Policies upon Usage Personal Information Protection Policy

Personal Information Protection Policy

We, as a general construction consultant, strive to contribute continuously to the realization of sustainable society through the development and maintenance of the social assets such as city and regional planning, environment, roads, railroads, rivers, water and sewage, harbors, airports, constructions, welfare, information, PFI, NPM, disaster risk reduction and management, etc.
In the execution of the contractual work for the client, we may receive or collect personal information from the client for the questionnaires and hearing surveys, collection of opinions of the local people, construction and maintenance of database, understanding of all facts related to the ownership of lands when executing public work and holding of committee of local people and experts.
In view of the importance of the protection of personal information, and considering that the work content with extremely high public nature and the work scale that ultimately positions the public as the client even though the direct client is a government agency or a private corporation, we establish the personal information protection policy as follows and strive to protect personal information appropriately.

1. Collection, use and provision of personal information

We collect personal information through lawful and fair means after clarifying its purpose of use and take measures to limit the use to within the scope of the said purpose. Also, we will not provide the personal information to a third party, except when agreed or consented by the individual, when it is required by law and other regulations to disclose or provide the information and when it is required to provide the information to a minimal extent in order to achieve the purpose of use to our affiliates, clients, consignees, etc.

2. Thorough security management measures for the personal information

We will take the necessary and appropriate measures to protect the safety of personal information such as protecting the accuracy and safety of the personal information to be handled and preventing unauthorized access, leakage, alteration, loss or damage and others. The personal information management system will be rectified when deemed necessary. In the case of entrusting the personal information, the person in charge of maintaining the confidentiality of the personal information will be established under strict supervision.

3. Management of the entrusted personal information

We will confirm the importance of protection of the personal information related to the work entrusted to us by the client and appropriately use and manage such information.

4. Strict observance of laws and ordinances regarding personal information

We will strictly comply with the "law regarding the protection of personal information" and other related laws and ordinances, policies established by the government and other norms for the handling of personal information.

5. Implementation of the continuous improvement of the personal information protection management system

We will establish and implement internal management regulations for the protection of personal information and disseminate it to the employees, educate them, perform regular audits and execute continuous improvements.

6. Response to complaints

The personal information management center will act as the contact to appropriately respond to complaints and offer consultations regarding personal information.

7. Public view of the policy

We will post this policy and disseminate to all the employees. It will also be posted on our website to be viewed by the public.

Established date: April 1, 2005
Last revised: July 1, 2015

PACIFIC CONSULTANTS CO.,LTD.
Shigenori Takaki, President

Handling of Personal Information by Our Company

The following is established for the handling of personal information by our company.

1. Purpose of collection and use

We will clarify the purpose of use of the personal information and then collect the personal information within such scope. Also, the personal information will be used only within the scope of the purpose of use.

  1. Purpose of use of the personal information regarding construction consultancy business (work)
    • Questionnaire survey on the said work and verification of the answer content as well as statistical processing.
    • Various investigations and pedestrian analysis regarding traffic plan and the like
    • Monitoring investigation for social experiment and the like
    • Construction and maintenance of database system
    • Understanding of the right holders related to the development and maintenance, commercialization, moving plan, etc. and preparation of relevant documents
    • Preparation of basic materials for the systems and plans or designs
    • Drafting and operation of the disaster risk reduction and management plan
    • Public notification of the local investigation and application for the permit to enter private land
    • Confirmation of the personnel selection, communication, utterance content, etc. in the operation of committees, conferences, workshops, etc.
    • Other items equivalent to the above
  2. Purpose of use of the personal information of the customer (orderer)
    • Communication, negotiation, execution of contract, demand for performance, sales greetings, etc. related to the execution of the relevant work
  3. Purpose of use of the personal information related to you, the customer
    • Communication, negotiation, execution of contract, demand for performance with the customer or enrolled association activity
    • Verification of the content of business or items related to credit management
  4. Purpose of use of the personal information provided through our website, event and the like
    • Acknowledgement of appreciation for the visit and answers to questions and requests
    • Provision of information to the related items
  5. Purpose of use of the personal information of the individuals who seek employment at our company
    • Employment screening, correspondence and answers to questions
    • Communication, negotiation, execution of contract, demand for performance, etc. to the orderer regarding the system and so forth for the execution of the work order received by our company

We may provide the personal information to a third party such as our affiliates, orderers, consignees, etc. within the scope required for the above purpose.

2. Provision of personal information to a third party

We will not provide the personal information to a third party without prior agreement, except when agreed and consented by the individual, when it is required by law and other regulations to disclose or provide the information and when it is required to provide the information to a minimal extent in order to achieve the purpose of use to our affiliates, orderers, consignees, etc.

3. Contact regarding the protection of personal information

Please contact below about the personal information protection policy, the right to disclose, amend or delete the information and the detailed execution method of the right.

Contact: Personal Information Management Center
Telephone: 03-6777-3001

Dissemination of Information Regarding Personal Information Subject to Disclosure

Our method of handling is as follows for the release of items related to the personal information held by us that is subject to disclosure and the notification, disclosure, amendment, addition, deletion, termination of use, erasure and termination of provision of the purpose of use.

