Privacy Policy

Policy for Protection of Personal Information

Cognizant of the importance of personal information (through which specific individuals can be identified by the description of names, dates of birth and others) as their valuable asset, Citizen Machinery Co., Ltd. and Citizen Machinery Service Co., Ltd. and Miyano Service Engineering Co., Ltd. (both of which are affiliate companies of Citizen Machinery Co., Ltd. ) (hereinafter called our group) establish the Policy for protection of personal information (hereinafter called the Policy) in order to appropriately collect, use and provide personal information in the course of our business, to prevent and correct their leakage, to comply strictly with laws and regulations related to the protection of personal information, and endeavor for continuous improvement of the management.

1. Acquisition and Use of Personal Information

When collecting and using personal information, our group clarifies the purpose (hereinafter called the purpose of use) (except when the purpose of use is undeniably clear judging from the circumstances of acquisition of personal information) and uses it to the extent required for the fulfillment of the business purpose of our group and other defined purpose of use.

Business Purpose of Our Group

1.
Production and sales of machine tools, industrial machinery and their peripheral equipment (hereinafter called our group's products) and their parts (hereinafter called parts for products);
2.
Planning and making proposals related to the above, and provision of relevant services;
3.
Repair, maintenance and overhaul of machine tools and industrial machinery;
4.
Purchase and sales of used lathes and other secondhand machine tools (hereinafter called used automatic lathes, etc.).

Purpose of Acquisition and Use of Personal Information

The purpose of acquisition and use of personal information of our group is as follows:

1.

Sales of our groups' products and used automatic lathes, etc.;

  • Communications and negotiations with customers necessary for our business;
  • Delivery of our group's products or used automatic lathes, etc. to customers;
  • Conclusion, negotiation and fulfillment of contracts with customers;
  • Reply to inquiries and consultations from customers concerning our group's products, used automatic lathes, etc.;
  • Provision and delivery of catalogues, documents and various information to customers concerning our group's products and used automatic lathes, etc.;
  • E-mail delivery to customers who wish to receive them concerning our group's products;
  • Invoicing to customers for payment.
2.

Sales of parts of our group's products;

  • Communications and negotiations with customers necessary for our group's business;
  • Reply to inquiries and consultations from customers concerning parts of our group's products;
  • Confirmation of orders from customers;
  • Delivery of parts of our group's products to customers;
  • Invoicing to customers for payment.
3.

Manufacturing of our group's products and their parts;

  • Communications and negotiations with dealers of raw materials of our group's products and their parts (hereinafter called suppliers);
  • Conclusion, negotiation and fulfillment of contracts with suppliers;
  • Payment to suppliers;
  • Communications and negotiations with dealers of manufacturing equipment of our group's products and their parts as well as facilities (hereinafter called equipment suppliers);
  • Conclusion, negotiation and fulfillment of contracts with equipment suppliers;
  • Requesting maintenance and repair of manufacturing machinery and facilities, etc. to equipment suppliers;
  • Payment to equipment suppliers.
4.

Services related to our group's products and used automatic lathes, etc.;

  • Reply to inquiries and consultations from customers related to maintenance, repair and overhaul, etc. of our group's products and used automatic lathes, etc. (hereinafter called maintenance service);
  • Corresponding to requests for maintenance service from customers;
  • Introduction of maintenance service to customers;
5.

Planning and making proposals concerning our group's products;

  • Making proposals to customers concerning utilization of our group's products;
  • Introduction of our company's website for solution service provision "alkapplysolution" to customers;
  • Reply to inquiries and consultations from customers concerning "alkapplysolution";
  • Issuance and abolition of ID for the use of "alkapplysolution" and confirmation of data contents provided by its registered users;
  • Reply to inquiries and consultations from registered users of "alkapplysolution" (hereinafter called alkapplysolution registrants);
  • Administration and data analysis of utilization situation of "alkapplysolution" by alkapplysolution registrants;
  • Communications to alkapplysolution registrants concerning their utilization situation of "alkapplysolution";
  • E-mail delivery to alkapplysolution registrants who wished to receive them for details of "alkapplysolution" services;
  • Invoicing to alkapplysolution registrants for the payment of its service charge;
  • Security management of "alkapplysolution".
6.

Purchase of used automatic lathes, etc.;

  • Reply to inquiries and consultations from customers (hereinafter called sellers) who wish our group to purchase their used automatic lathes, etc.;
  • Communications and negotiations with sellers necessary for our business;
  • Conclusion, negotiation and fulfillment of contracts with sellers;
  • Payment to sellers.

Our group uses following personal information to the extent required for the fulfillment of our business purpose as given below.

Purpose of Use of Personal Information of Our Group's Executives and Employees
(hereinafter called executives and employees)

  • Human resources management, performance assessment, assignment decision, preparation of organization chart, etc.;
  • Business communications;
  • Decision of payroll and payment;
  • Legally required procedures including social insurance and tax matters;
  • Human resources development including education and training;
  • Provision of benefit package;
  • Employment management including health management and working condition management.

