Intelligence Inspiring Marketing Innovation, Empowering Business Solutions
1. Basic Policy
INTAGE Inc. (“the company”), in its capacity as an information services provider and as a research firm, recognizes that fulfilling both the expectations of individuals who entrust the company with personal information (“individuals”) and the expectations of its clients is essential to ensuring the sustainability of its business. With regard to the use of personal information, the company abides by applicable laws and guidelines and the Marketing Research Quality Standard set forth by the Japan Marketing Research Association, of which it is a member. In order to protect the privacy of individuals and preserve its clients’ confidential information, the company has created an in-house personal information protection management system, and is thorough in supervising the personal information of all entities with whom it engages in business.
2. Personal Information Protection Management System
(1) Guidelines for the Use of Personal Information
| a. | Collection, use, and provision of personal information When collecting personal information, the company will clarify the purpose of use of the information to the individuals or clients from whom it is being collected. After receiving the consent of the individual, his or her personal information will be used appropriately within the scope permitted by the terms of their consent. |
| b. | Respect for individuals’ rights If the individual requests that his or her retained personal data (personal information that is subject to disclosure) be disclosed, revised, or deleted after consulting with the company, this request shall be granted assuming it is consistent with existing laws and socially accepted ideas. |
| c. | Implementation of security precautions The company recognizes and conducts analysis of the risks associated with handling personal information, and implements security precautions to prevent unauthorized access to this information or its leaking, loss, destruction, or falsification. Furthermore, if it is deemed that such situations are at risk of occurring, the company will promptly take corrective actions. |
(2) Corporate Behavior
| a. | Company officials and all employees shall respect laws governing the use of personal information as well as other applicable guidelines. |
| b. | Policies for using personal information shall be adhered to and relevant company regulations upheld. |
| c. | The company will appoint a personal information protection manager and give him or her responsibility for and authority over the administration of the Personal Information Protection Management System. |
| d. | An employee will be placed in charge of inquiries, and the company will maintain an environment that facilitates inquiries from individuals regarding their personal information. |
| e. | A personal information protection auditor will be appointed to audit the company’s use of personal information. |
| f. | If necessary, company regulations and operating procedures will be revised based on the results of the aforementioned audits. |
| g. | Assistance in fulfilling the objectives of these regulations will be sought from individuals and entities with whom the company engages in business activities. |
| h. | Company policy concerning the protection of personal information shall be provided in a format that allows it to be examined at any time. |
| i. | The Personal Information Protection Management System will be revised on an ongoing basis. |
Norio Taori
President and Representative Director
December 1, 2006
3. Privacy Protection
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INTAGE Inc. is accredited by the PrivacyMark System.
Clicking on the PrivacyMark logo at left or the link below will take you to the Japan Information Processing Development Corporation’s website, where you can view the list of entities entitled to use this mark.
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The company publishes the following articles based on Japan’s Personal Information Protection Act and the criteria for PrivacyMark accreditation, Japan Industrial Standard Q 15001:2006, “personal information protection management systems–requirements” (“the JIS standard”).
(Personal Information Protection Act, Articles 15 and 18; JIS standard 3.4.2.5)
(1) Purpose of use of personal information collected directly or indirectly in nonwritten forms
The company ordinarily informs research participants in writing before collecting their personal information directly. However, in the following cases notification of purpose of use posted on our website is used in lieu of written notification.
