Privacy Policy

Laplace System Co., Ltd.(hereinafter referred to as “Laplace System”) has established the following privacy policy(hereinafter referred to as “policy”) to ensure the proper handling of personal data as an organization in accordance with the “Act on the Protection of Personal Information” (hereinafter referred to as “Personal Information Protection Act”).

1．Our name, address and name of representative

Laplace System Co., Ltd.
1-245 Kyomachi, Fushimi-ku,Kyoto, 612-8083, Japan
Representative Director Masayuki Horii

2．Definition of Personal Information

Personal information is information about a customer, business partner, or other living individual (hereinafter referred to as “the person”) that can be used to identify a specific individual by name, date of birth, or other description. For a more detailed definition, we follow the definition in the Personal Information Protection Law.

3．Compliance with relevant laws, regulations, guidelines, etc.

We will handle personal information properly in compliance with the Personal Information Protection Law and other laws and regulations, as well as the guidelines of the Protection Committee and other guidelines.

4．Purpose of use of personal information

We will not use the personal information provided by you beyond the scope of the following purposes of use, except with your consent or as permitted by relevant laws.

（1）Personal information about customers

1. To communicate with customers in the course of business, to execute contracts, to request performance, etc.
2. To provide information on products and services, promotional materials, etc.
3. To propose products and services, and to provide information on sales and service contact points, etc.
4. To provide information on events such as seminars and exhibitions, and to respond to seminar applications
5. To provide maintenance and support
6. To research and analyze the usage of our products and services and our business, and to develop new products and services and improve existing products and services using the results of such research and analysis.
7. For notices and greetings based on social customs

（2）Personal information related to business partners

1. To communicate with business partners for business purposes, to execute contracts, to request performance, etc.
2. To respond to inquiries or requests
3. For notices and greetings based on social customs
4. For other matters incidental or related to our business

（3）Personal information concerning applicants for employment

1. To provide information and materials related to recruitment and to respond to inquiries
2. To contact those who are being considered for employment or who have been offered employment
3. For other matters incidental or related to recruitment

（4）Other Personal Information

1. To operate and provide various services

5．Sharing of Personal Information

We will share the personal information you provide with us as follows

（1）Personal Information Items

Company name, address, name, affiliation, position, postal code, telephone number, fax number, e-mail address, etc. of the customer/client

（2）Scope of joint users

We will share the personal information you provide with the following joint users. If any changes occur, we will update this information as appropriate.
・No joint users

（3）Purpose of Use

Same as “4. Purpose of use of personal information” above.

（4）Contact information for the person responsible for managing personal information

Same as “16. Contact Information” below.

6．Method of obtaining personal information

We will acquire personal information by legal and proper means. The information to be acquired includes the following

1. Information we obtain from customers and business partners for the purpose of providing products and services, including application forms and other written documents, information entered on websites, information obtained orally or otherwise, and voice data recorded during phone calls.
2. Information we obtain in connection with your use of our products, services, etc.
3. Information obtained directly or indirectly from the individual through recruitment activities
4. Information obtained from public institutions and credit bureaus
5. Information obtained from various already published sources, such as telephone directories or official gazettes
6. Other information lawfully obtained from third parties

Please note that the acquisition and use of personal information in connection with the use of advertising distribution services provided by third parties is described in a separate site policy

7．Anonymous Processed Information

Notwithstanding the provisions of “4. Purposes of Use of Personal Information” above, we may process acquired personal information into a format that does not allow identification of specific individuals and use it as follows

（1）Creation of Anonymous Processed Information

In accordance with laws and regulations, we will process personal information in such a way that individuals cannot be identified or distinguished and information will be created in such a way that it cannot be recovered. (hereinafter referred to as “Anonymous Processed Information”).The items of personal information included in the anonymized processed information are as follows

1. Information recorded, stored, or transmitted to us through the use of our products and services by our customers and business partners

（2）Use of Anonymous Processed Information

We will use anonymized processed information within the scope of the following purposes.

1. To plan, develop and provide new products and services
2. For marketing research and analysis
3. To distribute advertisements from our company
4. To provide data to third parties

（3）Prohibition of collation of anonymized processed information

We do not identify individuals by matching the anonymized information we obtain with other information.

（4）Provision of Anonymous Processed Information

We may provide the anonymized processed information we have created to third parties by transmitting it as electronic data or by displaying or uploading it to a server. The items provided as anonymous processed information are as follows

1. Address (to state/province)
2. Measurements
3. Various arithmetic values based on measurements

8．Prohibition of Handling of Sensitive Personal Information and Acquisition of Sensitive Information

We will not acquire personal information that is defined as personal information requiring special consideration under the Personal Information Protection Law, except when we have obtained the prior consent of the individual concerned or when required by law or other regulations.
In addition, as a general rule, we do not obtain from our customers any personal information that is defined as sensitive information in the Guidelines for the Protection of Personal Information in the Financial Sector.

9．Matters Concerning Safety Control Measures

We will take necessary and appropriate measures to prevent accidents such as leakage, loss, or damage of personal information and to otherwise safely manage personal data.In addition, we will provide necessary and appropriate supervision of employees and contractors (including subcontractors, etc.) who handle personal data.The security control measures for personal data are specifically stipulated in a separate “Personal Information Handling Regulations”, the main contents of which are as follows.Similar security control measures will be taken with respect to information on how personal information is processed.In the event of an incident involving the leakage, falsification, or theft of personal information, we will respond promptly and strive to minimize the damage.

