Handling of Personal Information
(Privacy Policy)

Personal Information Protection Policy

Polatechno Co., Ltd., (hereafter referred to as "Polatechno") recognizes the importance of personal information and handles personal information properly under the policy described below, complying with the Act on the Protection of Personal Information, "Guidelines for Personal Information Protection Law," and other applicable laws and regulations.

The definitions of "Personal Information," "Personal Data," and "Retained Personal Data" described below are in accordance with Article 2 of the Act on the Protection of Personal Information.

Obtaining Personal Information

Polatechno obtains Personal Information in an impartial and lawful manner. Polatechno notifies the individual concerned of the purposes of use in advance when obtaining Personal Information.

Using Personal Information

Polatechno handles Personal Information within the scope of the purposes of use notified in advance or officially announced in "Handling of Personal Information in Polatechno."

Providing Personal Data

Polatechno does not provide Personal Data to third parties, except when consent is obtained from the individual concerned or when permitted by laws and regulations.

Managing Personal Data

Polatechno will make every effort to keep Personal Data accurate and up to date. Polatechno also takes necessary and appropriate measures to prevent the leakage, loss or damage, and to otherwise implement security controls over Personal Data.

Disclosing, Correcting, and Discontinuing Use of Retained Personal Data

If Polatechno receives a request from the individual concerned to disclose, correct, or discontinue use of Retained Personal Data, Polatechno responds to such a request in good faith in accordance with applicable laws and regulations after following the prescribed procedure to confirm the identity of the individual concerned.

Handling of Questions, etc.

Polatechno has established a contact to respond to questions, complaints, etc., about the handling of Personal Information, and will respond in good faith if a question or complaint is received from the individual concerned. For the designated contact, please refer to "Handling of Personal Information in Polatechno" below.

Education and Training on Personal Information

Polatechno implements proper handling of Personal Information in its daily business by training and educating its officers and employees to raise their awareness with respect to the importance and the need of protection of Personal Information.

Handling of Personal Information in Polatechno

A. Purposes of Use of Personal Information

Polatechno obtains Personal Information that is necessary to conduct business in the course of conducting the various types of business specified in the Articles of Incorporation. Polatechno uses such Personal Information and Personal Information already obtained, for the following purposes.

Polatechno may also subcontract all or any part of its operations of handling of Personal Data to third parties within the extent necessary for achieving the purposes of use described below. In this case, Polatechno entrusts and provides appropriate supervision to such subcontractors as needed, and ensures their safe management of Personal Data entrusted by concluding an agreement related to handling of such Personal Data with subcontractors, etc.

  1. Purposes of use of Personal Information concerning individuals who contact our Corporate Planning Department or otherwise use our customer consultation desk
    • To provide public relations and IR materials, etc., from Polatechno
    • To provide invitations to and notices about Polatechno's public relations and IR events (briefings, etc.)
    • To consider, research, and respond to the content of consultations, notifications, etc.
    • To provide notifications and reports to government agencies and participating groups
  2. Purposes of use of Personal Information concerning our business partners and users of our products and services
    • To conduct negotiations, communications, consultations, settlement and response related to transactions, products, and services
    • To perform various agreements
    • To improve and develop products and services
    • To provide useful information related to products and services
    • To provide notifications and reports to government agencies and participating groups
  3. Purposes of use of Personal Information concerning shareholders
    • To perform obligations under laws and regulations and to respond to the exercise of shareholder's rights
    • To perform various tasks to ensure a smooth relationship with shareholders
    • For shareholder management in preparation of a shareholder database, etc., according to the standards specified in the various laws and regulations
  4. Purposes of use of Personal Information concerning job applicants
    • To provide and communicate corporate information, employment information, hiring decisions, and other corporate information about Polatechno
    • For hiring decisions and determining work placement
  5. Purposes of use of Personal Information concerning officers, employees, family members of employees, and retirees
    • To fulfill obligations under applicable laws and regulations and perform labor management, including attendance management, payment of wages, personnel assignments, evaluations, skill development, provision of benefits, monitoring of health and safety, etc.
    • To provide information to and communicate with UA Zensen Polatechno Labor Union, Japan Die & Mold Industry Health Insurance Association, Officers' Stock Ownership Association, a parent company, subsidiaries and affiliated companies
    • To publish corporate relations publications inside or outside the company, and post on the website, etc.
    • To send company newsletters and other materials for distribution, and communicate in an emergency
    • For notifications about the alumni club and other social activities
    • To provide notifications and reports to government agencies and participating groups

* Polatechno may review and revise the above-noted purposes of use within the scope specified in laws and regulations.

