Privacy-Policy

HIROTA CORPORATION (hereinafter, «HIROTA») has established the following privacy policy for the purpose of observing laws and ordinances (laws and related cabinet orders and ministerial ordinances, guidelines, etc.) concerning personal information, and handling such information obtained from customers and transaction counterparties, etc. in a strict and appropriate manner.

1.Name of business party
HIROTA CORPORATION

2.Intended use
HIROTA shall use personal information obtained by it to the extent necessary for its business activities (production, sale, maintenance of different types of wood manufacturing and saw mill machineries, related engineering, technical service after service, environment improvement equipment, consulting service for infrastructure projects, parts manufacturing and sales, export and import service chemicals, etc.) for the following purposes:

（１）Personal information of transaction counterparties and customers
・Issuing notice of information concerning HIROTA’s new products and services, etc., and the promotion and advertising thereof
・Dispatching HIROTA’s products and providing after-sales service for these products
・Performing analyses and planning, and generating statistical information for the purpose of developing and manufacturing HIROTA’s products
・Performing analyses and planning, and generating statistical information for the purpose of HIROTA’s sales activities
・Conducting tests and analyses as requested by transaction counterparties or customers, and reporting on the results thereof
・Managing credit information on transaction counterparties and customers
・Exercising rights and fulfilling obligations between transaction counterparties or customers and HIROTA under laws and agreements
・Any other purpose to perform the management of transaction counterparties and customers incidental to the above-mentioned purposes

（２）Personal information of shareholders
・Exercising rights and fulfilling obligations under the Companies Act
・Operating, managing, keeping records, etc. of the general meetings of shareholders
・Implementing various measures to facilitate interaction between shareholders and HIROTA
・Issuing notice of various types of information to shareholders
・Any other purpose to perform shareholder management incidental to the above-mentioned purposes

（３）Information of job/internship applicants and prospective employees
・Providing information on HIROTA, results of the screening process, etc. and notices
・Recruitment activities including hiring and screening
・Any other purpose to manage job/internship applicants and prospective employees incidental to the above-mentioned purposes
（４） Information of retired employees
・Sending information, etc. from HIROTA to retired employees
・Managing records of work, payroll, health information, etc. before retirement
・Responding to inquiries concerning social insurance-related matters
・Any other purpose to perform retired employee management incidental to the above-mentioned purposes

（５） Information obtained as a result of requests from individuals
・Issuing notice to individuals
・Confirming identity

（６）All other purposes relating to the aforementioned purposes

3. Information control
（１）Security control measures
HIROTA has established and observes internal company rules in accordance with the law for the purpose of appropriately controlling personal data

（２）Handling of personal information
HIROTA does not provide personal information it obtains to third parties unless otherwise prescribed by law.
However, in some cases, HIROTA entrusts (outsources) the handling of personal information to third parties.
In such situations, HIROTA supervises the party to which it has outsourced, as deemed appropriate and necessary in accordance with the law.

（３）Personal information of retired employees
Personal information of retired employees may be shared as follows:
・Personal data items
Name, address, and contact details

・Scope of entities to share information
HIROTA and its group companies
HIROTA Group Corporate Pension Fund
HIROTA Group Health Insurance Society
Other organizations related to HIROTA Group, including retired employees’ association

・Purpose of sharing
Issuing notice of information

・Name of entity responsible for controlling personal data
Personnel Department, HIROTA CO.,LTD.

4.Disclosure of personal data
HIROTA shall, when requested to disclose personal data, promptly reply to such requests unless otherwise prescribed by law.
Please direct any enquiries concerning the disclosure of personal data to the relevant sales office or person in charge of sales (we will also inform you of any fees, etc. involved).

5.Point of contact for handling questions and complaints
Please direct questions and complaints concerning HIROTA’s handling of personal information to the relevant sales office or person in charge of sales. We will connect you to the department in charge of personal information.
Department of General Affairs of HIROTA CORPORATION.

HIROTA CORPORATION (hereinafter, “HIROTA”) is a data controller defined in the EU General data Protection Regulation (hereinafter, “GDPR”). HIROTA complies with the obligations required of a controller under GDPR and processes personal data collected by it in an appropriate and strict manner, pursuant to the following policies.

