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Privacy Policy

1. Basic Policy

In its capacity as an information services provider and as a research firm, INTAGE Inc. recognizes that fulfilling both the expectations of individuals who provide personal information (hereinafter referred to as “individuals”) and the expectations of its clients is essential to ensuring the permanence of its business. With regard to the handling of personal information (including individual numbers and specific personal information), INTAGE Inc. abides by laws and regulations on the protection of personal information, such as the Act on the Protection of Personal Information (Personal Information Protection Act) and the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (Numbers Act), as well as relevant guidelines and the Marketing Research Code set forth by the Japan Marketing Research Association (JMRA), of which INTAGE Inc. is a member. INTAGE Inc. has built a Personal Information Protection Management System for protecting the privacy of individuals and preserving the confidential information of clients, and thoroughly instills the handling and management of personal information in all people engaged in the affairs of INTAGE Inc.

2. Personal Information Protection Management System

(1) Guidelines for the Handling of Personal Information

  • a.
    Acquisition, use and provision of personal information
    When acquiring personal information, INTAGE Inc. clarifies the purpose of using that information to the individual or client, obtains the consent of the individual, and handles the information appropriately within the scope of that consent. INTAGE Inc. also takes measures to prevent personal information from being handled outside the scope necessary for achieving the specified purpose of use.
  • b.
    Respecting the rights of individuals
    If an individual makes a request via consultation for retained personal data (personal information subject to disclosure) to be disclosed, revised or deleted, etc., INTAGE Inc. will comply with this request after checking against legal norms and socially accepted ideas.
  • c.
    Implementation of security precautions
    INTAGE Inc. recognizes and analyzes the risks associated with the personal information it handles, and implements security precautions to prevent unauthorized access to this information or any leakage, loss, destruction or falsification. Furthermore, in the event such situations occur, INTAGE Inc. will take prompt corrective actions.

(2) Organizational activities

  • a.
    Executives and all employees shall observe laws and regulations on the handling of personal information, as well as government guidelines and other relevant norms.
  • b.
    In accordance with the Guidelines for the Handling of Personal Information, INTAGE Inc. shall provide relevant company regulations, such as Regulations for Protecting Personal Information and Regulations for Handling Individual Numbers and Specific Personal Information.
  • c.
    INTAGE Inc. shall appoint a Chief Privacy Officer, and shall assign this officer with responsibility and authority with respect to operation of the Personal Information Protection Management System.
  • d.
    INTAGE Inc. shall respond to complaints and requests for advice from individuals.
  • e.
    INTAGE Inc. shall appoint a Privacy Audit Officer to audit the protection of personal information.
  • f.
    INTAGE Inc. shall, based on the results of the audits, make improvements to company regulations and operating procedures.
  • g.
    INTAGE Inc. shall request cooperation in fulfilling the objectives of these regulations from individuals and enterprises with which it has business dealings.
  • h.
    INTAGE Inc. shall make this Privacy Policy available for inspection at any time.
  • i.
    INTAGE Inc. shall make ongoing improvements to the Personal Information Protection Management System.

Established: October 1, 2013
Revised: March 1, 2015
Revised: October 1, 2015
INTAGE Inc.
Noriaki Ishizuka, President and Representative Director

3. Privacy Protection

INTAGE Inc. is accredited under the PrivacyMark System.

Clicking on the PrivacyMark logo will take you to the PrivacyMark System pageOpen link in new window on the JIPDEC website.

Protecting your PRIVACY 12390001

The following matters are disclosed based on the Act on the Protection of Personal Information (hereinafter referred to as “the Personal Information Protection Act”)
and on JIS Q 15001: 2006 Personal Information Protection Management Systems – Requirements (hereinafter referred to as “the JIS Standard”), the criteria for accreditation under the PrivacyMark System.

1. Matters related to disclosing the purpose of using personal information
(Articles 15 and 18 of the Personal Information Protection Act, Requirement 3.4.2.5 of the JIS Standard)

(1) Purpose of using personal information acquired directly or indirectly in a form other than writing

INTAGE Inc. ordinarily informs survey respondents (hereinafter referred to as “individuals”) in writing before collecting their personal information directly. In the following cases, however, we instead disclose the purpose of use on our website.

