Privacy Policy

1. Principles of Privacy Policy

Maruwa Transport Co., Ltd. (hereafter referred to as “the Company”) acknowledges the significance of personal data and regards the protection of personal data processed through its business activities as a crucial social responsibility. The Company shall appropriately obtain, use, share, and manage personal data in accordance with laws and regulations regarding personal data handling and the Company’s internal policies. The Company shall manage personal data in compliance with relevant laws, national guidelines, and standards for handling personal data, as well as the JISQ 15001: 2017 Personal Data Protection Management System Requirements. The definitions of terms in this personal data protection policy align with the guidelines of the Act on the Protection of Personal Information.

2. How we handle personal data

Personal data managed by the Company’s business activities shall be appropriately handled in the following ways.

• (1) Specification of the purpose of use When personal data is collected directly or through other means, the intended use shall be clearly stated, and the information shall only be used to the extent necessary to accomplish the intended purpose. Measures shall be implemented to ensure this.
• (2) Restrictions on use for non-business purposes Personal data shall not be used for any other purpose or shared with third parties without the prior consent of the customer or employee or as stipulated in the laws and regulations governing the handling of personal data.
• (3) Appropriate acquisition Personal data shall be collected using appropriate and fair methods.
• (4) Secure management
  • Security control measures shall be implemented to prevent and address leaks, loss, and damage of personal data.
  • A Chief Personal Data Administrator shall be appointed within the Company, and each department handling personal data shall designate a Personal Data Manager to ensure compliance with internal regulations.
  • The Company shall ensure that all its officers and employees are familiar with the regulations governing the handling of personal data. They shall receive adequate training, instructions, and supervision.
  • If personal data is provided to a third party, the Company shall carefully select the party and provide them with instructions and supervision to ensure appropriate management of the data, similar to the Company’s practices.
• (5) Ensuring accuracy The Company shall make every effort to ensure that personal data is accurate and current as necessary to fulfill its intended purposes.
• (6) Disclosure, correction, and deletion If a customer (including a representative) or an employee requests the disclosure, correction, or deletion of their personal data, the Company shall respond appropriately in accordance with the laws and regulations governing the handling of personal data.
• (7) Addressing inquiries and complaints from customers or employees The Company shall promptly and appropriately address any customer or employee queries or complaints.
  
  Personal Data Help Desk:
  General Dispatch Center, Maruwa Transport, Co., Ltd.
  4-10-27, Nanko-Higashi, Suminoe-ku, Osaka, 559-0031
  Phone: 06-6613-0008 Fax: 06-6105-0050

１.Why we use personal data

• ①Why we use the Company employee’s personal data To manage employees
  Personal data may be used to execute operations as mandated by the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures. These operations encompass the management of employees and the facilitation of work and activities such as transporting and delivering goods, conducting product sales, and providing carrier and related services. These activities may involve the use of the personal data of employees’ family members, including their personal identification numbers, if such data is necessary for work-related purposes due to their dependency.
• ②Why we use retired employees’ personal data To communicate when required
  The Company may use personal data to contact retired employees in compliance with the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures. If needed, the Company may also use personal data and identification numbers of family members to carry out tasks based on their dependency.
• ③Why we use job applicants’ personal data To review and contact applicants
• ④Why we use customers’ personal data The Company shall use customers’ personal data for contracted transport and delivery, product sales, carrier and related services.
  The data shall also be used to enhance and improve business-related services through questionnaire surveys.
  If customers’ data is used for purposes other than those mentioned above, it shall only be used within the scope of the purpose for which the individual has been informed and consented in advance.

2. Why we handle personal data in connection with outsourcing

The Company reserves the right to engage third-party entities (referred to as “Outsourced Company/Companies”) to facilitate our business operations. Under certain circumstances, personal data may be disclosed to the Outsourced Company within the bounds of the intended usage. Upon sharing personal data with an Outsourced Company, a data protection agreement is executed, and comprehensive guidance and supervision are enforced to ensure the security of personal data. Consequently, the personal data of the Outsourced Company’s employees may be accessed for the following purposes:

• ・The use of the personal data of Outsourced Companies
• ・For transporting and delivering goods, conducting product sales, and providing carrier and related services.
• ・For enhancing and improving business related services through questionnaire surveys.

If the personal data of the Outsourced Company’s employees is used for purposes other than those mentioned above, it shall only be used within the scope of the purpose for which the individual has been informed and consented in advance.

3. Surveillance cameras

In some areas of our Company, surveillance cameras are installed for security purposes. In such cases, the cameras are appropriately managed in accordance with our information security-related regulations.

4. Sharing of personal data with third parties

The Company shall not share the personal data it has collected with third parties, except in the following cases:

• (1)With the consent of the individual.
• (2)When required by law.
• (3)When necessary to protect a person’s life, body, or property, and the individual’s consent is difficult to obtain.
• (4)When it is difficult to obtain consent in cases critical for public health or child welfare.
• (5)When it is necessary to cooperate with a state body, local authority, or its delegate to conduct affairs prescribed by law, and obtaining the individual’s consent may hinder the execution of such affairs.