| Type of Personal Information Collected | Purpose of Use |
|---|---|
| Personal information gathered from publicly available sources like the Internet, employee registers, phone books, and residential maps | To designate subjects for the company’s research, to send research forms and compensation, and to allow research conductors to telephone subjects or visit their residences when conducting research. |
| Personal information gathered from reading or sampling basic residents’ registers | To designate subjects for the company’s research, to send research forms and compensation, and to allow research conductors to telephone subjects or visit their residences in order to conduct public opinion and academic research for public entities like governments, as well as educational, media, and other similar organizations. |
| Personal information of family members, friends, and acquaintances of research participants gathered by the company in the course of research | To extract samples of research subjects, to send research forms and compensation, and to allow research conductors to telephone subjects or visit residences when conducting research. |
| Personal information gathered from audio or video recordings of group interviews | To confirm details of research participants’ responses when analyzing research results. |
| Personal information gathered from footage taken by security cameras on company premises | To identify those responsible in the event a crime is committed or an accident occurs. |
| Personal information included in recordings of telephone conversations and the like in which the company responds to inquiries from individuals | To confirm details of the company’s response to the inquiry. |
(2) Purpose of use of personal information consigned to the company
| Type of Consignment | Purpose of Use |
|---|---|
| Managing personal data | To perform necessary tasks within the scope of intended use communicated to the individual by the client as well as to accomplish tasks set forth by the client. Examples: -- To search for and compile personal information as specified by the client. -- To revise or delete personal information upon the client’s request. |
| Conducting research | To perform various tasks necessary to conduct research, such as sending research forms and compensation and responding to inquiries. |
| Enclosing materials into and sealing envelopes | To perform such tasks as creating address labels and sending mail. |
| Inputting data | As source material for data input. |
(Personal Information Protection Act, Article 24 Paragraph 1; JIS standard 3.4.4.3)
The Personal Information Protection Act, Article 2 Paragraph 5, gives the following definition for “retained personal data”:
In this Act, “retained personal data” means such personal data over which an entity handling personal information has the authority to disclose, to correct, add or delete the content, to suspend its use, to erase, and to suspend its provision to third parties, excluding the data which is specified by a Cabinet order as harming public or other interests if its presence or absence is known and the data which will be erased within a period of no longer than one year that is specified by a Cabinet order.
JIS gives a nearly identical definition for “retained personal data,” except that it does not stipulate how long the data is retained.
The company’s purpose of use of retained personal data (information subject to disclosure) is as follows.
| Type of Retained Personal Data (Information Subject to Disclosure) | Purpose of Use |
|---|---|
| Personal information from ad hoc research respondents who have allowed the company to register their information in order to cooperate with a nonregular research, or the personal information of respondents’ family members | To create a sample of subjects when conducting the company’s ad hoc research (see note 1) and when commissioned to perform research by other entities. |
| Personal information from panel respondents who have allowed the company to register their information in order to cooperate with periodic research | To perform the necessary communications, etc. in order to conduct the company’s panel research (see note 2). |
| Personal information of research subjects newly solicited by the company or gathered from publicly available registries, etc. in order to conduct a particular research | To create a sample of subjects when the company is conducting a particular research or conducting a research for another entity. |
| Personal information provided by individuals registered on community websites operated by the company | To contact those individuals and respond to thier inquiries, to conduct questionnaires, campaigns, and sweepstakes, and to send e-mail newsletter. |
| Personal information from business partners collected from business cards, e-mail, and registries open to the public, etc. | To execute business contracts, to provide information on company products and services, to provide information on seminars and explanatory meetings sponsored by the company, to engage in communication, business activities, and accounting processes necessary to execute company tasks, to send greetings from company official, and to request participation in customer satisfaction research and other questionnaires. *1 (On April 1, 2008, accounting and purchasing activities were transferred to our group company INTAGE Associates Inc.) |
| Personal information of INTAGE Inc. shareholders | To exercise company rights and execute company responsibilities based on commercial law in order to offer the full benefits accorded to company shareholders, to implement all measures to ensure smooth relations with shareholders, to create shareholder data and perform other acts of shareholder supervision according to specified criteria based on all applicable laws, and to provide responses to inquiries and other requests. |
| Personal information of company employees | To manage company employees and communicate with them in the course of business activities, etc. |
| Personal information of job applicants | To contact applicants and respond to their inquiries and to perform the necessary procedures to prepare for the applicants’ entry into the company when they are hired. |
| Personal information of past employees | To respond to inquiries from individuals after they have left the company. *2 (On April 1, 2008, human health and welfare activities were transferred to our group company INTAGE Associates Inc.) |
| *1 | Refers to research that is carried out on a nonregular basis, such as those used to gauge consumer purchasing trends for products gaining market popularity and to gauge consumers’ preferences for new products. 2. Refers to research like those carried out periodically in order to collect information on regularly purchased products from research participants organized on a national level. |
| *2 | Refers to research carried out periodically in order to collect information on regularly purchased products from research participants organized on a national level. |
(Personal Information Protection Act, Article 23; JIS standard 3.4.2.8)
The company will manage personal information collected from an individual in an appropriate manner, and will not make this information available to third parties without first obtaining the individual’s consent, except in the following cases:
| a. | Cases in which the provision of personal data is legally mandated. |
| b. | Cases in which the provision of personal data is necessary for the protection of the life, well-being, or property of an individual and in which it is difficult to obtain the consent of the person. |
| c. | Cases in which the provision of personal data is specially necessary for improving public health or promoting the sound growth of children and in which it is difficult to obtain the consent of the person. |
| d. | Cases in which the provision of personal data is necessary for cooperating with a state institution, a local public body, or an individual or entity entrusted by one in executing the operations prescribed by law and in which obtaining the consent of the person might impede the execution of the operations concerned. |
(Personal Information Protection Act, Article 29; JIS Standard 3.4.4.2)
The company will respond to requests from individuals or individuals’ representatives to disclose, modify, or cease to use said individuals’ retained personal data (personal information subject to disclosure, etc.).