Type of personal information acquiredPurpose of use
Personal information acquired from publicly available sources such as the Internet, employee registers, phone books and residential maps Information is used in our surveys to identify survey respondents, to send survey sheets and compensation, and for investigators asking questions door-to-door or on the phone.
As for the Internet, information is also sometimes used for analyzing user behavior based on information such as web browsing and ad exposure, etc.
Personal information acquired by reading/sampling basic resident registries Information is used in conducting public-opinion polls and academic research surveys commissioned by the national government, local governments or other public institutions, or by educational institutions or news organizations, to identify survey respondents, to send survey sheets and compensation, and for investigators asking questions door-to-door or on the phone.
Personal information on family members, friends and acquaintances introduced by respondents in our surveys Information is used in our surveys to sample survey respondents, to send survey sheets and compensation, and for investigators asking questions door-to-door or on the phone.
Personal information gathered from video or audio recordings of interviews Information is used in analyzing survey results to confirm the details of statements made by survey respondents.
Personal information (recorded images) of customers (visitors) taken by cameras installed in the surveyed store (inside the venue) Information is used in observational surveys for analyzing the behavior patterns, etc. of customers (visitors).
Personal information recorded by security cameras installed on our premises Information is used in security for identifying individuals responsible for crimes or accidents.
Personal information included in phone conversations recorded when responding to inquiries from individuals. Information is used to confirm the details of our response.

(2) Purpose of using entrusted personal information

Type of commissionPurpose of use
Commissioned to manage personal data

Information is used to perform necessary tasks within the scope commissioned by the client, and within the scope of achieving the purpose of use communicated to the individual by the commissioning client.

Examples

  • Searching for and aggregating personal information that matches conditions specified by the commissioning client
  • Correcting and deleting personal information at the request of the commissioning client
Commissioned to conduct surveys Information is used to perform tasks necessary for conducting the survey, such as sending out survey sheets/compensation and responding to inquiries.
Commissioned to fill, seal and send envelopes Information is used to perform tasks such as creating address labels and sending out envelopes.
Commissioned to enter data Information is used as source material for data entry.

2. Matters to be made accessible to the individual with respect to “retained personal data (personal information subject to disclosure)” (Article 24(1) of the Personal Information Protection Act, Requirement 3.4.4.3 of the JIS Standard)

“Retained personal data” is defined as follows in Article 2(5) of the Personal Information Protection Act.
“Personal information subject to disclosure” prescribed in the JIS Standard has nearly the same definition as “retained personal data.” The only difference is that it is not concerned about how long personal information should be retained.

“Retained personal data” means personal data that an entity handling personal information has the authority to notify its purpose of use, disclose, revise (by correcting, adding or deleting content), cease using, erase and cease providing to third parties, excluding any data specified by Cabinet Order as being harmful to public or other interests if its existence or otherwise were to be revealed, and any data to be erased within a period specified by Cabinet Order of no longer than one year (Cabinet Order: 6 months).

Our purposes for using retained personal data (personal information subject to disclosure) are as follows.

