Privacy Policy

Okinawa Congres Inc. Privacy Policy

Okinawa Congres Inc. recognizes the seriousness of the responsibilities related to the importance of personal information as well as privacy protection. In order to gain the trust of the broader society, including our customers, business partners and employees, we enact our privacy policy as follows, and strive for the appropriate handling of personal information throughout our entire company.

Basic Policy

  • 1.   In order to define our structures and responsibilities, we appoint a person in charge of the management of personal information protection, as well as a person in charge of the inspection of personal information protection. We establish regulations regarding the handling of personal information, and through training and other programs for our employees, make these regulations commonly and thoroughly known.
  • 2.   When acquiring personal information, we clearly establish in advance the acquisition and purpose of use. When directly acquiring personal information from an individual in writing, we make this clear in advance to the individual through writing. Upon receiving their consent, we acquire information of the necessary scope, and within that scope use and provide that information. Furthermore, in order to not handle personal information beyond the necessary scope (Use outside of intended purposes), we have documented “Regarding the Handling of Personal Information,” which establishes this policy and purposes of use. This is so these policies can be commonly known to our employees, and available to ordinary people outside the company.
  • 3.   There are times when the company entrusts other businesses with information concerning our customers, business partners, and employees within the scope of the purposes of use. In such cases, we choose outsourcing companies which meet our company’s personal information protection standards. We conclude contracts concerning personal information protection, and in our responsibility manage and oversee them.
  • 4.   In order to prevent and correct the unlawful access of personal information, the leaking of personal information, as well as destruction and damage, we take reasonable safety measures. In addition, in the unlikely event that an accident occurs, we will quickly notify the individual in question, as well as take appropriate measures including readily letting the individual in question know.
  • 5.   In order to observe laws concerning the handling of personal information, guiding principles set by the government as well as other criteria, we clarify our procedures through related statute management regulations.
  • 6.   In order to maintain the appropriate protection of personal information, we regularly conduct inspections and continuously improve our personal information protection management system.
  • 7.   Regarding personal information that is subject to disclosure, notices about purposes of use from individuals themselves, disclosure, content corrections, additions, and deletions, the ceasing of use, requests for the erasure and the stopping of providing to third parties, as well as the handling of complaints and consultations, will all be handled by our Personal Information Customer Service Consultation Counter without delay upon receiving confirmation from the individual.
  •  
  • The company may revise the above policies.
  • When this occurs, we will notify about all revisions on the Okinawa Congres Inc. homepage.
  •  
  • Enactment Date: December 3, 2009
  • Date of Last Revision: July 1, 2011
  • Okinawa Congres Inc.
  • TAKEUCHI Noriko, Representative Director

Regarding the Handling of Personal Information

[1] Purposes of Use for Personal Information Acquired and Kept by the Company
  • Offering of company services and products (convention management, recruiting services, translation, interpretation, and training)
  • Introducing jobs (Recruiting services)
  • Payment and shipping of company services and products
  • Handling inquiries from customers, business partners and employees
  • Information regarding new services, new products, events
  • Marketing research through surveys
  • Planning, development and marketing of new services and products
  • Managing the hiring of employees

The providing of one’s personal information to our company from customers, clients and employees will not, by any means, be coerced. However, if the information in question is not provided, there is a possibility you may not be able to receive services from our company in whole or in part.

[2] Providing of Personal Information Acquired by Company to Third Parties

The company, except in the following cases, will not provide third parties information related to our customers, business partners, or employees without the consent of the individuals in question.

  • - When we have consent from an individual.
  • - When it is necessary based on laws and regulations.
  • - When providing it to subcontractors with whom we have concluded a non-disclosure agreement, in order to realize our purposes of use.

In order to realize our purposes of use, we have non-disclosure agreements with various credit institutions which provide information related to customers, business partners and employees. Furthermore, if it is requested by an individual that we cease providing personal information, we will respond to the request without delay.

[3] Regarding the Entrustment of Personal Information Acquired by the Company
The company entrusts personal information regarding customers, business partners and employees to other business partners, within the scope of our purposes of use.
In such cases, we choose outsourcing companies which meet our company’s personal information protection standards. We conclude contracts concerning personal information protection, and in our responsibility manage and oversee them.
[4] Safe Management for Personal Information Protection
The company enacts regulations for protecting the personal information of customers, business partners, and employees. We make these regulations commonly and thoroughly known to our employees. Along with making employees aware and educating them, we regularly carry out inspections on compliance conditions. In addition, we strive to maintain and improve the necessary security management measures for the protection of personal information.
[5] Procedures and Fees for Requests for the Disclosure, Modifications and Suspension of Use

Customers, business partners, and employees can request the disclosure, modifications and suspension of use of their personal information held by the company.
For requests for disclosure, upon entering the necessary details on the company’s designated disclosure request form, please send the form along with copies of documents verifying your identity* (Identification documents with a picture attached issued by a public institution. These include driver’s licenses, passports, and basic resident register cards with pictures attached). Please address them to the company’s Personal Information Customer Service Consultation Counter. To obtain the disclosure request form, please request it through e-mail from the company’s Personal Information Customer Service Consultation Counter. We will return your message.
Furthermore, when an individual makes a disclosure request, the company will collect a fixed fee. Company's written response to a request for disclosure shall be sent to the individual by post. In addition, for requests for modification or suspension of use, we will make modifications, additions, deletions, and suspension of use after confirming the individual’s identity and confirming whether they have the right to make the request.
Furthermore, when an individual makes a disclosure request, the company will collect a fixed fee. Company's written response to a request for disclosure shall be sent to the individual by post. In addition, for requests for modification or suspension of use, we will make modifications, additions, deletions, and suspension of use after confirming the individual’s identity and confirming whether they have the right to make the request.

*The documents verifying an individual’s personal identity may include their permanent address, which is sensitive personal information that the company is prohibited from acquiring.
However, the personal information included in an individual’s identification documents that we are entrusted with is used only in procedures for disclosure requests, modification and suspension of use.

[6] Counter for inquiries, complaints, and consultations regarding handling of personal information

For inquiries, complaints and consultations regarding the company’s handling of personal information, please notify the following department. Please understand that we can not accept in person requests.

Personal Information Customer Consultation Counter

  • TEL: +81-98-869-4220
  • FAX: +81-98-869-4252
  • Address: 8F, Nihon Seimei Naha Building, 3-1-1 Kumoji, Naha City, Okinawa 900-0015
  • E-mail: cpid@okicongre.jp
[7] The company is a target business operator of the Japan Institute for Promotion of Digital Economy and Community, an authorized personal information protection organization which has received authorization under Article 37 of the Act Concerning the Protection of Personal Information.
Authorized Personal Information Protection Organization

[Name] Japan Institute for Promotion of Digital Economy and Community
[Contact Information for Resolution of Complaints]
Personal Information Protection Complaint and Consultation Room
TEL: +81-3-5860-7565
Address: Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032

*This is not a place to send inquiries regarding our company’s products or services.

[Security on our website]
When the personal information of customers, business partners, and employees is provided on the company’s website, SSL(Secure Sockets Layer) encrypted communication is used with the aim of preventing interception, manipulation, and impersonation from third parties.
  • Enactment Date: December 3, 2009
  • Date of Last Revision: July 1, 2011
  • Okinawa Congres Inc.
  • Yoshie Johnson, Personal Information Protection Manager

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