Privacy Handling

Established on April 1, 2005
Last revised on April 1, 2025

Takaaki Wakatsuki
Chief Information Security Officer
Net One Systems Co., Ltd.

1. Name, address and name of representative of the Company

Net One Systems Co., Ltd.
JP Tower, 2-7-2 Marunouchi, Chiyoda-ku, Tokyo
Takafumi Takeshita, Representative Director, President and Chief Executive Officer

2. Acquisition and use of personal information

In acquiring and using personal information, we will comply with laws, regulations, guidelines, etc., applicable to us as well as with the Japanese Industrial Standards "Personal Information Protection Management System - Requirements (JISQ15001:2017)," etc. (hereinafter collectively referred to as "laws, regulations, etc.") and use appropriate means to protect personal information.

The items of personal information that we obtain and retain, the means by which we obtain it, and the purposes for which we use it are as follows.

Personal information items

1. Basic information
   • Name, address, sex, date of birth, nationality, e-mail address, telephone number, facsimile number, etc.
2. Additional information
   • Employer information (company name, address, telephone number, organization, position, etc.), information on family members (name, relationship, date of birth, etc.), etc.
3. Information obtained from contact
   • E-mails, website form entries, letters, survey responses, etc., sent to the Company
4. Information automatically collected from our website
   • Cookies, IP addresses, domains, browser types, access dates/times, etc.
5. Information stipulated by administrative authorities and required under laws, regulations, etc.

Methods of obtaining personal information

1. Obtaining information from the individual in question
   • Oral or written communications, telephone calls, business cards, websites, etc.
2. Obtaining information from persons duly authorized by the individual in　question
   • Persons applying for products and services, persons making referrals, etc.
3. Obtaining information from business partners

Purposes of use of personal information

Personal information we obtain shall be used only within the scope of the purposes indicated below. With regard to the personal information we obtain that can be categorized as retained personal data　(meaning (1) to (5) and records of access to/from our facilities and video recordings at our facilities), please contact the Personal Information Contact Desk indicated in 6. below to inquire about our privacy-handling policy and disclosure request for personal information.

1. Customer's personal information
   • To propose, sell, and provide products, services, and support
   • To provide information on products, services, etc., handled by the Company and its group companies
   • To provide information on events (seminars, exhibitions, etc.) held (sponsored, co-sponsored, or supported) by the Company and its group companies
   • To register the use of services, etc., provided by the Company and its group companies
   • To contact customers, conduct business negotiations/meetings, execute contracts, etc.
   • To respond to customer inquiries and requests
   • To conduct and administer training
   • To carry out surveys

     *Please refer to the “List of Group Companies” here for more information on our group companies

2. Personal information of business partners
   • To contact, negotiate/meet with, and execute contracts with business partners, etc.
   • To respond to inquiries and requests from business partners
3. Personal information of shareholders
   • To exercise rights and perform obligations in accordance with laws, regulations, etc.
   • To complete various procedures
   • To implement shareholder measures that facilitate relations between shareholders and the Company
   • To manage shareholder information in accordance with laws, regulations, etc.
4. Personal information of applicants for employment and retired employees
   • To provide information, communication and notification to prospective employees
   • To carry out employment selection procedures
   • To perform duties related to personnel and labor affairs (including benefits) for retired employees in accordance with laws, regulations, etc.
   • To provide information about the Company to retired employees, contact them when there is a need to do so (including invitations to social gatherings, etc.), and manage retired employees' information
5. Personal information of executives and employees
   • To make business contact
   • To pay compensation (wages, bonuses, benefits, etc.), carry out personnel and labor management, provide benefits
   • To conduct health management
6. Other
   • Public information (official gazettes, websites, commercially available books/directories, etc.) and personal information obtained from third parties

     To provide information on products and services handled by the Company and its group companies as well as on events (seminars, exhibitions, etc.) held (sponsored, co-sponsored, or supported) by the Company and its group companies, and to conduct various questionnaire surveys

   • Personal information entrusted to the Company in connection with consigned operations

     To fulfill contracts with service providers for contracted services such as system development, consulting, system support, education/training, etc.

