Personal Information Protection Policy

Introduction

International Certification Management System Co., Ltd. and ICMS Solutions Co., Ltd. (collectively, the "ICMS Group") recognize that the protection of personal information is a matter of paramount importance. We will jointly use personal information entrusted to us, paying the utmost attention to maintaining its confidentiality. To ensure the proper handling of all personal information that the ICMS Group may acquire, we have established and commit to observing the following Privacy Policy.

1.Definition of Personal Data/Client Data

Definition of "Personal Data/Client Data"

For the purpose of this Policy, "Personal Data" means any information relating to an identified or identifiable individual (a "Data Subject"), who is an employee, representative, or contact person of our Client, that we collect, use, or otherwise process in connection with the provision of our products or services.

This includes, but is not limited to, information that can identify an individual either directly or in combination with other data, such as:

Identity Data: Name, job title, company affiliation.
Contact Data: Business email address, business telephone number, and business address.
Technical Data: Information collected from the individual's use of our services (e.g., login data, IP addresses) in a way that can be linked to that individual.

2.Basic Principles Concerning the Handling of Personal Data

Prevention of Unauthorized Access and Disclosure: The officers and employees of the ICMS Group will endeavor to prevent the leakage, alteration, loss, or unauthorized acquisition of data by strictly enforcing this Policy.
Accuracy and Retention: Personal Data will be managed to be accurate and up-to-date. However, past information will be retained to manage usage history.
Inquiries and Requests: For any inquiries or requests regarding Personal Data, please contact Privacy Policy Inquiries at info@icms.co.jp or +81-3-5719-7533.
Purpose Specification: We will specify and clearly state the purpose of use for Personal Data we acquire, to the greatest extent possible.
Scope of Use: Personal Data will be used within the scope of the stated purpose of use. It will be handled by personnel with appropriate authority, according to specific duties, and only to the extent necessary for business operations.
Joint Use: When Personal Data is to be jointly used within the ICMS Group, necessary details such as the purpose of joint use will be specified and clearly stated to the greatest extent possible.

3.Means of Protecting Personal Data

Outsourcing: When entrusting the processing of Personal Data to a third party, the ICMS Group shall implement appropriate management, such as imposing contractual obligations, to prevent any leakage or compromise.
Disposal of Records: Documents containing Personal Data will be disposed of using methods like shredding to ensure that no leakage or compromise occurs.

4. Purpose of Personal Data Use

The ICMS Group collects and uses Personal Data for the purpose of providing and improving services and for appropriate sales promotion activities, in line with the following objectives:
- Application for services.
- Questions, answers, and notifications incidental to the services.
- Surveys for the improvement of services and the development of new services.
- Surveys regarding satisfaction, policies, and related matters.
- Sending various guides and information via email newsletters, direct mail, facsimile, and other means.
If the ICMS Group desires to use personal information for any purpose other than those listed above, we will obtain the prior consent of our Client.

5.Disclosure of Personal Data to Third Parties

The ICMS Group will not disclose Personal Data to a third party, except in the following cases:

When required by law or regulation.
When necessary for the protection of the life, body, or property of a person, and it is difficult to obtain our Client's consent.
When particularly necessary for the improvement of public health or the promotion of the sound development of children, and it is difficult to obtain our Client's consent.
When it is necessary to cooperate with a national or local government organ, or a party entrusted by them, in executing duties prescribed by law, and obtaining our Client's consent may impede the execution of the said duties.

6.Scope of Responsibility for the Protection of Personal Data

Web sites in ICMS Group contain links to other sites, but the content and functions of linked sites are not managed by ICMS Group. ICMS Group will not be responsible for managing any information you have entered on any web site outside of administrative privileges.

7.Governing Law and Agreed Jurisdiction

Any Client accessing ICMS Group website is subject to local laws and regulations.
If any dispute arises between ICMS Group and Client, ICMS Group will consult with Client in good faith. If no agreement is reached, Tokyo Summary Court or Tokyo District Court shall be the exclusive jurisdictional court of first instance.

8.Changes to this policy

The content of this policy is subject to change without notice by ICMS Group. Please check the latest information on this page.

International Certificate authority of Management System Co.,Ltd.
Representative Director President Yoichi Ueno
Contact for Privacy Policy Inquiries
TEL:+81-3-5719-7533
E-mail:info@icms.co.jp