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About Personal Information Protection

1. Definition of Personal Information and Activity of its Protection

Hitachi Information&Telecommunication Engineering, Ltd.（hereinafter referred to as "We"） defines "personal information" as information concerning an individual that identifies or that can identify a specific individual via the following items contained in such information. The identification might be either via a single piece of information or in combination with other information. Such information includes information that cannot identify an individual directly, but can be used to easily verify information through comparison with other information, and thereby identifying a specific individual. This information includes, but is not limited to, a person's name, birthday, age, sex, address, telephone number, family structure, interests, habits, email addresses, employer, employment division, office address, office telephone number, credit card numbers, bank account numbers, and images, as well as any numbers or character strings assigned to the person and the goods, products, or services he/she has purchased, websites he/she has accessed, complaints or inquiries he/she has raised, and consultations he/she has sought.
In addition, this shall not be limited to personal identifiers, but shall include any information that indicates a fact, recognition, or assessment about the attribute of individuals, including physical characteristics, property, occupation, or status.
In addition, the person shall refer to the person who can be identified from the above personal information.

We protect and manage the personal information by establishing a manager on a department basis with the greatest care and the best effort based on the "Privacy Policy".
And, from the viewpoint of the protection of the rights and interests of the Individual, we make efforts to consider the following points.

  1. Responding to request from Individual about their retained personal data by voluntarily stopping its use, etc., such as stopping the sending of direct mail to the Individual.
  2. Whether information is entrusted to others or not, promoting the clarification of outside processing, such as clarifying the details of work done outside the business by outsourcers.
  3. Clarifying the purpose of use more to the Individual through activities such as the business voluntarily limiting the purpose of use based on the selections of the Individual or the business limiting and showing the purpose of use by type with consideration to the details of the work.
  4. Specifying as concretely as possible the source personal information was acquired from and the method of acquisition （the type of acquisition source, etc.） on the procedures to meet requests for disclosure and others.

2. Scope

The scope of personal information that we use for business is the personal information obtained directly from the person involved, such as customers and our employees, etc. （herein referred to as "Individual（s）" or "you"） with their consent, as well as personal information obtained or provided indirectly through proper channels and methods due to business relationships.

3. Handling of Personal Information （Purpose of Use, Provision to third party, Consignment, Usage）

3-1. Purpose of Use of Personal Information

In relation to the main business activities of Hitachi Information & Telecommunication Engineering, Ltd. (hereinafter referred to as the "Company"), including the sale and development of information and telecommunications equipment, servers, storage systems, network equipment, ICT systems, software, and manufacturing equipment, the Company will collect and use personal information only to achieve each purpose.

Since the Company's business activities are diverse, please also refer to the websites of each business division for more details.

  1. Execution of contracts concluded between Hitachi Information & Telecommunication Engineering, Ltd. and customers, or organizations to which customers belong.
  2. Contacts for business negotiations, meetings, and other business communications with customers.
  3. Delivery of after-sales service on products, and sending of information on events and new products.
  4. Execution of business, including system development, operation, and maintenance, entrusted by customers.
  5. Delivery of various membership services.
  6. Affairs relating to shares.
  7. Response to inquiries and requests.
  8. Analysis based on questionnaires to improve products and services.
  9. Provision of personal information to the group companies within the scope necessary for joint business activities.
  10. Operation of recruitment activities, contests, seminars, events, and other programs hosted by Hitachi Information & Telecommunication Engineering, Ltd.
  11. Conduct of recruitment activities, including contacts with applicants and sending recruitment-related materials.
  12. Recording of telephone calls with customers for confirming inquiry details and improving the quality of telephone support.
  13. Conduct of business activities by using information already publicly available through social media or other public information sources.

When the Company requires a person to provide personal information in writing or by electronic means such as websites and e-mail, the Company will clearly state the purpose of use beforehand and obtain the person's consent.


