Personal Information Protection Policy

AI Communication Co., Ltd. (hereinafter referred to as the “Company”) fully recognizes its social responsibility with respect to the protection of personal information handled in connection with its comprehensive web promotion business. The Company shall protect the rights and interests of data subjects and comply with all applicable laws, regulations, governmental guidelines, and other norms concerning personal information.

In order to implement the policy set forth below, the Company has established a Personal Information Protection Management System. The Company hereby declares that it will continuously review and improve such system on a company-wide basis while remaining attentive to developments in information technology, changes in social demands, and changes in the business environment.

a) With respect to personal information handled in the course of the Company’s business, as well as in connection with the employment, personnel administration, and human resources management of its employees, the Company shall appropriately acquire, use, and provide personal information only within the scope of the purposes of use specified in advance. The Company shall not handle personal information beyond the extent necessary to achieve such specified purposes of use (including use for any unintended purpose), and shall implement appropriate measures to prevent such unauthorized use.

b) The Company shall comply with all laws and regulations applicable to the handling of personal information, guidelines prescribed by the national government, and other applicable norms

c) The Company shall take reasonable security measures against risks such as unauthorized access to personal information, leakage, loss, or damage of personal information, and shall allocate appropriate management resources in accordance with the nature and scale of its business in order to continuously strengthen its information security framework. The Company shall also establish internal rules and procedures, including corrective measures for any inappropriate handling, in order to maintain personal information in a secure and properly protected condition.

d) The Company shall establish internal rules and procedures for the handling of complaints and inquiries concerning personal information, and shall respond to such complaints and inquiries promptly and in good faith.

e) The Company shall review and revise its Personal Information Protection Management System in a timely and appropriate manner in light of changes in the environment surrounding the Company, and shall continuously promote improvements thereto.

This Policy shall be distributed to all officers and employees of the Company in order to ensure full awareness and compliance, and the Company shall take measures to make this Policy available to any person at any time.

Established on: May 1, 2023
AI Communication Co., Ltd.
Ryuya Tsuyama
President and Representative Director

1. Handling of Personal Information

AI Communication Inc. (hereinafter referred to as “the Company”) has established the following Privacy Policy, built a framework for the protection of personal information, and ensures that all employees recognize the importance of protecting personal information and are fully committed to these efforts, thereby promoting the proper protection of personal information.

2. Name, Address, and Representative of the Business Operator

AI Communication Inc.
Sakae Parkside Place 10F, 3-16-27 Nishiki, Naka-ku, Nagoya-shi, Aichi 460-0003, Japan
Representative Director and President: Ryuya Tsuyama

3. Name or Title, Department, and Contact Information of the Personal Information Protection Manager (or His/Her Representative)

Personal Information Protection Manager: Web Consulting Division
For inquiries to the Personal Information Protection Manager, please contact the Inquiry Desk.

4. Purposes of Use of Personal Information Handled by the Company

1) Personal information acquired through the website production business
To perform contracted services
To manage customer information

2) Personal information acquired through the e-commerce website production business
To perform contracted services
To manage customer information

3) Personal information acquired through the web consulting business
To perform contracted services
To manage customer information

4) Personal information acquired through system development, operation, and maintenance services
To perform contracted services
To manage and operate systems

5) Personal information relating to our business partners
To communicate, cooperate, negotiate, and perform contracts relating to each of our businesses
To introduce products and services related to the Company

6) Personal information relating to individuals who make inquiries
To respond to inquiries regarding the Company’s businesses, products, and services

7) Purposes of use of personal information relating to employees
To manage personnel matters, attendance, and salary payments
To administer social insurance, tax matters, health checkups, workplace safety, and related matters
To carry out procedures required by laws and regulations, and otherwise to conduct the Company’s business

8) Purposes of use of personal information relating to job applicants
To conduct recruitment screening
To communicate regarding recruitment procedures and the results thereof
To carry out pre-employment procedures and communicate regarding other related procedures

5. Contact for Complaints and Consultations

For inquiries, complaints, or consultations regarding the handling of personal information, please contact our Inquiry Desk.

6. Procedures for Responding to Requests for Disclosure, etc.

1) Regarding retained personal data or records of provision to third parties
Upon request from the individual concerned or his/her representative, the Company will respond to requests for notification of the purpose of use, disclosure, correction, addition or deletion of content, suspension of use, erasure, suspension of provision to third parties, and disclosure of records relating to provision to third parties (hereinafter collectively referred to as “Disclosure, etc.”).
To make a request for Disclosure, etc., please contact our Inquiry Desk. When making such a request, please complete and submit the Company’s prescribed form with the required information.
Please note, however, that the Company cannot respond to requests for Disclosure, etc. regarding the personal information described in Section 4, Items 1) through 4). Such personal information is used solely for the performance of entrusted services and for no other purpose.