1.Categories of personal data
HIROTA processes the following personal data (excluding the personal data of HIROTA’s executives and employees; hereinafter the same applies). However, personal data processed by HIROTA is not limited to the data listed below.
Name, affiliation, telephone number, e-mail address and other contact details, date of birth, address, academic background, licenses/qualifications, result of health checkup, social security details, account name, user ID, password, IP address, cookies and access history on HIROTA’s website, etc.
*(Note)
“Process” and “processing” means any act of acquisition, management, transfer, etc.
*(Note)
You will provide HIROTA with your personal data for the purpose of enabling HIROTA to do its business. If you do not provide your personal data, you may not be able to use the services provided by HIROTA.

2.Purposes of processing of personal data and legal basis for the processing
（１）1. HIROTA processes personal data for the purposes listed below.
All the processing purposes are legally based on GDPR Article 6, paragraph 1, point (a) (consent), point (b) (necessity for the performance of a contract), point (c) (necessity for compliance with a legal obligation), and point (f) (legitimate interest pursued by the controller).

①Personal data of transaction counterparties and customers
・Issuing notice of information concerning HIROTA’s products and services, etc., and the promotion and advertising thereof
・Dispatching HIROTA’s products and providing after-sales service for these products
・Performing analyses and planning, and generating statistical information, for the purpose of developing and manufacturing HIROTA’s products
・Performing analyses and planning, and generating statistical information, for the purpose of HIROTA’s sales activities
・Conducting tests and analyses as requested by transaction counterparties or customers, and reporting on the results thereof
・Managing credit information on transaction counterparties and customers
・Exercising rights and fulfilling obligations between transaction counterparties or customers and HIROTA under laws and agreements
・Any other purpose to perform the management of transaction counterparties and customers incidental to the aforementioned purposes
②Personal data of job/internship applicants and prospective employees
・Providing information and notices, etc., such as information on HIROTA and results of the screening process
・Recruitment activities including hiring and screening
・Any other purpose to perform the management of job/internship applicants and prospective employees incidental to the aforementioned purposes
③Retired employees and shareholders
・Sending information, etc., from HIROTA to retired employees
・Managing records of work, payroll, health information, etc., before retirement
・Responding to inquiries concerning social insurance-related matters
・Exercising rights and fulfilling obligations under the Companies Act
・Operating, managing, keeping records, etc., of the general meetings of shareholders
・Implementing various measures to facilitate interaction between shareholders and HIROTA
・Issuing notice of various types of information to shareholders
・Any other purpose to perform the management of retired employees and shareholders incidental to the aforementioned purposes
④Other
・Issuing notices to individuals
・Confirming identities
・Responding to inquiries and complaints
・Improving the operation, quality, and effectiveness of our website
・Any other purpose to carry out business incidental to the aforementioned purposes

（２）If HIROTA intends to process personal data for purposes other than the purposes stated in 2. (1) above, HIROTA will provide you with an advance notice on the new processing purposes and other matters required under laws, as appropriate.

（３）If you provide your personal data to HIROTA, it will be deemed that you have given your consent to the processing of your personal data by HIROTA. Before you provide your personal data to HIROTA, please refer to this Privacy Policy (GDPR) in advance.
HIROTA will process your personal data based on your consent, but you may withdraw your consent at any time.

（４）HIROTA will retain your personal data HIROTA has collected, as far as it is necessary for the processing purposes. If it is no longer necessary to retain your personal data, HIROTA will promptly delete your personal data in an appropriate manner.

3.Cookies
HIROTA uses cookies and similar technologies in order for our website to function properly.
If you use HIROTA’s website, it will be deemed that you have given your consent to the use of cookies and similar technologies. The provisions under 2. (2), (3) and (4) above apply to this consent.