Purpose of Use of Personal Information of Applicants for Employment in Our Group
(hereinafter called employment applicants)

  • Communications with employment applicants and provision of information on employment;
  • Reply to inquiries and consultations from employment applicants;
  • For screening employment applicants in our group.

Purpose of Use of Personal Information of Those Who Retired from Our Group

  • Communications after their retirement;
  • Legally required procedures after their retirement;
  • Informing them of commemorative functions organized or participated by our group.

Whenever our group acquires personal information for the purpose other than the above, the purpose of its use should be clarified on all such occasions.

2. Management of Personal Information

Our group controls personal information in an adequate manner in accordance with laws, guidelines and company regulations including the Act on the Protection of Personal Information in order to prevent its leakage, falsification, loss and use for purposes other than the above.
In addition, our group ensures the implementation of adequate education and training to our employees on appropriate handling of personal information.

3. Use of Personal Information

Our group never uses personal information for the purpose other than the above except the following cases.

  • The case in which the principal who provided his / her own personal information (hereinafter called the principal) agrees;
  • The case in which the personal information is used in an indiscernible manner which makes identification of the principal impossible;
  • The case in which the use of personal information is allowed by the Act on the Protection of Personal Information and other related laws and ordinances.

4. Implementation of Adequate Information Security Measures

Our group takes necessary measures, in accordance with our company regulations, such as access control and transfer restrictions of personal information, as well as prevention of injustice access from outside of our group in order to ensure the safe management of personal information.

5. Disclosure of Personal Information to a Third Party

 
Our group jointly uses personal information in such cases where it is deemed necessary for the appropriate fulfillment of our afore-mentioned business purpose. Details of such cases are given below.
  • Personal Information
  • Personal Information Items for Joint Use
  • Scope of Joint Users
  • Responsible Person for the Management
  • Customers, alkapplysolution Registrants
  • Items necessary for the fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"
  • • Our company, our affiliated companies*1 , our associated companies*2

    • Dealers of our group's products which take charge of customers

  • Head of the Division which takes charge of dealings with customers and alkapplysolution registrants
  • Personal Information of Suppliers, Equipment Suppliers and Sellers
  • Items necessary for the fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"
  • • Our company, our affiliated companies*1, our associated companies*2

  • Head of the Division which takes charge of dealings with these clients
  • Personal Information of Our Group's Executives and Employees
  • 1.Name, address, age, date of birth, gender, staff number, affiliation, position, employment type, phone number and mail address

    2.Salary, bonus, retirement allowance

    3.Performance assessment, educational background, work experience, qualification and license in possession, reward and punishment

    4.Family structure, names of family members, situations of family

    5.Health conditions, medical history, etc.

    6.Face photograph

  • • Our company, our affiliated companies*1, our associated companies*2 our labor union, health insurance society, company in charge of welfare

    • Companies with staff secondment agreements with our group

  • Head of the Division which takes charge of human resources management of our company
  • Personal Information of Employment Applicants
  • 1.Name, address, age, date of birth, gender, phone number and mail address

    2.Educational background, work experience, qualification and licenses in possession, reward and punishment

    3.Presence or absence of dependents

    4.Face photograph

  • • Our company, our affiliated companies*1, our associated companies*2

  • Head of the Division which takes charge of human resources management of our company
  • Personal Information of Retirees of Our Group
  • 1.Name, address, age, date of birth, gender, phone number and mail address

    2.Salary, bonus and retirement allowance

    3.Face photograph

  • • Our company, our affiliated companies*1, our associated companies*2

  • Head of the Division which takes charge of human resources management of our company
*1

Companies in which our company possesses a majority of voting rights.

*2

Companies in which our company possesses more than 20% of voting rights.

 
Our group may disclose personal information to organizations to which a part of our business is outsourced to the extent required for the fulfillment of the afore-mentioned business purpose of our group.
 

Our group may disclose personal information to a third party in one of such cases given below.

(1) The case in which the principal agrees to disclosure;

(2) The case in which laws and regulations stipulate;

(3) The case in which it is necessary for the protection of life, body or property of individuals;

(4) The case in which government organization, local authorities or the one who was entrusted by them requests, and if it is deemed necessary to comply with the request;

(5) The case in which the succession of business takes place due to merger of our group with other organizations or for other reasons.

 
For the fulfillment of our group's business, our group may disclose personal information to a third party in a form in which it is impossible to identify the principal.

6. Disclosure and Correction, etc. of Personal Information

With regard to personal information which our group possesses, in case you are the person concerned of the personal information, and you request 1) disclosure, 2) notice of the purpose of use, 3) correction, addition or removal of contents, 4) suspension of use or deletion, or 5) suspension of provision to a third party (hereinafter collectively called disclosure, etc.) of your own personal information, you are kindly requested to follow the procedures given below.