   • Telephone call record information

     To ensure the accuracy of telephone conversations and to respond appropriately to inquiries and requests made via telephone
   • Records of access to/from our facilities and video recordings at our facilities

     To manage security, e.g., crime prevention and disaster prevention

   • Information automatically collected from our website

     To collect and analyze trends in customer access to the website in order to improve website functionality, services, operations, sales promotion, etc.

   • Other

     To fulfill purposes of use notified to and agreed upon in advance by the individual in question

The main businesses in which we use personal information are as follows:

Network integration business (network consulting, network design and management, network equipment installation and construction, network equipment sales, network computing services, operational support services and educational services)
If it becomes necessary for us to use personal information beyond the scope of the purposes of use previously announced, we will ask the individual in question for his/her consent to the new purposes of use, except when the use of personal information is permitted by laws, regulations, etc. or when other exceptional circumstances pertain.

The consent of a legal representative or other person will be required if an individual under 16 years of age or whose capacity for understanding is significantly lacking is to provide personal information to the Company.
Please contact the Personal Information Contact Desk indicated in 6. below if you wish to stop the use of all or part of your personal information that we have obtained and retain in accordance with laws, regulations, etc.

3. Outsourcing and sharing of personal information

(1) Outsourcing of handling

We may entrust the handling of personal information (including personal information we have obtained or intend to obtain; hereinafter the same applies in this paragraph) to the following subcontractors to whom we outsource all or part of our operations to the extent necessary to achieve the purposes of use. In such cases, we will select a party that meets our established criteria as a service provider, conclude a contract on the handling of personal information, and pursue appropriate management and supervision to ensure that necessary and appropriate security control measures are taken.

• Business partners or subcontractors for products and services handled by the Company and its group companies
• Business operators or experts who provide business or operational management or other professional advice
• Our group companies
• Other parties

(2) Joint use

We may share the following personal information of our customers with our group companies as necessary to conduct business activities jointly with our group companies. In such cases, the Company will provide the individuals in question with advance notification of the purposes of use, etc.

To ensure that necessary and appropriate security control measures are taken, we will manage personal information appropriately in accordance with agreements on the joint use of personal information concluded between our group companies and the Company.

1. Basic information
   • Name, address, sex, date of birth, nationality, e-mail address, telephone number, facsimile number, etc.
2. Additional information
   • Employer information (company name, address, telephone number, organization, position, etc.), family information (name, relationship, date of birth, etc.), etc.
3. Information obtained from contact
   • E-mails, website form entries, letters, survey responses, etc., sent to the Company
4. Information automatically collected from our website
   • Cookies, IP addresses, domains, browser types, access dates/times, etc.
5. Information as instructed by administrative authorities and required by laws, regulations, etc.

4. Provision and disclosure of personal information to third parties

We will not provide or disclose personal information we have acquired to third parties without the consent of the individual in question, except in exceptional cases that include those described below. When providing or disclosing personal information to a third party with the consent of the individual in question, we will take appropriate measures to ensure that the party to whom the information is provided or disclosed safeguards this personal information.

1. When required by laws, regulations, etc.
2. When it is necessary for the protection of life, limb or property and it is difficult to obtain the consent of the individual in question
3. When it is especially necessary to improve public health or promote the sound growth of children and it is difficult to obtain the consent of the individual in question
4. When it is necessary 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 tasks prescribed by law and obtaining the consent of the individual in question is likely to impede the execution of such tasks
5. When the third party is an academic research institution, etc., and it is necessary for the third party to handle personal information for academic research purposes (including when academic research purposes constitute only some of the purposes of handling the personal information but excluding when there is a risk of unjustified infringement on the rights and interests of the individuals in question)

5. Provision to third parties located in foreign countries

Relevant Page

• Privacy Policy