(1) Categories subject to requests for disclosure, etc.
The company will comply with requests for disclosure of retained data in all cases except those described in section 4.8.
(2) Where to direct requests for disclosure, etc.
INTAGE Inc.
Intage Akihabara Bldg.
3 Kanda-Neribeicho, Chiyoda-ku
Tokyo 101-8201
Please send your request directly to the appropriate person if his or her contact information is specified in company correspondence.
If the personal information subject to disclosure, etc. is collected or managed by INTAGE Research Inc., please direct requests for disclosure, etc. to the company in question. Follow the links below to visit these companies’ websites.
INTAGE RESEARCH Inc.
(3) Procedure for requests for disclosure, etc. when made by the individual concerned
Please download the application form and fill out the required areas. Include the necessary documentation to verify your identity and send these materials by mail to the address specified in section 4.2. Please write “application for disclosure, etc. enclosed” on the envelope in red ink.
| Ａ． | Application form (Available only in Japanese) Application form for requesting disclosure, etc. of retained personal data （PDF：71.6KB） |
| Ｂ． | Documents acceptable for verifying identity One copy of a driver’s license, photo page of a passport, or other official identification document. |
(4) Procedure for requests for disclosure, etc. when made by an individual’s representative
The following application materials are required if the person making the request for disclosure and others is the legally designated representative of the individual, minor, or ward, or a representative designated by the individual in question. It is necessary to enclose documents verifying the identity of the representative as specified in section 4.3. only when this application is sent by mail.
| a. | Documents to enclose with an application made by a legal representative
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| b. | If the representative has been appointed, please send the following documents:
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(5) Fees
Requests for disclosure, etc. are free of charge.
(6) Replies to requests for disclosure, etc.
Replies will be mailed to the address specified on the application form.
(7) Purpose of use of personal information collected from requests for disclosure, etc.
Personal information collected from requests for disclosure, etc. will only be used to respond to the stated request. Such personal information is kept for a period of two years after the response to the request for disclosure, etc. has been concluded, after which time it is disposed of in an appropriate manner.
(8) Reasons why the company may not comply with requests for disclosure of retained personal data
The following are cases in which the company may not comply with requests for disclosure, etc. In the event that the company has decided not to comply with a request, the company will communicate the principle and reasons for this decision.
| a. | Cases in which the individual’s identity cannot be verified; for example, when the address listed on the application form or identification documents differs from the address registered with the company |
| b. | Cases in which the identity of the individual’s representative cannot be verified when the request is made through a representative |
| c. | Cases in which the object of the request does not meet the definition of “retained personal data” |
| d. | Cases in which disclosure, etc. may harm the life, well-being, property, or other rights or interests of the individual or a third party |
| e. | Cases in which disclosure, etc. might seriously impede the proper execution of the company’s operations |
| f. | Cases in which disclosure, etc. violates other laws |
(Personal Information Protection Act, Article 24 Paragraph 1 (4); JIS standard 3.6)
(1) Complaints and inquiries regarding the use of personal information
(2) Please direct requests for complaint resolution to our authorized information protection organization:
Japan Information Processing Development Corporation
PrivacyMark Promotion Center, Personal Information Complaint Resolution
Kikai-Shinko Bldg
3-5-8 Shiba-Koen, Minato-ku
Tokyo 105-0011
Tel: +81-3-5776-1379
Toll-free from within Japan: 0120-700-77
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