2) Contact point for requests
Requests for Disclosure, etc. should be made through our Inquiry Desk. Please complete and submit the Company’s prescribed form with the required information.

3) Verification of identity
When making a request for Disclosure, etc., the Company will verify the identity of the requester. Depending on the circumstances, you may be asked to send a copy of an official identification document by mail for verification purposes.
If the request is made by a representative, the Company will verify such representation based on a letter of attorney. In such cases, copies of official identification documents for both the individual concerned and the representative must be submitted.
If the representative is a legal representative of a minor or an adult ward, the Company will verify the authority of representation based on documents proving such legal authority.

4) Fees
For requests for “notification of the purpose of use” and “disclosure of personal information,” the Company may charge a fee of up to JPY 1,000.

7. Security Control Measures for Retained Personal Data

To protect retained personal data, the Company has implemented the following security control measures. For further details regarding these measures, please contact our Inquiry Desk.

1) Establishment of a basic policy
The Company has established a basic policy to ensure the proper handling of personal data.

2) Development of rules for handling personal data
The Company has established internal rules and regulations regarding the handling of personal data in order to prevent leakage, etc. and to ensure the secure management of personal data.

3) Organizational security control measures
The Company appoints a person responsible for handling personal data and has established a reporting and communication system for cases where facts or indications of violations of laws or internal regulations are identified.
The Company clarifies the employees who handle personal data and the scope of personal data handled by such employees.
The Company conducts periodic self-inspections and undergoes audits by external parties in order to confirm the handling status of personal data.
The Company reviews and monitors the handling status of personal data and continuously works to improve its personal information protection framework.

4) Human security control measures
The Company raises awareness of the importance of personal information protection and provides regular training regarding the handling of personal data.
The Company obtains confidentiality pledges from employees who handle personal data.

5) Physical security control measures
The Company manages the entry and exit of employees and visitors in areas where personal data is handled.
The Company has established measures regarding the use, storage, and disposal of equipment, documents, electronic media, etc. containing personal data, and takes steps to prevent theft or loss.

6) Technical security control measures
The Company implements access controls to limit the scope of personnel handling personal data and the personal information databases, etc. they may access.
The Company identifies and authenticates employees who use information systems that handle personal data and personal information databases, etc.
The Company has introduced mechanisms to protect information systems that handle personal data against unauthorized external access and malicious software.

7) Understanding of the external environment With respect to the handling of personal information in foreign countries, the Company understands the systems for the protection of personal information in the relevant foreign jurisdictions and implements appropriate security control measures accordingly.

8. Disclaimer

While the Company endeavors to post accurate information on this website to the fullest extent possible, it does not guarantee the accuracy or safety of such information. The Company shall not be liable for any damages arising from the content posted on this website.
If you are redirected from this website to another website via links, banners, or otherwise, the Company shall not be responsible for any information, services, or other content provided on such external websites.

9. Cookie Policy

This Cookie Policy explains the cookies and similar files used on this website (hereinafter collectively referred to as “Cookies”) and the purposes for which they are used.

What are Cookies?

1) Cookies are small files stored in your browser or device, such as a smartphone, that contain information such as images and pixels. Cookies store information about your online activities and are used to collect data regarding how you use online services.

2) By transmitting information stored in Cookies, it is possible to determine whether you have previously visited this website. Through the use of Cookies, we may provide better information tailored to your interests and preferences.

3) Cookies are used to monitor how visitors use this website for the purpose of improving the website. Cookies themselves do not store information that can directly identify an individual. However, personal information-related data may be stored where customer consent has been obtained or where operationally necessary.

Consent to the Use of Cookies

Where the use of Cookies is not strictly necessary for the provision of services on this website, Cookies will be used only with your consent. By continuing to browse this website, you are deemed to have agreed to this Cookie Policy.
You may change your Cookie settings for this website at any time. For example, you may refuse the use of certain types of Cookies. Cookie management can generally be carried out through your browser settings.

Management and Deletion of Cookies

You can refuse the use of Cookies through your browser settings or configure your browser to confirm each time a Cookie is used. You may also delete Cookies that have already been stored at any time. Since the method of operation differs depending on the browser, please refer to your browser’s help function for details.
Please note, however, that if you change your browser settings to refuse the use of Cookies, you may not be able to use all or part of the functions of this website.

10. Contact for Inquiries Regarding Personal Information

The contact details for our Inquiry Desk are as follows:
AI Communication Inc. Inquiry Desk
Sakae Parkside Place 10F
3-16-27 Nishiki, Naka-ku, Nagoya-shi, Aichi 460-0003, Japan
TEL: +81-52-228-4484
FAX: +81-52-228-4483
Email: info@ai-communication.jp

The Company may revise this “Handling of Personal Information” from time to time in order to further improve the protection of customers’ personal information and to comply with changes in applicable laws and regulations.