3-2. Provision to Third Parties and Contract Services

  1. (1)We shall not provide personal information to any third party without obtaining the prior consent from the Individual, except in the following situations:
    1. 1)Where provision of personal information is required by laws or regulations,
    2. 2)Where the provision of personal information is necessary to protect human lives, health, or property, and where obtaining prior consent from the Individual is difficult,
    3. 3)Where the provision of personal information is especially necessary to improve public hygiene or to promote the healthy development of children, and where obtaining the prior consent from the Individual is difficult,
    4. 4)Where the provision of personal information is necessary to cooperate with national authorities, local governments, or parties entrusted by national authorities or local governments in performing their legal duties, and where obtaining prior consent from the Individual may obstruct the performance of such duties,
    5. 5)Where the handling of personal information is outsourced to the extent necessary to achieve the purpose of use,
    6. 6)Where provision of personal information is necessary for business succession as a result of consolidation or other business activities.
  2. (2)When required to do so for business activities in which we are co-operating with our group companies, we may provide such group companies with Individual's personal information such as a name, workplace or home addresses, telephone number, fax number, e-mail address, etc. If this is the case, the personal information will be provided in print or electronic media. Howeven the Individual may request us to stop providing his/her personal information with our group companies.
  3. (3)We may outsource all or part of the businesses at hand and shall entrust such outsourcing contractor to handle personal information to the extent necessary to achieve the purpose of use. In this case, we will select an entity that meets the standards prescribed by itself as an outsourcing contractor, along with concluding contracts regarding the handling of personal information and conducting proper management/supervision to ensure safety control.

3-3. Use of Personal Information

The personal information that we obtain will be used to the extent necessary to achieve the purpose of use that was clearly specified when obtained.
If it is used beyond this scope, we will give prior notice to the Individual to receive his/her consent; provided, however, that the same will not apply to the cases that fall under any of items 1） to 4） of （1） of paragraph 3-2 above.

4. Handling of Specific Personal Information

  1. In our main business activities involving Network and data control development, system construction, etc. , when we handle any specific personal information, we will comply with the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure （hereinafter referred to as the "Act on the Use of Numbers"）, Act on the Protection of Personal Information, and Guidelines for Proper Handling of Specific Personal Information （for Private Entities）.
  2. We consider our "personal information protection policy" as the basic policy for the proper handling of specific personal information, and will ensure the proper handling of specific personal information.
  3. We consider the performance of administrative procedures relating to social security, taxes, and countermeasures against disasters stipulated in each paragraph in Article 9 of the Act on the Use of Numbers to be the scope of use of specific personal information, and will obtain and use specific personal information to the extent necessary to achieve the purpose of use thereof.
    The main scope of use of specific personal information handled by us is as follows:
    1. We receive specific personal information from employees, etc., and use it as a withholding slip for salary income / retirement income, salary payment report, employment insurance notification, health insurance / welfare annuity insurance insured qualification notification, etc. Office work to fill out necessary documents such as various legal records and submit to the head of the tax office, the head of the municipality, the Japan Pension Service, etc.
    2. Upon receiving the provision of specific personal information, we will use it as payment records such as remuneration and fees, dividends, distribution of surplus and basic interest payment records, payment records such as real estate usage fees, and transfer of real estate. Office work to be submitted to the tax office chief by writing in various payment records such as payment records of consideration.
    3. Performance of business entrusted by the Company to handle specific personal information from government agencies or other businesses.
      Since our business activities are diverse, we may notify and announce the purpose of use of specific personal information in the business on the website of each business division.
  4. We will not provide specific personal information of an Individual to any third party, apart from cases stipulated by laws and regulations concerning specific personal information. We will not jointly use such information. However, for any case that falls under any of the items stipulated in Article 19 （Restrictions on the Provision of Specific Personal Information） of the Act on the Use of Numbers, we may provide specific personal information.
  5. We may outsource handling of specific personal information within the scope of purpose of use stipulated by laws and regulations.
  6. Request for disclosure, correction, addition, deletion, suspension of use, erasure, suspension of provision to third parties, or notification of the purpose of use of specific personal information held by the Company, or any complaint concerning such personal information, will be made in accordance with the Company's "8. Request to Disclose Personal Information or Submission of Complaints."

5. Implementation of Safety Management Measures

In order to operate as an organization to ensure proper handling of personal information, the representative of the Company has formulated the Personal Information Protection Policy and developed internal rules, including the Personal Information Management Regulations, in accordance with the basic policies stipulated in the Personal Information Protection Policy.
Moreover, the Company has established a system to confirm and evaluate whether its rules conform to applicable laws and regulations and JIS Q 15001, which is the governing standard of the PrivacyMark.
Besides developing such rules, the Company is taking concrete security control measures from four specific aspects (systematic, personal, physical, and technical) in handling personal information.

