Shared use of information by the Company shall be within the following scope. In addition, if personal information of a type other than those listed below is to be shared, such information will be used only after prior notification or public announcement.
| Shared Use Case | Information Shared for Use | Purpose of Use |
|---|---|---|
| When shared use with an OZMA Group company is necessary in order to respond appropriately to inquiries to the Company | Name, address, phone number, email address, place of work, details of inquiry | Necessary correspondence regarding the contents of inquiries, such as contacting the individual concerned and sending materials, etc. |
| When information is provided by an OZMA Group company | Personal information provided by a third party for participants of seminars and events organized by the Company (company name, department name, job title, name, email address, phone number, address) | Providing information on the Company’s services, events, seminars, questionnaires, etc. |
Parties Using the Shared Information
PR KOMBINAT INC.
（https://www.prk.co.jp/）
J. PUBLIC RELATIONS INC.
（http://www.k-jpr.com/）
toylo Inc.
（http://www.toylo.co.jp/）
Party Responsible for Managing the Personal Information
OZMA Inc.
Bungei Shunju Shinkan, 3-23 Kioicho Chiyoda-ku, Tokyo 102-8025, Japan
Toshihiro Nakao, Representative Director, President & CEO
7.Handling of Personal Information Related to Minors
The Company does not acquire or use the personal information of minors without the consent of their guardians. If, by any chance, it is discovered that a minor has provided personal information to the Company without the consent of a guardian, please contact us immediately.
8.Safety Control Measures
The Company is taking the following measures to securely manage the personal information we receive.
Clarifying our handling of information
The Company sets rules for the safe and appropriate handling of personal information, including the viewing, use, storage, disposal, and return of personal information, and shall comply with these rules under the supervision of a dedicated manager.
In addition, the personal information acquired will be deleted and disposed of properly after the expiration of the storage period required for legal or business execution.
Confirming the appropriateness, proper use, and safety management of personal information entrusted to us in transactions
With regard to personal information that the Company receives from business partners in the course of conducting business, we shall confirm how it is obtained and the scope of permitted use, and shall use it appropriately in accordance with the requests of the business partner and our own internal rules.
Educating officers and employees
The Company regularly conducts educational and awareness-raising activities to ensure our officers and employees understand the importance of protecting personal information, legal requirements, management systems, handling rules, and actions to be taken in the event of a violation (through measures such as annual e-learning programs for all employees on information security, which includes personal information), in order to promote proper handling of personal information and compliance with various regulations and rules.
Establishing an information handling management system
In order to protect personal information, we shall clarify our internal management and responsibility system, and select individuals to be responsible for the management of personal information.
Measures against unauthorized access
In order to prevent the theft, loss, falsification, or destruction of personal information due to unauthorized access, we are developing information systems and information management systems to properly control access to areas where personal information is handled, as well as creating mechanisms to protect against unauthorized external access mechanisms to protect against fraudulent software.
Ensuring safety when outsourcing information processing
When outsourcing the processing of personal information to an outside company, we shall select a contractor that has been verified to ensure the security management of the information in accordance with our internal rules and will carry out appropriate supervision.
Establishing an immediate response system for when a problem occurs
In the unlikely event of a problem, we shall assess the situation accurately and without delay, building an organizational structure to make appropriate decisions and take appropriate action.
Continuous improvement
We shall continue to make various improvements through monitoring of our information security internal audit management by the auditing department of our parent company Hakuhodo Inc., and in response to changes in the external environment.
Understanding the external environment
When personal information we receive is stored, transferred, etc., in a foreign country, we shall comply with the laws and regulations concerning personal information and implement security management after gaining a proper understanding of the system related to personal information protection in the relevant country.
9.Disclosure, Correction, Deletion, Etc., of Personal Information
If you have one of the following requests regarding personal information the Company has acquired of you, please contact us via the method described in “10. Inquiries”.
- Requests for disclosure or correction, addition, deletion, suspension of use, suspension of use of personal information by withdrawal of consent, or suspension of provision to third parties
- Filing of a complaint regarding the handling of personal information, etc.
Note that there may be cases where the Company cannot respond to the request based on the reasons stipulated in the Act on the Protection of Personal Information. In such cases, we shall notify you that no action will be taken and give the reasons for such.
10.Inquiries
Click here for inquiries regarding this matter.
11.Business Operator Handling Personal Information
OZMA Inc.
Bungei Shunju Shinkan, 3-23 Kioicho Chiyoda-ku, Tokyo 102-8025, Japan
Toshihiro Nakao, Representative Director, President & CEO
12.Revisions to the Privacy Policy
The Company may change the content of this Privacy Policy.
When changes are made, details will be posted on our website.
Established
Last Revised