B. Purposes of use of My Number and Specified Personal Information

Polatechno uses My Number and Specified Personal Information (hereafter collectively "Specified Personal Information, etc.") for the following purposes.

Polatechno may also subcontract all or any part of its operations of handling of Specified Personal Information, etc., to third parties within the extent necessary for achieving the purposes of use described below. In this case, Polatechno entrusts and provides appropriate supervision to such subcontractors as needed, and ensures their safe management of Specified Personal Information, etc., entrusted by concluding an agreement related to handling of such Specified Personal Information, etc., with subcontractors.

  1. Purpose of use of Specified Personal Information, etc., concerning our business partners and users of our products and services
    • For the administrative process of preparation of payment records
  2. Purpose of use of Specified Personal Information, etc., concerning shareholders
    • For the administrative process of preparation of payment records
  3. Purposes of use of Specified Personal Information, etc., concerning officers, employees, family members of employees, and retirees
    • Administrative tasks relating to tax withholding
    • Administrative tasks relating to personal inhabitant's taxes
    • Administrative tasks relating to unemployment insurance
    • Administrative tasks relating to health insurance
    • Administrative tasks relating to corporate employees' pension insurance
    • Administrative tasks relating to asset-building
    • Administrative tasks relating to group insurance, etc.
    • Administrative tasks relating to benefits from the defined benefit corporate pension plan, etc.
    • Administrative tasks relating to provision of information to the Officers' Stock Ownership Association to prepare payment records
    • Administrative tasks relating to use of My Number in other administrative processes

* Polatechno may review and revise the above-noted purposes of use within the scope specified in laws and regulations.

C. Disclosure and Provision to Third Parties

Polatechno does not disclose or provide Personal Data to third parties, except when Polatechno provides information to subcontractors within the extent necessary for achieving the purposes of use described in Section A. "Purposes of Use of Personal Information," when provided to a shared user in accordance with Section D. "Shared Use of Personal Data," or when any of the following applies.

  1. When the individual concerned has provided consent;
  2. When provided pursuant to laws and regulations;
  3. When it is necessary to protect human life, physical safety, or property and it is difficult to obtain the consent of the individual concerned;
  4. When it is particularly necessary to improve public health or promote healthy development of children and it is difficult to obtain the consent of the individual concerned;
  5. When it is necessary to cooperate with national or local government agencies or their entrustees in performing public administrative tasks required by laws and regulations and obtaining the consent of the individual concerned may disrupt the execution of such administrative tasks.

Polatechno does not disclose or provide Specified Personal Information, etc., to third parties, except when Polatechno provides information to subcontractors within the extent necessary for achieving the purposes of use described in Section B. "Purposes of Use of My Number and Specified Personal Information," or when otherwise permitted by laws and regulations.

D. Shared Use of Personal Data

Polatechno shares use of Personal Data concerning employees, etc., with the Nippon Kayaku Group (our parent company Nippon Kayaku Co., Ltd., and its subsidiaries and affiliates, also including Polatechno and its subsidiaries and affiliates), as well as the UA Zensen Polatechno Labor Union, the Japan Die & Mold Industry Health Insurance Association, and the Officers' Stock Ownership Association in order to achieve the purposes described in Paragraph 5 of Section A. "Purposes of Use of Personal Information.

