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Privacy Policy

Privacy Policy

1. Basic Policy

INTAGE Inc. ("the company"), in its capacity as a research form and information services provider, recognizes that fulfilling both the expectations of clients and the expectations of individuals who entrust the company with personal information ("individuals") is essential to ensuring the sustainability of its business. In using personal information, the company abides by applicable laws and guidelines and the Marketing Research Quality Standard set forth by the Japan Marketing Research Association, an association of marketing research firms such as INTAGE. 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 thoroughly supervises the personal information of all entities with whom it does 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 clarifies the purpose of use of the information to the individual or client from whom it is being collected. After receiving the consent of an individual, his or her personal information will be used appropriately within the scope permitted under the terms of his or her consent.
b. Respect for the rights of individuals
If an individual requests that his or her retained personal data (personal information subject to disclosure) be disclosed, revised, or deleted after consulting with the company, the request shall be granted insofar as it accords with existing laws and socially accepted ideas.
c. Implementation of security precautions
The company recognizes and analyzes the risks associated with the handling of personal information and implements security precautions to prevent unauthorized access to personal information or any leakage, loss, destruction, or falsification of personal information. If such events are deemed to be at risk of occurring, the company will promptly take corrective actions.

2) Corporate Behavior

  1. (a) All of the company's officers and employees will respect laws governing the use of personal information and other applicable guidelines.
  2. (b) Policies for using personal information will be observed and relevant company regulations will be upheld.
  3. (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.
  4. (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.
  5. (e) A personal information protection auditor will be appointed to audit the company's use of personal information.
  6. (f) If necessary, company regulations and operating procedures will be revised based on the results of the aforementioned audits.
  7. (g) Assistance in fulfilling the objectives of these regulations will be sought from individuals and entities with whom the company engages in business activities.
  8. (h) The company policy on the protection of personal information will be provided in a format that allows it to be examined at any time.
  9. (i) The company's Personal Information Protection Management System will be revised on an ongoing basis.

Noriaki Ishizuka
President and Representative Director
October 1, 2013

3. Privacy Protection

Privacy

INTAGE Inc. is accredited by the PrivacyMark System.

Clicking on the PrivacyMark logo at the left or the link below will take you to the website of the Japan Institute for the Promotion of Digital Economy and Community, where you can view the list of entities entitled to use this mark.

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").

1. Articles Concerning the Specification of the Purpose of Use of Personal Information
(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 non-written forms

The company ordinarily informs research participants in writing before collecting their personal information directly.
In the following cases, however, notification of the purpose of use is posted on our website in lieu of direct notification in person.

Types of Personal Information Collected Purpose of Use
Personal information gathered from publicly available sources such as the Internet, employee registers, phone books, and residential maps To designate subjects for the company's research, to send out research forms and compensation, and to allow researchers to telephone subjects or visit their residences when conducting research.
Personal information gathered from the reading or sampling of basic residents' registers To designate subjects for the company's research, to send out research forms and compensation, and to allow researchers to telephone subjects or visit their residences in order to conduct public opinion and academic research for public entities such as governments and for organizations in fields such as education or media.
Personal information on the 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 out research forms and compensation, and to allow researchers to telephone subjects or visit residences when conducting research.
Personal information gathered from audio or video recordings of group interviews To confirm the details of the responses of research participants when analyzing research results.
Personal information gathered from footage taken by security cameras on company premises To identify the persons responsible in the event a crime is committed or an accident occurs.
Personal information included in the recordings of telephone conversations and the like in which the company responds to inquiries from individuals To confirm details of the company's responses to an inquiry.

2) Purpose of use of personal information consigned to the company

Type of Consignment Purposes 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 out research forms and compensation and responding to inquiries.
Enclosing materials into and sealing envelopes To perform such tasks as creating address labels and sending out mail.
Inputting data As source material for data input.
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.

2. Public Announcement of Matters Concerning Retained Personal Data (Information Subject to Disclosure), etc.
(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 personal data that an entity handling personal information has the authority to disclose, correct, revise (by adding or deleting content), or erase, or personal data that an entity handling personal information has the authority to prevent others from using or providing to third parties, excluding any data specified by a Cabinet order as harming public or other interests when its presence or absence is known and any data specified by a Cabinet order as data to be erased within a period of no longer than one year.

JIS gives a nearly identical definition for "retained personal data," but it does not stipulate how long data is to be retained.

The company's purposes of use of retained personal data (information subject to disclosure) are as follows.

Type of Retained Personal Data (Information Subject to Disclosure) Purposes of Use
Personal information from ad hoc research respondents who have allowed the company to register their information in order to cooperate with non-regular 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 study To create a sample of subjects when the company is conducting a particular research study or conducting research for another entity.
Personal information provided by individuals registered on community websites operated by the company To contact those individuals and respond to their inquiries, to conduct questionnaires, campaigns, and sweepstakes, and to send out e-mail newsletters.
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 officials, and to request participation in customer satisfaction research questionnaires and other surveys.
*1 (On April 1, 2008, our 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, our human health and welfare activities were transferred to our group company INTAGE Associates Inc.)

*1 Refers to research carried out on a nonregular basis, such as research to gauge consumer purchasing trends for products gaining market popularity and research to gauge consumer preferences for new products.

*2 Refers to research carried out periodically to collect information on regularly purchased products from research participants organized on a national level.

2) Refers to research studies such as those carried out periodically to collect information on regularly purchased products from research participants organized on a national level.

3. Regarding the Provision of Personal Information to Third Parties
(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:

  1. Cases in which the provision of personal data is legally mandated.
  2. Cases in which the provision of personal data is necessary for the protection of the life, well-being, or property of an individual, and it is difficult to obtain the consent of the person.
  3. Cases in which the provision of personal data is specially necessary for improving public health or promoting the sound growth of children, and it is difficult to obtain the consent of the person.
  4. 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 the same in executing operations prescribed by law, and obtaining the consent of the person might impede the execution of the operations concerned.

4. Procedures to Comply with Requests for Disclosure, etc.
(Personal Information Protection Act, Article 29; JIS Standard 3.4.4.2)

The company will respond when individuals or their representatives request the disclosure, modification, or cessation of use the retained personal data of the said individuals (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 the websites of these companies.

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)
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. by an individual's representative

The following application materials are required if the person making the request for disclosure or other requests is a legally designated representative of the individual in question, or a minor, ward, or representative designated by the individual in question. The enclosure of documents verifying the identity of the representative as specified in section 4.3. is only necessary when this application is sent by mail.

a. Documents to enclose with an application made by a legal representative
Documentation to verify authority to act as a legal representative (one copy of the family register, or, if a parent or legal guardian, one copy of the representative's health insurance card listing the names of the representative's dependents, is acceptable).
b. If the representative has been appointed, please send the following documents:
  • One copy of a letter of proxy or power of attorney with the individual's seal or signature
  • One copy of the individual's seal-registration certificate

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. Upon the elapse of two years, the information 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 decide not to comply with requests for disclosure, etc. In the event that the company decides not to comply with a request, the company will communicate the reasons for this decision and any supporting principles.

  1. 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
  2. Cases in which the identity of the individual's representative cannot be verified (when the request is made through a representative)
  3. Cases in which the object of the request does not meet the definition of "retained personal data"
  4. Cases in which disclosure, etc. may harm the life, well-being, property, or other rights or interests of the individual or a third party
  5. Cases in which disclosure, etc. might seriously impede the proper execution of the company's operations
  6. Cases in which disclosure, etc. violates other laws

5. Items Concerning Complaints and Inquiries
(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 Institute for the Promotion of Digital Economy and Community
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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