Privacy Policy

In today's information and communication society where the Internet has become widespread, the social responsibility of companies utilizing the Internet and business operators handling personal information is increasing in importance day by day. The Company hereby declares that it will establish a basic policy below and work on the protection of personal information with the aim of handling personal information appropriately as a company handling personal information.

Fellowship Co., Ltd. Representative Director and President Takeo Koyama
Established: November 1, 2014 / Last Revised: September 1, 2020

Fellowship Co., Ltd. fully recognizes the importance and social responsibility of personal information handled as a temporary staffing and employment placement business operator, and in accordance with "JIS Q15001 Personal Information Protection Management Systems - Requirements", constructs a personal information protection management system (PMS) within the Company to ensure the utmost protection of personal information.

a. Appropriate Acquisition, Use, and Provision of Personal Information
The Company shall appropriately acquire and use personal information within the scope of the pre-specified purpose of use, shall not handle personal information beyond the scope necessary to achieve the purpose of use (use outside the original purpose), and shall take measures for that purpose.

b. Compliance with Laws and Norms
Regarding the handling of personal information, the Company shall comply with various laws and regulations, such as the "Act on the Protection of Personal Information" and the "Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures", as well as guidelines and other norms established by the government.

c. Security Management Measures
The Company shall implement necessary and appropriate preventive and corrective measures for security management, such as preventing unauthorized access to personal information, leakage, loss, or damage of personal information.

d. Response to Complaints and Consultations
In response to complaints and consultations regarding the Company's PMS, we shall respect the rights of the individuals and establish internal regulations to respond promptly.

e. Continuous Improvement of Personal Information Protection Initiatives
Through confirmation of daily operations and regular employee training and audits, the Company shall continuously review and improve the PMS.

■ Contact Information regarding Privacy Policy and PMS

Personal Information Protection Manager, Fellowship Co., Ltd.
Hibiya Kokusai Bldg. 3F, 2-2-3 Uchisaiwaicho, Chiyoda-ku, Tokyo 100-0011
TEL: 03-6811-1404 (Business hours: 10:00-12:00, 13:00-17:00, excluding weekends, holidays, and year-end/new year holidays)
Email: kojinjoho@f-ship.jp

1. Purpose of Use of Personal Information

The personal information acquired by the Company shall be used after notifying the purpose of use each time and obtaining explicit consent. The Company shall use the entrusted personal information limited to the following purposes and shall not use it for any other purposes.

Classification	Purpose of Use
(1) Personal information of job applicants to the Company	・Recruitment activities (document screening, interviews, evaluation, communication with applicants, etc.) ・Guidance on necessary matters regarding joining the company after a hiring decision is made, and execution of procedures necessary for joining ・Optimization of the interview process and improvement of the quality of interview feedback *Identifiable video/audio data may be used.
(2) Personal information of persons wishing to work in worker dispatching, fee-charging employment placement, and outsourcing services provided by the Company	・Registration interviews and contact for interview preparation ・Internal sharing of job seeker information and application screening operations ・Status confirmation, job introductions, and communications such as application and screening for job openings ・Conclusion of employment contracts after employment decision and follow-up until joining the company ・Post-employment status confirmation and survey implementation ・Provision of information on the Company's services ・Creation and analysis of statistical data published in media, etc. ・Guidance on job openings corresponding to preferences by analyzing information such as application history, background, and skills ・Career advice ・Execution of procedures required by the Act on Securing the Proper Operation of Worker Dispatching Business and Protecting Dispatched Workers and other related laws and regulations ・Execution of procedures required by the Employment Security Act and other related laws and regulations ・Execution of procedures required by worker dispatch contracts with dispatch destinations ・Execution of procedures required by employment placement contracts with job offerors
(3) Personal information of the Company's employees	・Personnel management (career counseling, temporary staff training, measures regarding flexible work styles during childcare periods. Including information on family members) ・Labor and payroll management (attendance management, management of residence status and periods, conversion to indefinite-term employment, wage payment, withholding tax, year-end adjustment, confirmation of enrollment status) ・Personal number-related affairs based on the "My Number Act" (including information on family members) ・Welfare benefits (joining and maintenance/management of employment insurance, health insurance, employees' pension insurance) ・Health management (implementation of periodic health checkups, stress checks, storage/management of results, response to long-term absentees, response to employment of persons with disabilities) ・Benefit applications based on laws and regulations ・Safety management (discovery of suspicious persons via security camera footage, safety confirmation in emergencies) ・Sales and public relations (sales activities, PR activities such as recruitment, various surveys, campaigns, events, distribution of email newsletters, shipping of prizes, seasonal greetings) ・Support improvement (analyzing various survey results and digitized data of emails, chats, and conversation contents in an internal-only system to guide suitable job introductions)
(4) Personal information of business partners	・Various communications (business negotiations, introduction of job seekers, status confirmation, provision of information regarding the Company's services) ・Billing and payment procedures ・Conclusion of contracts
(5) Personal information of former employees	・Response to inquiries from government offices, social insurance labor consultant offices, etc.
(6) Personal information of inquirers and complainants	・Return contact and response from the Company to persons who made inquiries or complaints *Calls may be recorded if contacted by phone.

