Privacy Policy
TAIYO KOKI CO., LTD. (hereinafter referred to as “TAIYO KOKI”, “we”, “our”, or “us”) handles the personal information or personal data of its customers and external stakeholders (hereinafter referred to as “Customers”) in accordance with the following policy. Any revision to the policy will be notified on this webpage.
1. Scope of Personal Information
Personal information in this policy refers to personal information as defined in Article 2.1 of the Act on the Protection of Personal Information in Japan.
2. Acquisition of Personal Information
When acquiring personal information, TAIYO KOKI shall clearly state the purpose of use and acquire such information in a lawful and fair manner.
3. Management of Personal Information
- 1) TAIYO KOKI shall comply with the Act on the Protection of Personal Information in Japan, the various guidelines stipulated in this law, and this policy.
- 2) TAIYO KOKI will take necessary and appropriate measures for the safe management of personal information, including internal management and supervision, employee training, and supervision of contractors, to prevent leakage, loss, or damage of personal information.
- 3) TAIYOKOKI will acquire personal information and use the acquired information only to the extent necessary for the purposes set in this policy. If we intend to use personal information outside the scope of the purposes set in this policy, we will obtain prior consent from the customer in an appropriate manner.
- 4) TAIYO KOKI will appropriately manage personal information in accordance with the security control measures set in this policy to prevent leakage, loss, falsification, etc. of personal information.
4. Purpose of Use of Personal Information
TAIYO KOKI will use your personal information for the following purposes
- 1) Personal information of customers who are planning to purchase or have already purchased our products or services
- a) To provide our products and services and to communicate with you in connection therewith.
- Examples include the following uses
- – To set up meetings regarding our products and services
- – Issuing a quotation describing our products or services
- – Registering visitors for a tour of our facilities
- – Processing internal payments for the purchase of our products and services
- – Coordinating delivery dates for our products and services
- – Checking the payment status of our products and services
- – Responding to inquiries about our products and services
- – Verify your identity when you apply for our online services
- – Verification of your purchase history when you request after-sales services
- b) To improve and enhance our products and services.
- Examples include the following uses.
- – Conducting surveys regarding our products and services
- – Creating internal records in the event of a problem with our products or services
- – Analyzing feedback on new products and services
- c) To deliver advertisements about our products and services.
- Examples include the following uses.
- – Invitations to exhibitions, seminars, and other events related to our products and services
- – Sending catalogs and publications about our products and services
- – To send e-mail newsletters regarding our products and services
- – To inform you of maintenance schedules for our products and services, etc.
- d) For our ongoing business operations.
- Examples include the following uses.
- – Performance of obligations or exercise of rights stipulated in a contract
- – Management of potential and existing customers
- – Formulation of sales and product strategies based on purchase and service history
- – Maintaining information security on IT systems managed by us
- – Operation and security of facilities managed by us
- – To respond to the provisions of laws and regulations or the guidance of administrative authorities
- – To implement other purposes of use specified at the time of acquisition of personal information
- a) To provide our products and services and to communicate with you in connection therewith.
- 2) Personal Information of Other Business Partners Including Suppliers
- a) Purchases of products and services from suppliers and related interactions
- Examples include the following uses.
- – Setting up meetings with suppliers regarding their products and services
- – Registration of visitors for tours of our facilities by suppliers
- – Processing of internal payments for purchases of our suppliers’ products and services
- – Coordination of delivery dates for suppliers’ products and services
- – Confirmation of payment for the products and services of our suppliers
- – Responding to inquiries about our suppliers’ products and services
- – Inquiries or requests for after-sales services
- b) For the Company’s ongoing business operations
- Examples include the following uses.
- – Performance of obligations or exercise of rights stipulated in contracts
- – Management of existing and new business partners
- – To send out communications related to our business operations, etc.
- – Identification of the customer for events held by us for suppliers
- – Formulation of purchasing strategies based on purchase history
- – Maintaining information security on IT systems managed by us
- – To maintain the operation and security of facilities managed by us
- – Investigation and reporting based on reports to our compliance hotline
- – Response based on the provisions of laws and regulations or guidance from administrative authorities
- – To implement other purposes of use specified at the time of acquisition of personal information
- a) Purchases of products and services from suppliers and related interactions
- 3) Personal Information of Shareholders
- a) Exercise of rights and fulfillment of obligations as a share issuer
- Examples include the following uses.
- – Identification of the person attending the general meeting of shareholders
- – Response to inquiries regarding our business operations
- – Management of shareholder registry
- a) Exercise of rights and fulfillment of obligations as a share issuer
- 4) Personal Information of Job Applicants and Internship Students
- a) Implementation of recruitment and internship activities by us
- Examples include the following uses.
