Handling of Personal Information

1. Personal Information Acquisition

We clearly present use purposes to customers and employees and obtain personal information by a legitimate fair means within the scope necessary for achieving the use purposes to which customers and employees consented.

<Business operator>

TERRADA ART ASSIST Co., Ltd.

<Name or title, department, and contact of personal information manager>

Chief Privacy Officer: Yoshiaki Kimura
Address: 2-6-10 Higashi-Shinagawa, Shinagawa-ku, Tokyo 140-0002
Tel: +81(0)3-6433-3120
E-mail：privacy_policy@terrada-art-assist.co.jp

<Use purposes of personal information>

1. Conclusion and fulfillment of contracts between customers and us
2. Communication for business talks or meetings with customers
3. Running events
4. Notice of services, products, etc. of us, associated companies, or our alliance partners (e.g., sending advertising mails or other printed materials)
5. Gathering statistical data for marketing, sales promotion, and product planning (the data do not allow personal identification)
6. Development, analysis, and research of our services
7. Proposal, offering, and conclusion of contracts in our businesses (Art transportation, storage, installation, packing, restoration and more.）
8. Communication in our businesses (Art transportation, storage, installation, packing, restoration and more.)
9. Emergency contact
10. Affairs related to recruitment, employment, labor, human resource management, and official procedures
11. Others incidental or related to the above

(The items above are our personal information use purposes that must be disclosed)

As for the scope of use of personal numbers, we limit it to specific affairs related to social security, taxes, and disaster countermeasures. The specific affairs are entering the personal numbers of employees etc. in documents such as certifications of income and local tax withheld from regular pay, payment records, and notices of acquisition of the health insurance/welfare pension insurance qualification according to laws to submit them to administrative agencies etc. and health insurance unions etc.
However, this shall not apply to the following cases:

1. 1. When a financial institution pays money at a serious disaster etc.
2. When it is necessary for protection of a human life, body, or property and an individual concerned provides consent or it is difficult to obtain the consent

<Phone recording>

Please note that we may record phone conversations in order to correctly know customers’ opinions, requests, etc. The recorded conversations are deleted immediately when the use purposes are met.

<Video recording by monitoring cameras>

Please note that we may use monitoring cameras for video recording in our facilities to ensure customers’ safety and crime-prevention. The recorded information is stored for a set period and then deleted immediately.

2. Use of Personal Information

We use personal information within the scope necessary for achieving the specified use purposes. When we use personal information beyond this scope, we provide necessary information to an individual concerned to use his/her personal information within the scope necessary for achieving the use purposes to which the individual concerned consented.
However, this shall not apply to the following cases:

Cases as prescribed by law

1. When it is necessary for protection of a human life, body, or property, and it is difficult to obtain consent from an individual concerned
2. When it is particularly necessary for hygienic improvement or healthy development of children, and it is difficult to obtain consent from a individual concerned
3. When it is necessary to offer cooperation to the implementation of legally-defined affairs by national authorities, local governments, or those who receive a commission therefrom, and obtaining consent from an individual concerned may bring about an obstacle to the implementation of the legally-defined affairs

3. Accessing to Individuals concerned

We access to individuals concerned legally and properly within the scope necessary for achieving the use purposes to which customers and employees consented.
However, this shall not apply to the following cases:

1. Cases as prescribed by law
2. When it is necessary for protection of a human life, body, or property, and it is difficult to obtain consent from an individual concerned
3. When it is particularly necessary for hygienic improvement or healthy development of children, and it is difficult to obtain consent from an individual concerned
4. When it is necessary to offer cooperation to the implementation of legally-defined affairs by national authorities, local governments, or those who receive a commission therefrom, and obtaining consent from an individual concerned may bring about an obstacle to the implementation of the legally-defined affairs
5. When we are commissioned to handle personal information entirely or partially, and we handle the personal information within the scope necessary for achieving use purposes
6. When use purposes are clear from an obtaining situation, and we use personal information obtained without clearly presenting, notifying, or publicizing the use purposes etc. to an individual concerned

4. Provision of Personal Information to Third Party

When we provide personal information to a third party, we beforehand notify an individual concerned of necessary information to obtain his/her consent. We do so within the scope necessary for achieving the specified use purposes.
However, this shall not apply to the following cases:

1. Cases as prescribed by law
   (* Regarding the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure, these are limited to cases where the specific personal information of employees etc. is provided to administrative agencies etc. and health insurance unions etc. for specific affairs related to social security, taxes, and disaster countermeasures)
2. When it is necessary for protection of a human life, body, or property, and it is difficult to obtain consent from an individual concerned
3. When it is particularly necessary for hygienic improvement or healthy development of children, and it is difficult to obtain consent from an individual concerned
4. When it is necessary to offer cooperation to the implementation of legally-defined affairs by national authorities, local governments, or those who receive a commission therefrom, and obtaining consent from an individual concerned may bring about an obstacle to the implementation of the legally-defined affairs
5. When we commission a third party to handle personal information entirely or partially within the scope necessary for achieving the specified use purposes

5. Commission of Personal Information Handling

We may commission a third party to conduct our businesses/operations entirely or partially for smooth business operation and improvement. In this case, we do this legally and properly within the scope necessary for achieving the specified use purposes, select subcontractors who properly handle personal information, and determine proper management, non-disclosure issues, etc. which are necessary for proper personal information handling to conclude a contract.

6. Voluntary Provision of Personal Information

If we cannot be provided with personal information necessary for achieving the use purposes, we may not be able to properly conduct our businesses and operations, which may hinder the achievement of the use purposes.

7. Dissemination of issues related to personal information subject to disclosure and requests for disclosure etc.

Regarding personal information subject to disclosure over which we have the authority to respond to all of requests from an individual concerned for disclosure, correction, addition or deletion, suspension of use, erasure, and suspension of provision to a third party, we promptly respond to, if any, a request from an individual concerned for notice of use purposes, disclosure, correction, addition or deletion, suspension of use, erasure, or suspension of provision to a third party (hereinafter, referred to as disclosure etc.). We obtain personal information by a legitimate fair means to use it within the scope necessary for achieving the specified use purposes.

<Counter for complaints related to handling of personal information subject to disclosure>

TERRADA ART ASSIST Co., Ltd. Personal Information Complaints Counter
Tel: +81(0)3-6433-3120 / E-mail: privacy_policy@terrada-art-assist.co.jp
Opening hours: Weekdays 10:00 AM-6:00 PM Closed on Saturdays, Sundays, public holidays, and New Year holidays

＊We also receive complaints and inquiries related to our personal information protection at this counter.
Contact the counter via email or phone. We then let you know procedure details.
Please note that we cannot accept your request when you visit us.

<Procedure for requesting disclosure etc. of personal information subject to disclosure>

1. You can request disclosure etc. of personal information subject to disclosure from the “Counter for complaints related to handling personal information subject to disclosure.”
2. We ask your identity verification for prevention of data leakage and charge a fee (800 yen/request) according to Section 30 of the Personal Information Protection Law.
3. Although we try to promptly carry out the request procedure, we may not be able to accept your request due to law etc. In this case, we let you know the reason.
4. For procedure details, contact “TERRADA ART ASSIST Co., Ltd. Personal Information Complaints Counter.” We send you a designated form (Request for disclosure etc. of personal information).

<Documents necessary for identity verification>

We check any of the following documents to confirm the identity of a person requesting for disclosure etc.
A copy of any one of the documents: a driver’s license, health insurance card, passport, company ID card etc., residence certificate, seal registration certificate, and alien registration certificate which contains a name and address of a person requesting for disclosure etc. noted in the “Request for disclosure etc. of personal information.”

Note 1. Black out your legal domicile before sending us the copy.

Note 2. We return the copy to you along with a “Reply to request for disclosure etc. of personal information subject to disclosure.”

<Requests by a proxy for disclosure etc.>

If your proxy requests for disclosure etc., contact “TERRADA ART ASSIST Co., Ltd. Personal Information Complaints Counter.”

<Use purposes for personal information obtained at request for disclosure etc.>

Personal information obtained at your request for disclosure etc. shall be handled only within the scope necessary for the request for disclosure etc. Although we return your identity verification document to you, we properly manage other documents, and after replying to the request for disclosure etc., we dispose of them.