Type of retained personal data (personal information subject to disclosure)Purpose of use
Personal information of ad hoc survey respondents and Cue Monitors who have consented to being registered in order to cooperate in irregular surveys, and personal information on family members and friends, etc. introduced by the survey respondents Information is used in sampling survey respondents and sending them requests when conducting our ad hoc surveys (see note 1).
Personal information acquired from children and youths about their parents/guardians, etc. when registering as ad hoc survey respondents and Cue Monitors Information is used for obtaining consent for children and youths to register as survey respondents.
Personal information of panel survey respondents who have consented to being registered in order to cooperate in regular surveys Information is used for communicating and performing other necessary tasks in order to carry out our panel surveys (see note 2).
Personal information of survey respondents acquired through recruitment or from publicly available registers in order to carry out a particular survey Information is used in sampling survey respondents and sending them requests when conducting those surveys.
Personal information of survey respondents registered on the community site operated and managed by INTAGE Information is used in getting in contact with respondents, providing response to inquiries, providing questionnaires, campaign, and prize competition, and sending out email newsletters.
Personal information of liaisons at our business clients, acquired from business cards, emails or publicly available registers, etc. Information is used in carrying out business contracts, providing information on our products and services, providing information on our seminars and briefings, engaging in communication, business activities and accounting processes necessary for us to conduct business, sending letters of greeting and New Year’s cards from our executives, sending out email newsletters, sending out customer satisfaction questionnaires, and providing feedback on survey results.
* On April 1, 2008, our accounting and purchasing activities were transferred to our group company, INTAGE Associates Inc.
Personal information of shareholders Information is used in exercising our rights and executing our responsibilities based on the Companies Act, performing shareholder administration according to specified criteria based on various laws and regulations, such as creating shareholder data, offering convenience to shareholders according to their status, implementing various measures to facilitate shareholder relations, analyzing shareholder data and utilizing this in management measures, and providing responses to inquiries and other requests.
Personal information of current employees
Personal information of job applicants
Personal information of past employees
Personal information of current employees is used for employee management, work-related communications and employee performance evaluations, etc. Personal information of job applicants is used for communications, responding to inquiries and administrative procedures and other preparations for their employ. Personal information of past employees is used for responding to their inquiries after they have left.
* On April 1, 2008, our human health and welfare activities were transferred to our group company, INTAGE Associates Inc.
  • Note 1. Refers to surveys carried out on a nonregular basis, such as surveys to gauge consumer attitudes in purchasing products that are gaining market popularity, as well as surveys to gauge consumer preferences for new products.
  • Note 2. Refers to surveys carried out on a regular basis, such as collecting information on regularly purchased products from survey respondents organized on a national level.

3. Provision of personal information to third parties
(Article 23 of the Personal Information Protection Act, Requirement 3.4.2.8 of the JIS Standard)

INTAGE Inc. manages personal information acquired from individuals in an appropriate manner,
and except in the following cases, does not provide this information to third parties without first obtaining the individual’s consent.

  • a.
    Cases based on laws and regulations.
  • b.
    Cases where provision of the personal information is necessary for the protection of human life, physical health or property, and where obtaining the individual’s consent is difficult.
  • c.
    Cases where provision of the personal information is particularly necessary for improving public health or promoting the sound development of children, and where obtaining the individual’s consent is difficult.
  • d.
    Cases where a national government organ, local government or entrusted entity requires cooperation in executing affairs prescribed by law or regulation, and where obtaining the individual’s consent may impede execution of those affairs.

4. Shared use of personal information
(Article 23 of the Personal Information Protection Act, Requirement 3.4.2.8 of the JIS Standard)

INTAGE Inc. shares the personal information of sole proprietors as business client information retained by INTAGE group companies. As the need arises, we may revise how we handle the shared use of personal information, and will announce this publicly before any such revision is made.

(1) Purpose of shared use

INTAGE Inc. shares personal information within the scope of each INTAGE group company’s purpose of using personal information, and for the purpose of improving the efficiency of our integrated management information system in sharing and managing business client information.

(2) Items of personal information subject to shared use

Names of enterprises/organizations and names, addresses and telephone numbers of sole proprietors

(3) Scope of companies sharing the use of personal information

Personal information is shared among those INTAGE group companies in Japan listed on Open link in new window the website of INTAGE HOLDINGS, excluding the companies listed below.

Group companies excluded from the scope of shared use

  • PLAMED Inc.
  • Kyoto Constella Technologies Co., Ltd.
  • DoCoMo Insight Marketing Inc.

(4) Person responsible for the shared use of personal information

A Chief Privacy Officer has been appointed at each of the INTAGE group companies in Japan listed on Open link in new window the website of INTAGE HOLDINGS, excluding the companies listed below.