Four Perspectives: Examples of Security Control Measures

1. Organizational Measures

  • Appointment of a Personal Information Protection Manager
  • Clear designation of the departments and personnel responsible for handling personal information
  • Establishment of reporting and response procedures in the event of an incident
  • Regular internal audits
  • Periodic review of rules and regulations
  • Other appropriate measures

2. Personnel Measures

  • Regular education and training
  • Access restrictions based on assigned authority
  • Prompt and reliable deletion of accounts belonging to former employees
  • Other appropriate measures

3. Physical Measures

  • Access control using IC cards, locked doors, and other means
  • Strict enforcement of a clear-desk policy
  • Shredding of documents upon disposal
  • Other appropriate measures

4. Technical Measures

  • Management of user IDs and passwords
  • Multi-factor authentication
  • Encryption of communications
  • Installation of antivirus software
  • Restrictions on the use of external storage media
  • Data backups
  • Other appropriate measures

6. Personal Information Protection Legal Systems in Foreign Countries

We may transfer an Individual's personal information to a third party in a foreign country in order to have smooth operations of handling such information. Please refer to the Personal Information Protection Committee's website in regard to the protection of personal information in such countries we provide.

We use cookies*1 and Web beacons （clear GIF）*2 in part of the website to make it more conveniently to use for person.
An Individual can refuse to receive a cookie, or can display a warning message when receiving a cookie by changing the setting of a web browser. For more details, please see the instructions of a web browser you are using. Moreover, an Individual can reject a Web beacon by setting to refuse the receipt of a cookie.
But, in the first case, please note that an Individual may not be able to use the all or part of our services provided in the website.
In addition, by using web beacons in combination with e-mail newsletters sent to customers, we may collect information such as whether the e-mail sent to the customer has been opened and which web pages the customer has visited. We will use the collected information to improve our services.
For the specific scope of use of the collected information, please check "3. Personal information handling policy (purpose of use, provision to third parties, entrustment, use)" above.

Glossary

*1
Cookies:
Mean information exchanged one another between a web server that controls a web site and a web browser that a person uses. Cookies may be saved as files in the disk of a person's PC. If you use a cookie, the web server can track and record information about which pages in the web site the particular computer visits etc. However, we cannot identify the person unless he or she enters the personal information into the web site.
*2
Web Beacons:
Mean technology that functions with a cookie to check how many times a person accesses a particular page. However, we cannot identify the person unless he or she enters the personal information when receiving cookies.

Please see the Google Analytics Terms of Service and Privacy Policy for instructions regarding the use of cookies by Google Analytics and the information collected by cookies.

8. Request to Disclose Personal Information or Raising Complaints

Retained Personal Data means personal information that forms part of a systematically organized collection of information and for which the Company is responsible for responding to requests from a person to disclose, correct, add, delete, stop usage, erase, stop provision to third parties, notify the purpose of usage, or disclose the record of provision to third parties.

However, information falling under any of items (1) through (4) in 【Information Not Falling under Retained Personal Data】 does not constitute Retained Personal Data.

8-1. Our Purpose of Use of Retained Personal Data

  1. ●Personal Information Regarding Customers, Business Partners, and the Badminton Club Support Group
    1. 1)Sending out information about fairs, exhibitions, and various conventions
    2. 2)Response to inquiries/consultations （including inquiries/consultations via the Internet）
    3. 3)Sending goods/mail
    4. 4)Communication, cooperation, negotiation, business negotiation, and the performance of contracts necessary for businesses
    5. 5)Proposal/provision of goods/services/maintenance support
    6. 6)Investigation/analysis for the development of goods/services
    7. 7)Information management/accounting treatment, etc., for customers/business partners
  2. ●Personal Information Regarding Job Applicants
    1. 1)Provision/notification of job opportunities to job applicants and the assessment of employment
    2. 2)Recruitment service management, etc.
  3. ●Personal Information Regarding Employees （Including Retired Employees）
    1. 1)Management of human affairs, services, and tasks
    2. 2)Management of salaries and bonuses, etc.
    3. 3)Welfare benefits
    4. 4)Health/safety management, etc.
  4. ●Specific Personal Information （Individual Number）
    1. 1)Preparation of legal records
    2. 2)Social insurance administration, etc.

【Information Not Falling under Retained Personal Data】

  1. (1)Any personal information where it is known that the presence or absence of such is likely to threaten the life, body, or property of the Individual or third parties;
  2. (2)Any personal data where it is known that the presence or absence of such is likely to prompt or trigger illegal activity or wrongful conduct;
  3. (3)Any personal data where it is known that the presence or absence of such is likely to undermine national security, damage a relationship of confidence with a foreign country or international organization, or put the country at a disadvantage in negotiations with another country or with an international organization;
  4. (4)Any personal data where it is known that the presence or absence of such is likely to interfere with crime prevention, crime control, criminal investigations, or the upholding of public safety and order.