If an individual or their representative asks the Company to disclose, correct, add, delete, stop using, or cease providing personal data to third parties (hereafter referred to as “Disclosure, etc.”), the Company shall promptly respond to the request after confirming the individual or their representative’s identity. Requests for disclosure or notification of the purpose of use may incur the actual cost of sending the notification. If we stop using, delete, or cease providing personal data to third parties, we may not be able to provide the service as originally requested.
Furthermore, the company may not respond to requests in the following cases.

• (1)If the requested personal data does not fall under the category of data for which the Company does not have the authority to Disclose, etc., as stipulated above.
• (2)If responding to the request could endanger the life, body, or property, or the rights and interests of the individual or third parties.
• (3)If revealing the presence or absence of the personal data in question could pose the following risks.
  • ・A potential to encourage or provoke illegal or unreasonable conduct.
  • ・A potential threat to national security, risk of damaging confidence between countries or international organizations, or risk of negotiating from a position of disadvantage with other countries or international organizations.
  • ・A potential to interfere with the prevention, suppression, or investigation of crime or with the maintenance of public safety and order.
• (4)If notifying the purpose of use to the individual or releasing the information to the public could pose the following risks.
  • ・A potential to harm the Company’s rights or legitimate interests.
  • ・When it is necessary to collaborate with a national agency or local public body to fulfill duties mandated by law, such duties can potentially be obstructed.
• (5)If there is a risk of the following occurring as a result of discontinuing use, and so on.
  • ・A potential to cause significant disruption to the proper execution of the Company’s business.
  • ・A potential to violate laws and regulations.

Maruwa Transport Co., Ltd.
Chief Data Administrator
Hirokazu Hasegawa

Why we use personal data in our custody

The Company uses personal data in its custody for the following purposes:

• ①Why we use the personal data of the Company’s employees To manage employees
  Personal data may be used to execute operations as mandated by the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures. These operations encompass the management of employees and the facilitation of work and activities such as transporting and delivering goods, conducting product sales, and providing carrier and related services. These activities may involve the use of the personal data of employees’ family members, including their personal identification numbers, if such data is necessary for work-related purposes due to their dependency.
• ②Why we use retired employees’ personal data To communicate when required
  The Company may use personal data to contact retired employees in compliance with the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures. If needed, the Company may also use personal data and identification numbers of family members to carry out tasks based on their dependency.
• ③Why we use job applicants’ personal data To review and contact applicants
• ④Why we use customer’s personal data To transport and deliver goods, conduct product sales, and provide carrier and related services.

Security measures

• ・To establish voluntary standards for the appropriate acquisition and utilization of personal data, as well as ensure strict enforcement and secure management of such data, we have formulated fundamental guidelines for personal data handling, referred to as the “Basic Handling Rules.” Additionally, the Company has instituted a code of conduct and specific regulations to prevent unauthorized access to personal data and mitigate the risks of data loss, destruction, alteration, and unauthorized disclosure.
• ・As per our Basic Handling Rules, the Company has assigned personal information managers in each department and established an organizational structure to manage personal data securely. Additionally, we have implemented a reporting and communication system to address potential cases of personal data leakage, unauthorized use, violations of relevant laws, or noncompliance with our Basic Handling Rules.
• ・The Company is dedicated to continually enhancing the information system that manages personal data. We have put in place preventive and security measures to prevent unauthorized access to personal data and to avoid loss, destruction, alteration, or leakage of personal data. This includes implementing access control to the system, restricting the number of individuals who handle the data, and setting up a system to safeguard against unauthorized access from external sources and unauthorized software.
• ・The Company provides training to all employees regarding the safeguarding of personal data according to our Basic Handling Rules. We take measures to ensure that all employees possess a thorough understanding of these regulations. Furthermore, we institute adequate supervision to guarantee the secure administration of personal data.
• ・The Company has enacted essential measures to mitigate the risk of theft or loss. These measures include safeguarding personal data-handling PCs with security cables, securing documents in a designated locked location, seeking authorization from the personal data manager prior to data transfer, limiting the methods employed for data relocation, and employing irretrievable measures for data disposal.
• ・When entrusting the management of customers’ personal data to a third party, the Company is committed to providing necessary and effective supervision of the third party. This oversight includes explicitly defining the security management system within the contractual agreement to ensure the secure handling of personal data.

Steps to data disclosure

Please direct all inquiries, complaints, or requests for personal data disclosure to the designated company contact in writing. They will offer guidance on the necessary steps for each respective request.

Contact for inquiries and complaints concerning personal data

Personal Data Help Desk
Masashi Uematsu, General Dispatch Center, Maruwa Transport Co., Ltd.