(1)

You are kindly requested to fill in the "Request Form for Disclosure, etc." given below, and enclose it together with reply postage stamp of (2) below and either of document (3) or (4) below, and send it, by registered mail, to the reference described at the end of this Policy.

(2)

When requesting for disclosure, etc. of personal information, you are kindly requested to enclose return postage stamp equivalent to 612 yen (actual cost incurred to you) for the cost of registered mail (reception is limited to the principal). Note that the excess postage is not refunded. We appreciate your understanding that we are not able to make disclosure, etc. in case of absence or shortage of return postage stamp enclosed.

(3)

You are also kindly requested to enclose your identity verification document(s) together with "Request Form for Disclosure, etc."

Examples of identity verification documents

  • Identity Verification Documents
  • Matters to be Attended
  • Copy of Driver's License
  • Name, face photo and present address must be described. It must be within the expiry date.
  • Copy of Passport
  • Name, face photo and present address must be described. It must be within the expiry date.
  • Certified Copy of Resident Register
  • Within 3 months from the date of issue.
  • Copy of Pension Book and Copy of Public Utility Charge Bills
  • (Copy of Pension Book)
    Name and present address must be described. It must be within the expiry date.
    (Copy of Public Utility Charge Bills)
    Bills of electricity, gas or water charge with the description of name and address.
  • Copy of Health Insurance Card and Copy of Public Utility Charge Bills
  • (Copy of Health Insurance Card)
    Name and present address must be described. It must be within the expiry date.
    (Copy of Public Utility Charge Bills)
    Bills of electricity, gas or water charge with the description of name and address.
  • Copy of Residency Card
  • Document to verify the status of residence in Japan. It must be within the expiry date.
*

If your legal domicile is described in the copy of identity verification documents, you are requested to mask it (paint in black).

(4)

If the proxy, instead of the principal, requests for the disclosure, etc. of personal information, the proxy is requested to enclose the document to verify the status of proxy as well as the document to prove the proxy's identity.

(Document to prove the proxy's identity)

The same type of identity verification document as mentioned in (3) above.

(Document to verify the status of proxy)

Either of the followings.

a. Copy of extract of family register

b. A certificate of registered matters specified in Article 10 of the Act of Guardianship Registration.
(Act No. 152 of December 8, 1999)

(5)

If the request for disclosure, etc. of personal information corresponds to one of the followings, we are not able to comply with your request.

a

The case where we are unable to confirm your status of being the principal or the proxy.

b

The case where there exists defect in the content of Request Form for Disclosure, etc.

c
The case where our group possesses no such personal information of the principal. (This includes the case where such personal information was disposed of after the lapse of the predetermined storage period.)
d
The case where the disclosure might harm the life, body, property or other rights or interests of the principal or a third person.
e
The case where the disclosure might substantially impede the business of our group.
f
The case where the disclosure might violate laws and regulations.
g
The case where the disclosure needs special procedures required by laws and regulations.
h
The case where the disclosure might foster or induce illegal or unjust acts.
i
The case where the disclosure might undermine the national security, or maintenance of public safety and order.
j
The case where the request is made by a government organization, local authorities or the one who was entrusted by them, and even if it is deemed necessary to comply with the request, the request might hinder the business of the requester.
(6)

In case of the request for deletion of, or suspension of use of personal information, we comply with the request only when we consider the situation corresponds to one of the followings. Also please note that deletion of, or suspension of use of personal information may affect the service provision to the principal.

a

The case where the relevant personal information has been used beyond the scope of the purpose of use stipulated in this Policy.

b

The case where our group obtained the relevant personal information by fraudulent means.

c

The case where our group considers it appropriate to delete or suspend the use of the relevant personal information.

(7)

As for the results of your request for disclosure, etc. of personal information, our reply is made in writing.
Please note that it may take time to answer in order to confirm the contents of the relevant personal information, and to ensure the accuracy of our reply.

(8)

Request Form for Disclosure, documents (3) and (4) above submitted by the principal or the proxy are not returned to them. While the Request Form for Disclosure, etc. is properly kept by our group, documents (3) and (4) above are disposed of upon the completion of the purpose of disclosure, etc. by us and by appropriate means.

(9)

Personal information of the principal and the proxy obtained at the time of the request for disclosure, etc. is used to the extent required for corresponding to the request.

(10)

As for the scope of disclosure, etc. by our group, please note that we are able to handle only for the scope which we have due authority to do so.

7. Revision of This Policy

In response to the revision of laws and regulations, guidelines, etc. including the Act on the Protection of Personal Information, our group will review our company regulations including this Policy at any time, and suitably revise them as required in order to handle personal information in an appropriate manner.
The revised Policy will be posted on the website of our company without delay.

8. Reference related to Request for Disclosure, etc. and this Policy

Citizen Machinery Co., Ltd.
Personal Information Handling Secretariat
4107-6 Miyota, Miyota-machi, Kitasaku-gun, Nagano-ken, 389-0206, Japan