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Privacy Policy

Fundamental policy to protect any personal information (“the Personal Information) acquired by Public Interest Incorporated Foundation Ezoe Memorial Recruit Foundation (the “Foundation”) shall be as follows: The duties of the Personal Information protection manager shall be performed by each person in charge under the control of the Chief Director.

1 Compliance Matters relating to Personal Information

The Personal Information shall be handled by the Foundation in compliance with the laws and regulations concerning the handling of Personal Information and relevant guidelines established by the national government and other relevant rules.

The Foundation shall not use Personal Information beyond the scope necessary for the achievement of the purpose of use and shall take measures to prevent such use.

The Foundation shall treat the Personal Information acquired by the Foundation as confidential information and take measures to prevent leakage of such Personal Information and shall ensure that every single employee who is directly in charge of handling Personal Information shall do so to strictly manage such Personal Information.

Personal Information learned associated with duties shall be handled in accordance with the foregoing provisions.

The Foundation shall strive to keep the Personal Information acquired by it accurate and up to date within the scope necessary to achieve the purpose of use and to delete the personal data if such Personal Information becomes no longer used.

The Foundation shall take necessary and appropriate measures for the security control of such Personal Information including preventing loss or damage thereof, and shall promptly take remedial and preventive measures if any improvement is required.

The system of the Foundation developed using IT secures secrecy and the like and the Foundation shall ensure, by performing diagnosis timely, that any information including Personal Information shall not be leaked at any time due to technical or physical reasons.

Taking the utility of Personal Information into account, the Foundation shall establish the management system to protect an individual’s rights and interests, including the policy, system, planning, execution, inspection and review thereof, and make efforts to make improvement on a continuous basis. When having employees of the Foundation handle the Personal Information acquired, the Foundation shall ensure that they are aware of proper handling of the Personal Information and provide proper education to them and necessary and appropriate supervision over them.

2 Purpose of Use of Personal Information

(1) The major purpose of use of the Personal Information of applicant scholars, scholars, persons qualified for subsidy, graduates and their family members shall be as follows:
The Foundation shall use such Personal Information for the grant business and the business relating to the grant business, including making contact relating to the scholarship grant business and subsidy grant business of the Foundation, sending event guides and materials, verifying personal identity or otherwise making contact with the owner of the Personal Information.

(2) The major purpose of use of the Personal Information acquired through applications for tickets, inquiries, questionnaires and requests and the like shall be as follows;
① To verify personal identity of the applicant him/herself; ② To send materials as requested; ③ To send guidance documents, etc. about the business of the Foundation; ④ To send any other necessary invitations and greetings; ⑤ To send tickets, etc. as applied for; ⑥ To handle and record requests; and ⑦ To inform of the state of activities of the Foundation.

(3) The major purpose of use of the Personal Information about the clients and contractors of the Foundation shall be as follows:
The Foundation shall use such Personal Information for contract negotiation and communication in connection with contract negotiations, business communication and business guides.

(4) Other purpose of use
In addition to those prescribed in paragraphs above, the Foundation shall use the Personal Information for the purposes indicated below:
① Dispatching notices, etc. relating to the business performed by the Foundation and business operations relating thereto ② After-sale services and support relating to the business performed by the Foundation; ③ Notices of information about the services, exhibitions, concerts, events and the like relating to the business performed by the Foundation; ④ Response to inquiries and consultations; ⑤ Billing, refunding, payment and the like, and administrative work relating thereto; and ⑥ Quality improvement and trouble prevention in handling phone calls

3 Cessation of Distribution, etc.

If the owner of the Personal Information does not desire the distribution of information, etc., the Foundation shall promptly cease to do so upon request to the Foundation.

4 Outsourcing and Supervision of Contractors

The Foundation may outsource the handling of the Personal Information retained by the Foundation, in whole or in part.
When outsourcing the handling of the Personal Information retained by the Foundation, in whole or in part, the Foundation shall execute a legally effective agreement, requiring the compliance with the laws and regulations and guidelines of the authorities concerned relating to Personal Information and the operation based on the fundamental policy of the Foundation, and shall provide necessary and appropriate instruction and supervision. The Foundation shall not disclose any Personal Information that is not necessary for such outsourcing.

5 Provision of Personal Information to Third Parties

The Foundation may provide Personal Information to a third party only in any of the following cases:
① If prior consent is given by the owner of the Personal Information; ② If disclosure is requested by a public institution based on laws and regulations; ③ If such disclosure is necessary for the protection of a human life, body or property and it is difficult to obtain consent of the owner of the Personal Information; or ④ If the Foundation is required to cooperate with a public institution including local governments in performing affairs prescribed in relevant laws and regulations and obtaining consent of the owner of the Personal Information may interfere with the performance of said affairs.

6 Acquisition of Personal Information on Website, etc.

The Foundation automatically acquires on the website of Public Interest Incorporated Foundation Ezoe Memorial Recruit Foundation (https://www.recruit-foundation.org/) your internet domain name, IP address and other information pertaining to your browsing of said website.
If you make inquiry via e-mail, your sender e-mail address will be shown at the receiving side.

7 Acceptance of Retained Personal Information

(1) If the Foundation receives a request for notification of the purpose of use of the Personal Information retained by the Foundation from the owner of said Personal Information or his/her representative, the Foundation shall notify him/her of the same without undue delay, except where:
① the purpose of use of the retained Personal Information that allows the personal identification of the owner thereof is clear; ② it may harm life, body, property or other interests of the owner of said Personal Information or a third party; ③ it may harm the rights or legitimate interests of the Foundation; or ④ the Foundation is required to cooperate with a national government institution or local government in performing affairs prescribed in relevant laws and regulations and notifying of the purpose of use may interfere with the performance of said affairs.

(2) If the Foundation receives a request for disclosure of the Personal Information retained by the Foundation from the owner of said Personal Information or his/her representative, the Foundation shall disclose said Personal Information to him/her without undue delay, except where:
① it may harm life, body, property or other interests of the owner of the Personal Information or a third party; ② it may seriously interfere with the Foundation’s proper implementation of its business; or ③ it may violate relevant laws and regulations.

(3) If the Foundation receives a request for correction, addition or deletion of the Personal Information retained by the Foundation from the owner of said Personal Information or his/her representative, the Foundation shall perform an investigation without undue delay and take proper actions based on the result of such investigation.
(4) If the Foundation receives a request for cessation of use or erase of the Personal Information retained by the Foundation from the owner of said Personal Information or his/her representative, the Foundation shall take proper actions when it is found that there are grounds for such request.
(5) When making a request under preceding paragraphs, you are requested to send a document stating the purport of your request to the Foundation. The Foundation shall use the Personal Information provided by you only for the purpose of responding to your request and shall keep the same in strict confidence. Please take note that the document sent by you shall not be returned to you.

8 Notice of Modification of Privacy Policy

Regarding the revision of the Privacy Policy, the Foundation may, from time to time, review the content of this Privacy Policy and modify the same, as necessary.
In this case, the Privacy Policy as revised shall become effective on the date of publication of the modified version.
The Privacy Policy shall be made public on the Foundation’s website.

Contact Information regarding Personal Information
Ezoe Memorial Recruit Foundation
Address: #208 Toranomon Hoso Bldg. 1-20-3, Nishi-shimbashi, Minato-ku, Tokyo 105-0003
E-mail: info@recruit-foundation.org