2. Entrustment of Personal Information

The Company may entrust all or part of the handling of personal information to external parties within the scope necessary to achieve the purpose of use. Upon entrustment, we shall evaluate and select whether the contractor can handle personal information appropriately, and ensure through contracts that necessary security management measures are taken to prevent leakage, etc.

3. Provision of Personal Information to Third Parties

The Company shall provide acquired personal information to third parties in the following cases:

Purpose of Provision	Items Provided	Means and Methods of Provision	Recipient
For selection application for job openings	Individual's name, age, gender, photograph, address, phone number, email address, SNS account ID, status of residence, educational background, work history, experienced job duties, acquired qualifications, skills, employment status, desired conditions, and other information necessary for selection application (*Note)	Web input, Email	Job offeror
For selection application via the Company's partner	Individual's name, age, gender, address, photograph, address, phone number, email address, SNS account ID, status of residence, educational background, work history, experienced job duties, acquired qualifications, skills, employment status, desired conditions, and other information necessary for selection application	Web input, Email	Partner employment placement company of the Company
To dispatch workers whose employment has been decided to the dispatch destination	Individual's name, gender, age	Document, Email	Dispatch destination company
To transfer wages to dispatched workers during employment	Individual's name, account number, wage amount, etc.	Document, Web input	Financial institutions such as banks
To respond to procedures stipulated by laws and regulations	Matters requested to be provided based on laws and regulations	By provision methods based on laws and regulations	National organs, local governments, courts, and other organs stipulated by laws and regulations

*For dispatching other than temporary-to-permanent dispatch, based on the "Act on Securing the Proper Operation of Worker Dispatching Business and Protecting Dispatched Workers" and the "Guidelines on Measures to be Taken by Dispatch Destinations", we do not provide information for the purpose of identifying dispatched workers prior to the determination of the dispatch destination.

★In cases of providing personal information pursuant to the items of Article 27, Paragraph 1 of the "Act on the Protection of Personal Information" (such as cases based on laws and regulations), we may provide the entrusted personal information to third parties without the individual's consent.

4. Provision to Third Parties in Foreign Countries

*This item applies only when using certain affiliated cases in cross-border employment support services between Japan and China, with prior consent obtained from the individual. Personal information of those who only desire employment/job change support for domestic companies will never be provided to third parties in foreign countries.

The foreign third party to which the information is provided complies with the laws and regulations concerning the protection of personal information in that country. Regarding the personal information protection systems of the relevant country, please check the "Survey on Systems for the Protection of Personal Information in Foreign Countries" published by the Personal Information Protection Commission.

Notified Matters	Content
Purpose of provision	Provision of cross-border employment support services
Items of personal information provided	Name, address, date of birth, age, educational background, work history, phone number, email address, qualifications
Means or method of provision	Email
Recipient	Company name: 广州市碧昂德人力资源服务有限责任公司 Country of location: People's Republic of China Address: Room 543, No. 167 Linhexilu, Tianhe District, Guangzhou, China Industry: Human resources industry Relationship with provider: Partner company

★Contracts regarding the handling of personal information: There are no individual contracts in place.

5. Use of Processed Statistical Data

The Company shall create statistical information quantitatively showing group tendencies or characteristics by aggregating common element items and classifications based on information excluding the correspondence relationship with specific individuals from personal information provided by job seekers. In addition, this statistical information may be used without any restrictions.

6. Voluntariness of Providing Personal Information and Resulting Consequences

Whether or not to provide personal information to the Company is voluntary. However, please note in advance that if you do not provide it, operations described in "1. Purpose of Use of Personal Information" may be hindered, and the individual may suffer disadvantages.

7. Acquisition of Personal Information by Methods Not Easily Identifiable by the Individual

The Company's website uses cookies for the purpose of session management. When cookies are enabled, small file data can be saved from the web server to the browser in the smartphone or PC you are using, and browsing and operation histories can be referenced. If you wish to disable cookies, you can change the settings at any time in your browser. Since the procedure for enabling or disabling cookies varies depending on the browser, please refer to the help of your browser. On the Company's website and services provided by the Company, third-party companies may acquire customer information via cookies or advertising identifiers for the purpose of delivering advertisements and content tailored to the preferences of browsing users, and measuring usage status and effects. In addition, advertising distribution companies may deliver behavioral targeting advertisements based on the acquired cookies or advertising identifiers. For details on the handling of cookies, please refer to "Purpose of Use of Cookies, etc."

8. Requests for Disclosure, etc. of Personal Information

We will respond to requests for notification of purpose of use, disclosure, correction, addition or deletion of contents, suspension of use, disclosure of records of third-party provision, erasure, and suspension of provision to third parties (hereinafter referred to as "Disclosure, etc.") regarding retained personal data, etc. held by the Company.