Group companies excluded from the scope of shared use

  • PLAMED Inc.
  • Kyoto Constella Technologies Co., Ltd.
  • DoCoMo Insight Marketing Inc.

Management of business clients has been transferred by each of the Group companies concerned to INTAGE Associates Inc., the shared services firm of the INTAGE Group.

(5) Methods for acquiring personal information

Personal information subject to shared use is that data acquired by each group company from information provided through the exchange of business cards, at seminars or directly by individuals in writing (including emails), and from information that is publicly available online or in print. Appropriate security measures are taken when transferring information.

5. Matters related to procedures for complying with requests for disclosure, etc.
(Article 29 of the Personal Information Protection Act, Requirement 3.4.4.2 of the JIS Standard)

With regard to retained personal data (personal information subject to disclosure), INTAGE Inc. complies with requests made by an individual or their representative for notification of the purpose of use, disclosure, correction or cessation of use, etc. (hereinafter referred to as “disclosure, etc.”).

(1) Matters subject to requests for disclosure, etc.

We comply with requests for disclosure, etc. of personal information retained by us, except for cases listed in section (8) below.

(2) Where to direct requests for disclosure, etc.

INTAGE Akihabara Building, 3 Kanda-Neribeicho, Chiyoda-ku, Tokyo 101-8201 Japan
General Manager of the Information Security Office (Chief Privacy Officer), INTAGE Inc.

If the letter or request for cooperation accompanying the questionnaire survey, etc. specifies the contact details of the person in charge, please send your request directly to this person.

* If the retained personal data (personal information subject to disclosure) relates to personal information collected and managed under contract by INTAGE Research Inc., please send your request for disclosure, etc. to the office in charge at INTAGE Research Inc. For further details, please visit the relevant website.
INTAGE Research Inc. Open link in new window

(3) Procedure for requesting disclosure, etc. of your own personal information

Please download Application Form (A) and fill out the required areas. Enclose necessary documentation for verifying your identity,
and mail these to the address specified in section (2). Please write “Request for disclosure, etc. enclosed” on the envelope in red ink.

(4) Procedure for representatives requesting disclosure, etc.

The following documents are required
if the person making a request for disclosure, etc. is the legal representative of a minor or an adult ward, or is the representative commissioned by the individual concerned.
Representation will only be recognized and the response outlined in section (3) will only be taken once these documents have been sent by mail.

  • a.
    Documents to be mailed in the case of a legal representative
    • One (1) copy of a document verifying authority to act as a legal representative (in the case of a legal guardian, an abridged copy of residence certificate or other official document verifying the parent-child relationship)
    • One (1) copy of a document verifying legal representation of the minor or adult ward (driver’s license, passport or other official document of the legal representative)
    * Please delete your place of registered domicile before sending to INTAGE Inc.
  • b.
    Documents to be mailed in the case of a commissioned representative
    • One (1) copy of a power of attorney affixed with the registered seal of the individual concerned
    • One (1) copy of the registered seal certificate of the individual concerned

(5) Fees

There is no charge for requests for disclosure, etc.

(6) Procedure for responding to requests for disclosure, etc.

Responses will be made in writing, sent to the address specified by the applicant on the Application Form.

(7) Purpose of use for personal information acquired in respect to a request for disclosure, etc.

Personal information acquired as a consequence of a request for disclosure, etc. will only be used within the scope necessary for responding to that request.
Submitted documents will be retained for a period of two years following conclusion of the response to the request for disclosure, etc., after which time, the documents will be destroyed.

(8) Reasons for non-disclosure of retained personal data (personal information subject to disclosure)

INTAGE Inc. will not disclose personal information in the following cases. In the event a decision is made for non-disclosure, notification will be given to this effect including notes on the reasons for non-disclosure.