[Personal Data items subject to shared use by each of the following groups: the Nippon Kayaku Group, the UA Zensen Polatechno Labor Union, the Japan Die & Mold Industry Health Insurance Association, and the Officers' Stock Ownership Association]
Name, gender, date of birth, initial employment date, address, telephone number, family member information, academic history, affiliation, job title, e-mail address, personnel and labor management status, and other information necessary for the purposes above
[Personal Data items shared with the Japan Die & Mold Industry Health Insurance Association]
Name, date of birth, address, telephone number, office name, employee number, nature of consultation and guidance, findings, and other information necessary for the purposes noted above of the person undergoing lifestyle-related disease prevention and health check-ups, regular health exams, and health screenings
[Shared Use Administrator]
192-6 Aza-shimogawara, Inamasu, Itakura-ku, Joetsu City, Niigata 944-0101
Polatechno Co., Ltd.

E. Disclosure

If the individual concerned wishes to disclose his or her own information that is included in Retained Personal Data (including Specified Personal Information, etc.; hereafter applied in the same manner), Polatechno will respond within a reasonable period of time and scope, after confirming that the person who made the request is the individual concerned.

F. Correction, etc.

If the individual concerned wishes to correct, add to, or delete his or her own information that is included in Retained Personal Data, Polatechno will correct, add to, or delete the information within a reasonable period of time and scope, after confirming that the person who made the request is the individual concerned, if the content differs from the facts.

G. Discontinuance of Use and Erasure

If the individual concerned wishes to discontinue use of or erase his or her own information that is included in Retained Personal Data, Polatechno will discontinue use of or erase the information within a reasonable period of time and scope when Polatechno determines that there is a good reason for such a request, after confirming that the person who made the request is the individual concerned. (Polatechno may not be able to respond to a request to discontinue use of or erase any retained information in accordance with applicable laws and regulations.)

H. Contact and Method of Acceptance of Notification, Disclosure, etc.

Any requests, questions, complaints, and other inquiries for individual items in Sections E, F, and G concerning Retained Personal Data will be accepted according to the following methods:

  1. Contact
    [Designated Contact]
    192-6 Aza-shimogawara, Inamasu, Itakura-ku, Joetsu City, Niigata 944-0101
    Administrative Department, Administrative Division, Polatechno Co., Ltd.
    Telephone Number: 0255-78-4700
    E-mail Address:
  2. Method of acceptance of questions and complaints concerning handling of Personal Information

    Contact the designated contact via post, telephone, or e-mail.

  3. Method of acceptance of requests relating to individual items in Sections E, F, and G concerning Retained Personal Data

    ① Download the designated company form and enter the requisite information. Enclose a self-addressed envelope with the form and send it to the designated contact by post via return-receipt registered mail (kakitome) with a 500-yen stamp affixed.

    ② Submit the following documentation together with the form to confirm that the request is from the individual concerned or the representative of the individual concerned.

    [Identity Verification] (Either (a) or (b))

    (a) A copy of identity verification documents with face photograph issued by government agencies, such as driver's license, passport, residence card, special permanent resident certificate, and my number card (however, please do not send a copy with your personal number written on the face of the copy.) (1 item)

    (b) A copy of identity verification documents without face photograph issued by government agencies, such as health insurance card or pension book. (2 items)

    [Confirmation of a Representative] (all of (c), (d) and (e))

    (c) Documents described in [Identity Verification] above concerning the representative ((a) or (b))

    (d) Documents described in [Identity Verification] above concerning the person concerned ((a) or (b))

    (e) Documents to confirm power of attorney (any of (e-1) to (e-3) depending on the respective cases)

    (e-1) In the case of a legal representative for a minor: A copy of an extract of the family register or insurance card containing dependent relatives

    (e-2) In the case of a legal representative for an adult ward: Certificate of registered matters provided for in Paragraph 10 of the Act on Guardianship Registration, etc.

    (e-3) In the case of delegatee appointed by the person concerned: Power of attorney prescribed by the Company with the registered seal of the person concerned affixed and seal registration certificate of the same

    Click below to obtain Polatechno's designated form:
    Request for Notification of Purpose of Use, Disclosure, etc., of Personal Information

    Request for Disclosure, etc., of Retained Personal Data Request for Disclosure, etc., of Retained Personal Data

    Please understand that we may not be able to respond to requests that do not conform to this method of acceptance.

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