4.Disclosure and transfer, etc., to a third party
xcept for the processing purposes specified in 2. above, HIROTA will not disclose, transfer, etc. (hereinafter, “transfer”), the collected personal data to third parties, such as HIROTA group companies and outsourcing contractors.
Third parties to which HIROTA transfers personal data include those located in countries and regions outside the EU (including, but not limited to, Japan, Singapore, the United States, and China; hereinafter the same applies).
By giving your consent to this Privacy Policy (GDPR), you will be deemed to have agreed to the following matters.
*(Note)
HIROTA complies with Japanese laws (regulations on personal data protection). Therefore, HIROTA does not provide or transfer the collected personal data to third parties, except for the joint use of personal data within HIROTA Group companies and the outsourcing of personal data processing to third party contractors. Furthermore, in accordance with laws and regulations, the joint use and outsourcing of personal data processing to contractors are under the necessary and appropriate management and supervision by HIROTA.
*(Note)
HIROTA Group companies means companies in which HIROTA directly or indirectly holds a majority of the voting rights.

（１）In countries and regions outside the EU, laws and regulations on data protection may not be established in the same level as the EU, and there may be cases where various rights protected in the EU are not granted.

（２）HIROTA transfers the collected personal data to a third party for the purpose of processing personal data specified in 2. above. Furthermore, third parties receiving the personal data also process the transferred personal data.

（３）HIROTA transfers the collected personal data to a third party in a country or region outside the EU.
*(Note)
When HIROTA transfers the collected personal data to a third party located in a country or region outside the EU, HIROTA takes sufficient measures to protect personal data by using methods such as the conclusion of a contract containing the Standard Contract Clause (SCC) based on GDPR.

5.Securing of accuracy
HIROTA endeavors to keep personal data up to date, and to correct any mistakes or deficiencies.

6.Security
In order to prevent unauthorized access to personal data and the leakage of personal data, etc., HIROTA has taken appropriate and necessary human, organizational, and technical Security Control Measures according to each risk of personal data infringement, with consideration for the type of personal data, the degree of sensitivity and the economic and mental damage assumed when personal data is infringed, and by comprehensively evaluating and assessing the risks of personal data infringement. As necessary, HIROTA inspects these Security Control Measures to improve the security.

7.Various rights
hose who provided personal data to HIROTA can request access, rectification, restriction of processing, and data portability of personal data processed by HIROTA.
In addition, those who provided personal data to HIROTA can file an objection with HIROTA or data protection authorities having jurisdiction over the place of residence of the data subject about the processing of the personal data in question.
For the procedure for exercising these rights concerning the personal data, please contact our company office/sales office, or the person in charge.
*(Note)
“Data subject” has the meaning set forth in the GDPR.

8.Change of this Privacy Policy (GDPR)
In accordance with changes in laws, regulations, and related guidelines, HIROTA will change this Privacy Policy (GDPR) on an as-needed basis to ensure the appropriate processing of personal data.
If this Privacy Policy (GDPR) is changed, the Privacy Policy (GDPR) after the change will become effective upon the expiration of a notice period of two weeks.

9.Personal data concerning children
Basically, HIROTA does not have any intention to process the personal data of individuals under the age of 16.
HIROTA always obtains consent from legal guardians before acquiring the personal data of individuals under the age of 16. Those who are under the age of 16 are required to confirm the contents of this Privacy Policy (GDPR) with a legal guardian before providing personal data to HIROTA, and the consent of a legal guardian – not the consent of the data subject under the age of 16 – is always required when providing personal data to HIROTA.
If a legal guardian discover that the personal data of a data subject under the age of 16 has been provided to HIROTA without the legal guardian’s confirmation or consent, please contact us by using the following contact information.

10.Contact
Please contact our company office/sales office or the person in charge if you have any questions, inquiries, etc., on this Privacy Policy (GDPR), the processing of personal data by HIROTA or any requests, questions, etc., on various rights (right of access, right to rectification, right to erasure, right to restriction of processing, right to data portability, or filing of an objection).

11.Information on the Controller
Name: HIROTA CORPORATION
Address: 532, Ohyanagi Minami Shimada-City, Shizuoka Prefecture 427-0101 Japan
Tel: 0547-38-3211(From overseas +81-547-38-3211)
Inquiry form: ad@hirotacorp.jp