（1）Formulation of basic policy

In order to ensure the proper handling of personal data, we have established this policy regarding “Compliance with relevant laws, regulations, guidelines, etc.” and “Contact for handling questions and complaints.

（2）Establishment of discipline in the handling of personal data

We have established rules for handling personal information, including handling methods for each stage of acquisition, use, storage, provision, deletion/disposal, etc., as well as the responsible person/persons in charge and their duties.

（3）Security management measures for organizations

In addition to appointing a person responsible for the handling of personal data, the Company has established a system for reporting to and communicating with the person responsible in the event that a fact or indication of a violation of the Personal Information Protection Law or Personal Information Handling Regulations is detected.In addition, the status of personal data handling is regularly audited by internal audits.

（4）Human security management measures

Necessary and appropriate training is provided to employees on points to keep in mind regarding the handling of personal data.In addition, we require employees to submit a written pledge that they will assume the obligation to maintain confidentiality regarding personal information.

（5）Physical security management measures

In areas where personal data is handled, the Company implements measures to prevent access to personal data by persons not authorized to be in the handling area by locking the door, controlling the key, recording the usage history of the key, and restricting the equipment, etc. brought into the controlled area. In addition, measures are taken to prevent theft or loss of equipment, electronic media, and documents that handle personal data, and measures are taken to ensure that personal data is not easily discovered when such equipment and electronic media are carried, including when moving within the business site.

（6）Technical security management measures

Access control is implemented to limit the scope of persons in charge and the personal information databases, etc. handled. In addition, we have implemented mechanisms to protect information systems that handle personal data from unauthorized external access or unauthorized software.

（7）Understanding the external environment

When handling personal data in a foreign country, we take necessary and appropriate measures for the secure management of personal data based on our understanding of the systems for the protection of personal data in that foreign country.

10．Prohibition of disclosure or provision of personal information to third parties

We will not disclose or provide personal information to third parties without the consent of the individual, except in the following cases

1. When we outsource all or part of the handling of personal information to a third party with whom we have concluded a confidentiality agreement, to the extent necessary to achieve the purpose of use.
2. Cases in which personal information is provided as a result of the succession of business due to merger or other reasons, and is handled within the scope of the purposes of use before the succession
3. When it is necessary for the protection of the life, body, or property of an individual and it is difficult to obtain the consent of the person in question.
4. When it is especially necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the consent of the person in question.
5. When it is necessary for us to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government to execute affairs prescribed by law, and obtaining your consent is likely to impede the execution of such affairs.
6. If a court, public prosecutor's office, police department, or other agency with equivalent authority requests disclosure of personal information
7. When providing personal information to the parties listed in the scope of joint users in “5.Sharing of Personal Information".
8. Other cases in which the provision of personal information is permitted by the Personal Information Protection Law or other laws and regulations.

11．Disclosure of Personal Information

When we receive a request for disclosure of personal information from a person in accordance with the provisions of the Personal Information Protection Law, we will disclose the information without delay after confirming that the request is made by the person in question (if the personal information does not exist or is not disclosed, we will notify the person to that effect). However, this does not apply to cases in which we are not obligated to disclose the information under the Personal Information Protection Law or other laws and regulations. Please refer to the relevant page on our website for the procedures for requesting disclosure of your personal information.

12．Request for Correction or Suspension of Use of Personal Information

　

(1) In the event that a person requests correction, addition, deletion (hereinafter referred to as “correction, etc.”) or suspension of use or elimination (hereinafter referred to as “suspension of use, etc.”) of his/her personal information in accordance with the provisions of the Personal Information Protection Law, we will investigate the request without delay after confirming that it is made by the person himself/herself, and based on the results of the investigation, we will correct the content of the personal information or suspend its use, and notify the person to that effect. If the Company decides not to make such correction or discontinue use based on reasonable grounds, the Company will notify the person to that effect.

(2) The preceding paragraph does not apply to cases in which we are not obligated to make corrections, etc. or suspend use, etc. under the Personal Information Protection Law and other related laws and regulations.

13．Protection of Personal Information at Linked Sites

We are not responsible for the handling of personal information on the websites of businesses or individuals other than ours that are linked from our website.

14．Specific Handling of Specified Personal Information

The handling of specified personal information shall be in accordance with the basic policy for the handling of specified personal information separately stipulated by the Company.Please refer to the relevant page on our website for the basic policy for handling specific personal information.

15．Revision of this Policy

We may revise this Privacy Policy from time to time as necessary. If we revise this policy, we will post the revised privacy policy on our website (https://www.lapsys.co.jp). The revised Privacy Policy will take effect on the business day following the date of posting on our website.

16．Contact for Inquiries

Please direct any comments, questions, complaints, or other inquiries regarding the handling of personal information to the following contact point.

■ Location：1-245 Kyomachi, Fushimi-ku,Kyoto, 612-8083, Japan
■ Trade Name： Laplace System Co., Ltd. Legal & General Affairs, Administration Dept. Personal Information Protection Consultation
■ TEL：+81 -75-604-4731
■ Office Hours：Monday-Friday (except national vacations, our company vacations and year-end and New Year holidays) 9:30〜12:00、13:00〜16:30