  • a.
    Cases in which the individual’s identity cannot be verified, for instance, when the address stated on the Application Form or the address stated on the identification documents does not match the address registered with us
  • b.
    Cases where application is made by a representative, but where the power of attorney cannot be verified
  • c.
    Cases in which the object of the request for disclosure, etc. does come under “retained personal data (personal information subject to disclosure)”
  • d.
    Cases in which disclosure, etc. may harm the life, physical health, property or other rights and interests of the individual concerned or a third party
  • e.
    Cases in which disclosure, etc. may significantly impede the proper execution of our business operations
  • f.
    Cases in which disclosure, etc. would violate other laws and regulations

6. Contact points for making complaints and seeking advice
(Articles 24(1)(iv) and 31 of the Personal Information Protection Act, Requirement 3.6 of the JIS Standard)

(Articles 24(1)(iv) and 31 of the Personal Information Protection Act, Requirement 3.6 of the JIS Standard) (1) Complaints and advice regarding the handling of personal information

(2) Authorized personal information protection organization to which INTAGE Inc. belongs, and point of contact for complaints resolution

Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032 Japan
JIPDEC PrivacyMark Promotion Center
Consumer Consultation Services
Toll-free (within Japan): 0120-700-779

4. Collection of information via this website

INTAGE Inc. (hereinafter referred to as “INTAGE”) respects and strives to protect the privacy of users on this website (www.intage.co.jp). Following is our basic policy concerning the privacy of website users.

Recording of personal information

When you submit an inquiry, comment or opinion on this website or in other circumstances, INTAGE may ask your personal information, such as your name, email address and name of company. In principle, INTAGE uses this information within the scope of purpose clearly stated at the time the information is recorded, such as for sending responses to inquiries.

INTAGE does not use personal information outside the scope of the purposes of use without the prior consent of the user. Furthermore, INTAGE will promptly deal with requests received from any users who wish to have their recorded personal information deleted or their recorded information amended.

INTAGE may disclose or share a user’s personal information in the following exceptional circumstances:

  • If the user has consented to the disclosure or sharing of information.
  • If the disclosure or sharing of information is deemed necessary for the purpose of providing products or services wanted by the user.
  • If INTAGE has received a formal legal inquiry from a court of law, the police or other public body.
  • If the disclosure or sharing of information is deemed necessary for the purpose of protecting the rights, assets or services of INTAGE or another user, etc.

Within the scope of legitimate purposes of use, INTAGE may also entrust user personal information to vendors with which it has signed nondisclosure agreements.

In other circumstances, “statistical information” based on queried personal information may be published on the INTAGE website or disclosed to business partners or third-party research institutions, but even then, no mention will be made of specific information, apart from the exceptional circumstances listed above. An example of statistical information is the ratio of males to females submitting inquiries. This type of data is used to improve the information provided to users.

Use of access logs

A website access log of user IP addresses is compiled for the purpose of system management. The access log is also used to survey website usage. When a user accesses any webpage or system on this website, the server records the user’s IP address, browser type, and date and time of access.

Ordinarily, the access log is statistically processed and is not linked to any personal information. However, the access log may be used to establish the identity of a user if it is deemed necessary for the purpose of protecting the rights, assets or services of INTAGE or other users, etc.

Cookies

INTAGE may transmit cookies via this website to users’ computers. Cookies stored on a user’s computer are used for the purpose of identifying the computer and promoting user convenience.

To learn more about cookies, you may want to visit the following webpage.

Many browsers today are configured to accept cookies by default. Users can also choose to reconfigure their browser to reject cookies or to indicate when a cookie is transmitted. Note, however, that rejecting cookies may cause certain features of this website to function incorrectly.

Security

INTAGE takes great care to protect the security of personal information in providing website services. Unfortunately, however, it is impossible to assert 100% security. INTAGE will continue to make every effort to ensure security.

Websites outside the control of INTAGE (for instance, linked websites) may independently collect your personal information. INTAGE cannot control personal information on these websites. Users should exercise their own discretion in using these linked websites, referring to their privacy statements.

INTAGE Inc. is accredited under the PrivacyMark System (JIS Q 15001). INTAGE has also made the protection of personal information part of its internal management philosophy. In conducting marketing research and information service business activities, INTAGE observes all laws, regulations and other norms concerning personal information so as not to disadvantage the subjects of personal information. For more information, please see our Privacy Policy.