1. Business operator that handles the personal information

Pacific Consultants Co., LTD.

2. Personal information protection manager

Personal Information Protection General Manager Managing Director Tomoyuki Shigenaga
Telephone: 03-6777-3001

3. Purpose of use of the personal information subject to disclosure

We will clarify the purpose of use of the personal information and then collect the personal information within the scope of such purpose. Also, the personal information will be used only within the scope of the purpose of use.

  1. Purpose of use of the personal information regarding construction consultancy business (work)
    • Questionnaire survey on the said work and verification of the answer content as well as statistical processing.
    • Various investigations and pedestrian analysis regarding traffic plan and the like
    • Monitoring investigation for social experiment and the like
    • Construction and maintenance of database system
    • Understanding of the right holders related to the development and maintenance, commercialization, moving plan, etc. and preparation of relevant documents
    • Preparation of the basic documents for the systems and plans or designs
    • Drafting and operation of the disaster risk reduction and management plan
    • Public notification of the local investigation and application for the permit to enter private land
    • Confirmation of the personnel selection, communication, utterance content, etc. in the operation of committees, conferences, workshops, etc.
    • Other items equivalent to the above
  2. Purpose of use of the personal information of the customer (orderer)
    • Communication, negotiation, execution of contract, demand for performance, sales greetings, etc. related to the execution of the relevant work
  3. Purpose of use of the personal information related to you, the customer
    • Communication, negotiation, execution of contract, demand for performance with the orderer, or enrolled association activity
    • Verification of the content of business or items related to credit management
  4. Purpose of use of the personal information provided through our website, event and the like
    • Acknowledgement of appreciation for the visit and answers to questions and requests
    • Provision of information to the related items
  5. Purpose of use of the personal information of the individuals who seek employment at our company
    • Employment screening, correspondence and answers to questions
    • Communication, negotiation, execution of contract, demand for performance, etc. to the orderer regarding the system and so forth for the execution of the work order received by our company

We may provide the personal information to a third party such as our affiliates, orderers, consignees, etc. within the scope required for the above purpose.

4. Where to file a complaint regarding the handling of the personal information subject to disclosure

Please contact the <Contact regarding personal information> shown below for complaints and consultations regarding the handling of the personal information subject to disclosure.

<Contact regarding personal information>
Director of Personal Information Management Center
Telephone: 03-6777-3001

5. Certified personal information protection groups

JIPDEC Personal Information Protection Complaints Consultation Office
Address: Roppongi First Building, Roppongi 1-chome 9-9, Minato-ku, Tokyo Postal code: 106-0032
Telephone: 0120-700-779

6. Request for disclosure and the like

Requests for the release of items related to the personal information held by us that is subject to disclosure and the disclosure, amendment, addition, deletion, termination of use, erasure, notification of the purpose of use and termination of provision to a third party of the personal information will be executed according to the following procedure.

(1) Where to submit the request The request can be sent in by mail by using the designated request form with the required document attached to the following address.
Address: Kandanishikicho 3-chome 22, Chiyoda-ku, Tokyo Postal code: 101-8462
Pacific Consultants Co., LTD. Personal Information Management Center
(2) Required document (Not necessary when releasing the items related to personal information subject to disclosure) Submit the following request form (1), (2) and (3) when requesting a disclosure and so forth.
  1. Request form: Request form regarding personal information subject to disclosure
  2. ID document to confirm the individual: Copy of an official document (with photograph) such as a driver's license (Registered domicile part can be blackened out. Same for other documents.), 1 copy
  3. Individual's certificate of seal-impression (within 1 month of issue), 1 copy

Submit the following documents in addition to (1), (2) and (3) above when a representative performs the request on behalf.

A In case of a legal representative

  1. Document confirming the legal representative right (copy of family register, copy of health insurance card describing the dependents in case of a person in parental authority, and the like), 1 copy
  2. Representative's certificate of seal-impression, 1 copy
  3. ID document to confirm the legal representative individual (copy of an official document (with photograph) such as the legal representative's driver's license, passport, etc.), 1 copy
  4. Certificate of registered matters for guardian, 1 copy

B In case of an authorized representative

  1. Letter of attorney using the designated form from our company (stamped with registered seal of the principal)
  2. Representative's certificate of seal-impression, 1 copy
  3. ID document to confirm the authorized representative individual (copy of an official document (with photograph) such as the representative's driver's license, passport, etc.), 1 copy

We charge 1,000 yen for each application for the disclosure of personal information and notification of the purpose of use. Please enclose postal stamps worth 1,000 yen in your mail.

(3) Answer method
We will answer through the mail to the request for the release of items regarding the personal information subject to disclosure. As for the request to disclose, amend, add, delete, terminate the use, erase, notify the purpose of use and terminate the provision to a third party of the personal information, we will hand over the answer document directly to the individual when the individual comes to our company and we confirm the individual's ID.

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