PRIVACY POLICY
Hiramatsu Inc. (hereinafter “Hiramatsu ”) operates hotels and restaurants and provides restaurant-based wedding services. To protect personal information, Hiramatsu has drawn up the following Privacy Policy, have created personal information protection systems, and promote employee knowledge and understanding of the importance of personal information protection.
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01.Management of personal information
To keep Personal Information accurate and up-to-date, and prevent Personal Information from unauthorised access, loss, damage, falsification, leakage, etc, Hiramatsu has adopted data security measures and practise rigorous personal information management, including measures to maintain our security management systems. Hiramatsu ensures that our employees are trained in personal information protection, etc and takes appropriate remedial action in the event that any incident arises.
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02.Use and sharing of personal information
Hiramatsu identifies the purposes for which personal information is to be used within the scope of our business activities, and collect, use and share personal information only to the extent necessary to achieve those purposes, and in a fair and appropriate manner. Hiramatsu also takes measures to prevent the use of personal information for any other purpose.
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03.Compliance with laws, regulations and other rules, and policy reviews
Hiramatsu complies with Japanese laws and regulations and other rules applicable to the personal information Hiramatsu holds, and reviews and improves the content of this policy as appropriate.
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04.Enquiries
Hiramatsu has established a Enquiries to handle complaints and enquiries regarding the handling of personal information, etc, which responds to complaints and inquiries in good faith.
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05.Continuous improvement
For the purpose of implementing this policy, Hiramatsu has established internal regulations on personal information protection and appointed a personal information protection manager. Hiramatsu ensures that our directors and employees and all third parties to whom Hiramatsu outsources work are familiar with the appropriate handling of personal information, and Hiramatsu periodically reviews and strives for continuous improvement of our personal information protection management system, monitoring its implementation in a timely manner, etc.
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Amended: 1 May 2022
Hisashi Endo, President and CEO
Handling of Personal Information
In accordance with its Privacy Policy, Hiramatsu takes steps to ensure the appropriate protection of personal information it collects and holds for business purposes, as follows:
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01.Name of business handling personal information
Hiramatsu Inc.
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02.Personal information protection manager
Hideki Kitajima, General Manager of Corporate Division
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03.Purpose of use of personal information
The categories and purposes of use of personal information are as follows:
①Customer information is used:
- a For business purposes in connection with the use of our hotels and restaurants;
- b To deliver goods that customers have purchased;
- c To send customers our hotels, restaurants, menus, events, new businesses, etc;
- d For marketing, product development, service improvement and new service development;
- e To send customers materials relating to the company and its businesses;
- f To manage the Hiramatsu members points programme;
- g To send customers information, announcements and advertisements that they may find useful; and
- h To reply to enquiries
②Business partner information is used:
- a For business communication, contract performance, business negotiation and other purposes; and
- b To manage business partner information
③Mémoire de Hiramatsu member information is used:
- a To operate the Mémoire de Hiramatsu scheme;
- b To send members information, announcements and advertisements that they may find useful; and
- c To reply to members’ enquiries
④Shareholder information is used:
- a To exercise rights and perform duties in accordance with the Companies Act;
- b For shareholder management purposes, such as keeping records in accordance with laws and regulations;
- c To send shareholders investor relations materials;
- d To send shareholders information on shareholder benefits;
- e To send shareholders information, announcements and advertisements that they may find useful; and
- f To reply to shareholders’ enquiries
⑤Job applicant information is used:
- a To contact and provide information to job applicants;
- b For pre-employment screening purposes; and
- c For other purposes relating to recruitment activities
⑥Employee information is used:
- a For work-related communication with employees;
- b To pay employee remuneration (salary, allowances, etc);
- c To deduct withholding tax and pay income tax, local tax, social insurance premiums, etc;
- d For personnel and labour management purposes;
- e For health and security management purposes;
- f For the provision of employee benefits; and
- g To send employees information and announcements that may find useful
⑦Specific Individual information is used:
- For purposes specified in the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (Act No. 27 of 2013)
⑧Information on persons who have made enquiries is used:
- To respond to, confirm and record enquiries and complaints
⑨ Information on persons or their representatives who have submitted disclosure requests, etc is used:
- To respond to disclosure requests, etc
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04.Scope of information sharing
Hiramatsu shares information on Mémoire de Hiramatsu members as follows:
①Entities with which information will be shared
- Hiramatsu Research Laboratory
5-15-13 Minami-Azabu, Minato-ku, Tokyo
②Purpose of use
- Provision of benefits to Mémoire de Hiramatsu members
③Scope of personal information
- a Customer’s name;
- b Customer’s address, telephone number, email address, etc; and
- c Customer’s Mémoire de Hiramatsu membership number
④Name, address, name of representative, etc of company responsible for management of personal information
- Hiramatsu is responsible for the personal information shared.
