Privacy Policy
Establishment date: 4/1/2016
Last updated: 6/22/2022
President & CEO Kazuhiko Kobashi
Our company fully recognizes the social responsibility of protecting all personal information we handle and is committed to safeguarding the rights of individuals and complying with relevant laws and regulations concerning personal information. Furthermore, we declare that we will establish a Personal Information Protection Management System to implement the following policy. We will continually improve it by staying aware of the latest trends in IT technology, changes in social demands, and fluctuations in the business environment, with the full support of the entire company.
Personal information will be acquired, used, and provided solely within the scope necessary for the legitimate conduct of our business activities related to the development and sales of software concerning text mining, as well as education and consulting services related to such software, and for the employment and personnel management of our employees. We will not handle personal information beyond what is necessary to achieve the specified purposes (use beyond the intended purpose). Additionally, we will take measures to prevent the use of personal information for purposes other than those intended.
We will comply with laws, government guidelines, and other regulations concerning the protection of personal information.
We will take reasonable safety measures to prevent risks such as leakage, loss, or damage of personal information, and will allocate management resources suitable to the actual conditions of the business to continuously enhance our personal information security system. Furthermore, in case of any incidents, we will promptly take corrective actions.
We will respond promptly, sincerely, and appropriately to complaints and inquiries regarding the handling of personal information.
The Personal Information Protection Management System will be reviewed and improved continuously, taking into account changes in the environment surrounding our company. This policy will be distributed to all employees and made available to anyone at any time by posting it on our company’s website and including it in our brochures.
Handling of Personal Information
- (1) For personal information obtained directly from the individual (including through our website or email), we will explicitly state the purpose in writing before collecting it.
- (2) For personal information obtained through methods other than the above.
| Classification | Purpose |
|---|---|
| Personal customer information | For managing usage history and handling inquiries |
| Information about business partners’ representatives | For confirming order details (including communication records) |
| Personal information received from customers in connection with entrusted business tasks | To appropriately carry out the entrusted business |
Disclosure of Information about the Personal Data a Business Holds
- Requests for notification, disclosure, correction, addition, deletion, suspension of use, erasure, and suspension of third-party provision (referred to as “requests for disclosure, etc.”) regarding personal data held by our company or third-party records provided by individuals or their representatives will be handled as follows:
a) Business Operator’s Name – Vext Co., Ltd. – Address: Alco Tower 7F, 1-8-1 Shimo-Meguro, Meguro-ku, Tokyo, Japan, – President & CEO Kazuhiko Kobashi
b) Personal Information Protection Manager – Name: Kazuhiko Kobashi – Department: President and CEO – Contact: Email: privacy@vext.co.jp, Tel: +81-3-4590-6755
c) Purposes of All Held Personal Data
| Classification | Purpose |
|---|---|
| Personal customer information | For user support, management of usage history, providing information about our services, and handling inquiries |
| Information about business partners’ representatives | For confirming order details (including communication records) |
| Information about our employees | For personnel and labor management, business management, health management, and security management |
| Information about applicants for employment with our company | For contacting applicants and managing recruitment processes |
| Specific personal information | For purposes specified by the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure |
d) Contact for Complaints Regarding the Handling of Held Personal Data – Vext Co., Ltd. Personal Information Inquiry Desk (see below on this page)
e) Certified Personal Information Protection Organization – Name of the certified organization: Japan Information Economy Society Promotion Association – Contact for complaint resolution: Personal Information Protection Complaint Consultation Room – Address: Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032, Japan – Phone number: 03-5860-7565
(Note: This contact is not related to inquiries about our products or services.)
f) Procedures for Responding to Requests for Disclosure, etc. of Held Personal Data or Third-Party Records – (1) Contact for requests for disclosure, etc. – Requests for disclosure, etc. should be made to the above Personal Information Inquiry Desk. – If you prefer electronic procedures for disclosure, etc., please indicate your preference, and we will process accordingly.
– (2) Procedures for requests for disclosure, etc.
1. After receiving your request, we will send you the prescribed form “Request Form for Disclosure, etc. of Held Personal Data.”
2. If you are requesting on behalf of someone else (as a representative), please include documents confirming your status as a representative and postal money order for the fee (applicable only for notification of purpose and requests for disclosure).
3. Upon receiving the completed request form, we will verify your identity based on the personal information registered with us.
4. Our response will be provided in writing (via sealed mail) to the individual concerned.
– (3) Documents to confirm the representative’s status (if applicable)
– If you are acting as a representative, please enclose documents proving your representative status and documents verifying your own identity. For each document, only the prefecture information related to domicile should be included (with other details blacked out). Additionally, ensure that the documents do not contain personal identification numbers (such as social security numbers).
Examples:
– If the request is made by a representative appointed by the individual:
– Original letter of appointment from the individual
– If the representative is the legal guardian of a minor:
– Copy of the family register
– Certificate of residence (with relationship indicated)
– Other official documents confirming legal representation
– If the representative is the legal guardian of an adult under guardianship:
– Certificate of registration related to guardianship
– Other official documents confirming legal representation
(4) Fees for Notification or Requests for Disclosure of Purpose For each request, there is a fee of 1000 yen (please enclose a postal money order with the invoice you send).
Contact Information
For inquiries related to our privacy policy, please use the following contact details:
Vext Co., Ltd.: Personal Information Inquiry Desk Address:
Alco Tower 7F, 1-8-1 Shimo-Meguro, Meguro-ku, Tokyo 153-0064, Japan
Email: privacy@vext.co.jp
Phone: +81-3-4590-6755 (Available from 9:00 to 17:00(JST: UTC+0900)※)
※ Note: We will respond on the next business day for inquiries received on Saturdays, Sundays, holidays, year-end, and Golden Week periods1