8-2. Applications Regarding Personal Information （e.g. Request to Disclose）

  1. (1)Application Form
    Please download the "Application Regarding Personal Information (e.g. Request to Disclose)". If an Individual cannot download the Application Regarding Personal Information (e.g., Request to Disclose), the Individual should contact us. We will send him/her the form by fax or postal mail.
  2. (2)Other Required Documents
    Please enclose the following two documents with the Application Regarding Personal Information (e.g. Request to Disclose) in an envelope, and send them to the mailing address by registered mail.
    1. 1)A copy of your personal identification (For details, please see "Personal Identification".)
    2. 2)The certificate of payment (Please note that correction, addition, or deletion of personal information is free of charge.)
  3. (3)Payment of Service Charge
    It takes a mandatory service charge of 800 JPY for the disclosure of personal information or notification of the purpose of use. For details, please see "Collection of Service Charges for the Disclosure of Personal Information or Notification of the Purpose of Use". Please note that correction, addition, or deletion of personal information is free of charge.
  4. (4)How to Apply
    Download and complete the form entitled "Application Regarding Personal Information (e.g. Request to Disclose)." Please refer to Concerning Personal Identification Documents for the required identity verification documents. Attach the required documents and proof of payment of the applicable fee, and send them to the address listed under Mailing Address using a postal or courier service that provides tracking.
  5. (5)Response from the Company
    If you have a preferred method of receiving our response, including the provision of an electronic record, please specify it on the "Application Regarding Personal Information (e.g. Request to Disclose)." Unless otherwise requested, we will generally respond in writing.
    If we respond in writing, the response will be sent to the address stated on your identification document using a delivery method that is appropriate for the destination and, where available, verifies the recipient's identity or provides delivery tracking.
    If we respond electronically, the response will be sent to the email address specified on the "Application Regarding Personal Information (e.g. Request to Disclose)."
    Please allow approximately two weeks for us to conduct an internal review and respond. If more than two weeks are required, we will notify you accordingly.

8-3. Complaints Regarding Personal Information

If you wish to file a complaint, please fill in the "Complaints and/or Consultations Regarding Personal Information", and send it to the mailing address below.

Mailing Address
Information Department in charge of personal information protection, Hitachi Information&Telecommunication Engineering, Ltd.
Queen's Tower B Building 22nd floor 2-3-3 Minatomirai, Nishi-ku, Yokohama-shi, Kanagawa, 220-6122, Japan
Tel : +81-（0）-45-227-3000 （Representative）
FAX:050-3163-5980

9. Personal information protection manager

Principal Expert Taisei Yoshino
Hitachi Information & Telecommunication Engineering, Ltd.

10. Requests to the Individual

  1. While most our services can be used without personal information, please be advised that the Individual needs to provide personal information in order to use some services.
  2. We are not responsible for the security of the personal information on the linked sites of other companies.
  3. The Individual must agree with the contents stipulated herein before entering any personal information. Otherwise the Individual may not use the services （including replies to inquiries） we provide.

11. Special Note

  1. Our personal information protection policy shall be in accordance with the laws of Japan.
  2. We may revise this document, "About Personal Information Protection," to improve the handling of personal information and/or due to the revision of laws or ordinances, or other rules or regulations.
  3. This document, "About Personal Information Protection," shall enter info force on the issued date （or revised date） below.
  4. Even if each content of our website （or any link thereof） stipulates a personal information policy, the policy stipulated in this "About Personal Information Protection" shall supersede any other policies in such contents.
  5. When a person calls us, we may record the call to ensure offering clearer answers.

12. Inquiries about This Website

If you have any questions about this web site （"About Personal Information Protection"） except Section 5 （Request to Disclose Personal Information or Raising Complaints）, please contact us using the following "Inquiry Form".
The contents of this site shall be in accordance with the laws of Japan.

If you submit us any inquiries or opinions, we would like you to carefully read and agree on the terms stipulated in this document. Please note that there may be a case we may not answer the inquiry. As we answer your inquiry, any personal information you submit us will be deleted, and we will not hold it any longer.

Contact by mail
Information Department in charge of personal information protection, Hitachi Information&Telecommunication Engineering, Ltd.
Queen's Tower B Building 22nd floor 2-3-3 Minatomirai, Nishi-ku, Yokohama-shi, Kanagawa, 220-6122, Japan

If you contact us by mail, please fill in the following items and include in the sheet:

  • Your inquiry （required）
  • Your name （required）
  • Organization （e.g. name of company or school）
  • E-mail address （required）
  • Postal code*
  • Address*
  • Tel.*
  • * Required only for those who do not have an e-mail address.

Established : April 1, 2013
Last Revised : August 26, 2026