- – Distribution of information regarding our recruitment and internship events
- – Contacting you regarding our selection schedule
- – Contacting you with the results of our selection process
- – Contacting you during the internship period
- – Maintenance of information security on our IT system to which access is granted during the internship period
- a) Implementation of recruitment and internship activities by us
5. Security Control Measures for Personal Information
- 1) Establishment of Basic Policy
This Privacy Policy has been established to ensure the proper handling of personal information and to provide a point of contact for questions and complaints. - 2) Establishment of Rules for Handling Personal Information
TAIYO KOKI has established internal rules that stipulate obligations and handling methods at each stage of obtaining, using, storing, providing, deleting, and disposing of personal information, and we make every effort to ensure that officers and employees comply with these rules. - 3) Organizational Safety Control Measures
TAIYO KOKI has appointed a person responsible for the handling of personal information (Personal Information Protection Manager), and have clarified the employees who handle personal information and the scope of their handling. A system is in place for reporting to the Chief Privacy Officer in the event that a violation or threat of violation of relevant laws and regulations or internal rules is detected. In addition, when the handling of personal information is outsourced, audits of the handling of personal information at the outsourced company are conducted as necessary. - 4) Personnel Safety Control Measures
TAIYO KOKI stipulates confidentiality of personal information in its personal information management rules and conducts periodic training for employees regarding personal information. - 5) Physical Safety Control Measures
TAIYO KOKI has strictly controlled access to areas where important information systems that handle personal information are managed, controlled access to viewing privileges, and restricted storage of personal information on external devices. In addition, we take measures to prevent theft or loss of equipment, electronic media, and documents that handle personal information, as well as to prevent easy access to personal information in the event of such an incident. - 6) Technical Security Control Measures
TAIYO KOKI implements access controls, etc. to personal information to limit the number of workers and the scope of their handling, and takes measures to prevent unauthorized access from outside and the intrusion of unauthorized software into the equipment that handles personal information. - 7) Understanding the External Environment
In order to carry out the purposes of use stipulated in this policy, TAIYO KOKI may have our affiliated companies located overseas handle our customers’ personal data. In such cases, we will implement safety management measures based on our understanding of the systems, etc. for the protection of personal information in the relevant country. If you have any questions regarding the subject country or the details of the security control measures taken by us, please contact the “Contact Information” below.
6. Joint Use of Personal Information
TAIYO KOKI will jointly use customers’ personal data as follows.
- 1) Items of Personal Data to be Shared:
- – Name
- – Company or organization name, title, address, telephone number, fax number, e-mail address
- – Inquiry history
- – Purchase history of our products and services
- – Attendance history of exhibitions, seminars, etc.
- – Transmission approval/rejection information related to advertisement distribution
- – Access history to websites operated by us
- 2) Scope of Joint Users:
Within the DMG MORI Group (subsidiaries and equity method affiliates of DMG MORI under the Companies Act) and sales companies of the Group’s products that have a contractual relationship with the Group - 3) Purpose of Use by Persons Who Use the Information:
To carry out the purposes of use set forth in this policy - 4) Party Responsible for Managing Personal Information:
TAIYO KOKI CO., LTD.
(For address, representative and other information, please refer to the website below: https://www.taiyokoki.com/en/company/outline/)
7. Provision to Subcontractors
TAIYO KOKI may outsource all or part of the handling of acquired customer personal information to subcontractors to the extent necessary to achieve the purposes of use stipulated in this policy. In such cases, we will contractually obligate the subcontractor to appropriately manage the personal information to prevent it from being used for purposes other than those specified, leaked, or otherwise compromised.
8. Disclosure and Provision to Third Parties
TAIYO KOKI will not disclose or provide personal data to third parties, except in the case of provision to subcontractors as described above, or in any of the following cases.
- 1) When we have the consent of the customer
- 2) When disclosure or provision is required by law
- 3) When disclosure or provision is necessary for the protection of human life, human health, or property, and it is difficult to obtain the customer’s consent
- 4) When it is necessary to cooperate with a national or local government in the performance of its official duties, and obtaining the customer’s consent may impede the performance of those duties.
9. Information Obtained in Relation to Personal Information
Regardless of whether or not it falls under the definition of personal information, TAIYO KOKI may collect information related to the products and services you purchased, the date of purchase, and your use and browsing of our websites (including cookie information, access logs and other information related to usage status, your device information, OS information, location information, IP address, browser information, and other information related to your use of our websites). This information will be used to improve the functionality of our websites and to advertise products and services based on browsing and purchase histories.
10. Disclosure of Retained Personal Data
If a customer wishes to request disclosure of his/her own personal information data (hereinafter referred to as “Retained Personal Data”), the customer may request disclosure of personal data, correction, addition, or deletion of content, suspension of use, or elimination, and notification of purpose of use, in accordance with the procedures prescribed by TAIYO KOKI. However, please be advised that we may not be able to comply with your request in the following cases.
- 1) When all items required for identification as specified by us are not fulfilled
- 2) When the personal data does not fall under the category of Retained Personal Data as defined in the Act on the Protection of Personal Information
- 3) When the content of the request constitutes a reason for exemption from the obligation under the Act on the Protection of Personal Information
11. Method and Contact for Disclosure Inquiries
Please send the above request or any other inquiries regarding personal data held by TAIYO KOKI by mail to the following address. In order to prevent unauthorized requests by spoofing, etc., we will use reasonable methods to verify the identity of the person making the request, such as requesting the submission of identification documents at the time of the request.
We will consider a request to be made by the customer himself/herself if all the items required for identification are met. However, even in the unlikely event that the request is made by a third party other than the customer who has obtained the customer’s personal data or identification documents, we will not be liable for any damages incurred by the customer as a result of our response to the request, unless such damages are caused by our intentional misconduct or gross negligence. We ask that you take care in managing your own personal information.
<Contact Information>
TAIYO KOKI CO., LTD.
221-35, Seiryo-machi, Nagaoka-shi, Niigata 940-2045, Japan
TAIYO KOKI CO., LTD.
Tsuyoshi Watanabe, President
Established: April 1, 2022