Our address, and the name and contact details of our personal information protection manager are as follows:
Company address; and
Hiramatsu Inc., 4-17-3 Ebisu, Shibuya-ku, Tokyo 150-0013 Japan
Personal information protection manager:
Hideki Kitajima, General Manager of Corporate Division
Contact details;
See below
- Hiramatsu Research Laboratory
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05.Sharing personal information with third parties
Hiramatsu does not share personal information with third parties except in the following circumstances:
① When Hiramatsu outsources work, within the scope necessary to achieve the purpose of use ② When Hiramatsu has obtained the prior consent of the person concerned ③ When required to do so by laws or regulations ④ When necessary for the protection of human life, limb or property, and it is difficult to obtain the customer’s consent ⑤ When particularly necessary to promote public health improvement or the sound development of children, and it is difficult to obtain the customer’s consent ⑥ When Hiramatsu needs to cooperate with a national or local public entity, etc that is carrying out affairs prescribed by laws and regulations, and there is a risk that obtaining the customer’s consent may impede the performance of the affairs ⑦ When sharing information with entities listed under “4. Scope of information sharing” ⑧ When business, including personal information, is to be transferred, in the case of a merger, company split or business transfer, etc -
06.Voluntary nature of personal information provision
Personal information is provided on a voluntary basis, but if the personal information is not provided, the person concerned may not be able to use our services, or Hiramatsu may not be able to respond to their enquiries or consider them for employment.
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07.Security management methods
Hiramatsu implements security measures necessary and appropriate to the management of personal information to prevent leakage, loss, damage , etc. As necessary and appropriate, Hiramatsu also supervises employees and contractors (including subcontractors) handling personal information. Measures for the secure management of personal information are specified in our Personal Information Protection Regulations , set out elsewhere.
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08.Outsourcing of personal information handling to foreign contractors
Not applicable
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09.Disclosure of personal information
If Hiramatsu is asked to disclose personal information under the provisions of the Act on the Protection of Personal Information, Hiramatsu firstly verifies that the request has been made by the person concerned (or their representative), then discloses the information without delay (when no such personal information exists, Hiramatsu notifies the person making the request). However, Hiramatsu does not disclose personal information unless required to do so under the provisions of the Act on the Protection of Personal Information or other laws and regulations. To make a disclosure request, please contact the Enquiries (see below for details). Hiramatsu will then send you a Disclosure Application Form by post or email. Please complete this form and return it along with the necessary documentation.
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10.Amendment, cessation of use, etc of personal information
① If Hiramatsu is asked to (1) amend the content of personal information under the provisions of the Act on the Protection of Personal Information because it is inaccurate, or (2) cease using personal information under the provisions of Article 30, Paragraph 5 of the Act on the Protection of Personal Information because it is being used for purposes beyond the scope of the published purposes of use, or has been obtained by deceitful or otherwise improper means, or has been shared with a third party without consent, etc, Hiramatsu firstly verifies that the request has been made by the person concerned (or their representative), then carries out any necessary investigations without delay and, based on the results of those investigations, amends the content of the personal information, ceases using it, etc, and notifies the person concerned (or their representative) that Hiramatsu has done so. If Hiramatsu decides not to amend or cease using any personal information, Hiramatsu notifies the person concerned (or their representative) of this decision. ② If Hiramatsu receives a request to delete personal information from the person concerned (or their representative) and judges that Hiramatsu needs to respond to this request, Hiramatsu firstly verifies that the request has been made by the person concerned (or their representative) then delete the personal information and notify the person concerned (or their representative) that Hiramatsu has done so. ③ Regulations ① and ② do not apply where Hiramatsu is not required to amend, ceases using, etc personal information under the Act on the Protection of Personal Information and other laws and regulations. -
11.Amendment of this policy
Hiramatsu updates and continuously improves our methods for handling personal information in a appropriate manner, and amends our policy on the handling of personal information as necessary.
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12.Data collected automatically when you use our website, etc
For the purpose of targeted advertising (advertising according to customer needs and interests) of our services by ourselves or by third-party advertising serving companies, or for the purpose of analysing other data regarding our business, Hiramatsu may collect and use or share the following information:
①Log and website use data
- When you use our services, Hiramatsu may collect your IP address, the date and time of your request, and data on your actions our website.
②Cookies and anonymous ID
- Hiramatsu may use cookies or similar technologies to identify devices using our services. Hiramatsu will not use cookie data to identify individual users. Hiramatsu will retain any log data, etc collected only for as long as necessary to fulfil the purposes for which it was collected.
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Enquiries
Hiramatsu Inc., 4-17-3 Ebisu, Shibuya-ku, Tokyo 150-0013 Japan
General Affairs Department In charge of Personal Information Protection Complaints and Enquiries Telephone +81 (0)3 5793-8811 Email privacy@hiramatsu.co.jp Hours Monday to Friday, 9am to 6pm
(except public holidays and year-end and New Year holidays)