Company's official name: Fellowship Co., Ltd.
Personal Information Protection Manager: Management Division Division Leader
Purpose of use of retained personal data, etc.: Described in the preceding paragraph. However, regarding personal information related to entrusted operations, the Company does not have the authority for disclosure, etc., so please contact the entrusting party directly.
Third-party provision of personal information: In addition to the purpose of use consented to at the time of acquisition, personal information may be provided to administrative agencies based on laws, for criminal investigation, or for health and hygiene reasons. It will not be provided to any other third parties.
Entrustment of handling of personal information: Acquired personal information may be entrusted to contracted business operators evaluated as having taken security management measures equivalent to or higher than those of the Company.
Destination for requests for disclosure, etc.:
Personal Information Protection Manager, Management Division Division Leader
Hibiya Kokusai Bldg. 3F, 2-2-3 Uchisaiwaicho, Chiyoda-ku, Tokyo 100-0011
TEL: 03-6811-1404 FAX: 03-6811-1442
Email: kojinjoho@f-ship.jp
Method of requesting disclosure, etc.: Download the "Disclosure Request Form" and send it via email attachment or postal mail. Please note that after the arrival of the disclosure request, we may verify your identity by email, phone, etc., by collating it with your records.
*In case of a request by an agent, please attach the following documents:
・Documents proving that the person is an agent entrusted by the principal
・Agent's identification documents: Copy of a document with a face photograph such as a driver's license, passport, or My Number card (if My Number or registered domicile is stated, please black it out before submitting).
Also, please note that it may take about 10 days to respond.
Fee: In the case of requests for disclosure of retained personal data, disclosure of third-party provision records, or notification of purpose of use, a fee of 1,000 yen (+ consumption tax) will be charged.
If special procedures are stipulated by provisions of laws and regulations, those laws and regulations shall be followed.
We may not be able to respond to requests for disclosure, etc., in the following cases. For details, please check the Disclosure Request Form.
- When there is a risk of harming the life, body, or property of the individual or a third party
- When there is a risk of promoting or inducing illegal or unjust acts
- When there is a risk of harming national security, impairing trust relations with other countries or international organizations, or suffering disadvantages in negotiations with other countries or international organizations
- When there is a risk of interfering with the prevention, suppression, or investigation of crimes and other maintenance of public safety and order
- When it is necessary to cooperate with national organs or local governments in executing affairs prescribed by laws and regulations, and notifying the individual of the purpose of use or publicizing it is likely to interfere with the execution of such affairs
- When there is a risk of harming the rights or legitimate interests of the Company
- When there is a risk of causing significant hindrance to the proper execution of the Company's business
- When it violates laws and regulations
- When correction, etc. is not necessary in view of the purpose of use (such as information regarding evaluation, etc.)

9. Security Management Measures

The Company shall take necessary and appropriate measures to prevent the leakage, loss, or damage of personal information handled and for other security management of personal information.
The main contents of security management measures are as follows:

Formulation of Basic Policy
・Publication of a basic policy regarding "Compliance with relevant laws, guidelines, etc.", "Contact points for complaints and consultations", etc., in this Privacy Policy to ensure proper handling of personal data.
Establishment of Regulations Concerning the Handling of Personal Data
・Establishment of internal regulations defining handling at each stage such as acquisition, use, storage, provision, deletion, and disposal.
Organizational Security Management Measures
・Appointment of a person responsible for the handling of personal information, clarification of the range of employees handling personal information and the personal information handled by such employees, and establishment of a reporting and contact system to the responsible person.
・Implementation of regular self-inspections and audits by the audit department.
Human Security Management Measures
・Implementation of education and training for employees on matters to note regarding the handling of personal data.
・Stating matters concerning confidentiality in employment rules and written oaths.
Physical Security Management Measures
・Access control to handling areas, etc., of personal data.
・Restrictions on bringing in equipment and electronic media, etc.
・Prevention of theft, leakage, etc., of equipment, electronic media, documents, etc., handling personal data.
・Deletion of personal data and disposal of equipment, electronic media, etc.
Technical Security Management Measures
・Setting access privileges to personal data according to duties and implementing access control.
・Monitoring the operating status of information systems handling personal data.
Understanding the External Environment
・Implementation of security management measures after understanding the systems for protecting personal information in countries where personal data is handled.

For questions regarding security management measures, please contact the contact window below.

10. Complaints and Inquiries

If you have any complaints or proposals regarding the Company's handling of personal information, we accept them through the convenient means of email, phone, postal mail, etc., at the request destination for disclosure, etc. in 8.(6) above.

[Authorized Personal Information Protection Organization to which the Company Belongs] *Only accepts complaints regarding the handling of personal information.

Name: 一般財団法人日本情報経済社会推進協会 (JIPDEC)
Filing contact for complaint resolution: 認定個人情報保護団体事務局
Address: Roppongi First Bldg., 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
TEL: 03-5860-7565 0120-700-779

P R I V A C Y P O L I C Y

Declaration of Personal Information Protection

Handling of Personal Information