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Privacy Policy

Privacy Policy

Intage Technosphere Inc. provides business intelligence solutions in areas ranging from data use to system development, management and operation. We understand that earning the trust of individuals and clients serves as the cornerstone for ensuring the sustainability of our business.

The Company complies with all applicable personal information protection laws, regulations and related guidelines, and has created a personal information protection management system to protect individual privacy and ensure client confidentiality. This privacy policy (‘the Policy’) serves as a declaration of the Company’s commitment to enforcing and executing proper personal information handling by our officers and all employees.

  1. 1.
    Legal compliance
    Our officers and all employees handle personal information (including My Number data and the personal information of specific individuals) in compliance with all applicable personal information protection laws and regulations, along with related guidelines and government-specified policies and other standards. These laws include Japan’s Act on the Protection of Personal Information (Personal Information Protection Act), and Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (Numbers Act).
  2. 2.
    Acquiring and using personal information
    Providing business intelligence solutions results in a large volume of personal information being handled by the Company.
    When personal information is acquired from individuals or clients, the information provider is informed of the objectives the information will be used for, and provider consent is obtained before handling. When being used, personal information is handled only within the bounds of the usage objectives communicated to the provider when consent was obtained. Steps are taken to prevent use for any other objectives.
  3. 3.
    Providing and outsourcing personal information
    Personal information acquired by the Company is properly managed and never provided to any third party without the prior consent of the provider. When personal information is outsourced in whole or part, the outside contractor is entrusted with a duty to protect the personal information and is supervised to ensure the proper handling thereof.
  4. 4.
    Providing security measures
    The Company has created in-house systems and regulations to satisfy organizational and technical needs, and provides security measures to combat risks such as unauthorized access, leakage, loss or damage of personal information. Corrective efforts are made in the event of improper handling.
  5. 5.
    Ongoing enhancement of personal information protection management system
    To construct and enhance the effectiveness of the Company’s personal information protection management system, the Company educates all employees, audits the system’s operation and endeavors to make system upgrades and ongoing enhancements.
  6. 6.
    Responding to inquiries, complaints and requests for discussion
    The Company welcomes any inquiries about the Policy or inquiries, complaints or feedback about our handling of personal information. Inquiries should be directed to the liaison shown in Item 6 (‘Liaison for inquiries, complaints and discussion’) in the section below (which provides more in-depth information about how the Company handles personal information).
    We also respond to requests for disclosure or other handling of retained personal data (personal information for disclosure), and to requests for disclosure of records of information provided to or from third parties. For more information, see Item 5 (‘Items pertaining to procedures for responding to Disclosure Requests’) in the section below.

The officers and all employees of Intage Technosphere Inc. have a thorough understanding of the spirit and intent of the Policy, and pay close attention thereto when carrying out routine operations.

Date created: July 1, 2004
Date revised: September 28, 2023
Kazuko Sakai, President and Representative Director
Intage Technosphere Inc.

Read the section below to find out more about how the Company handles personal information.

  1. 1.
    Items pertaining to public release of personal information usage objectives
    1. (1)
      Usage objectives for personal information acquired directly or indirectly from sources besides printed documentation
      Before acquiring the personal information of an individual directly, the Company usually provides the individual with prior written notification of the information’s usage objectives. But when personal information is acquired by the methods below, its usage objectives are instead made public on this website.
      Personal information type (acquisition method) Usage objectives
      Personal information recorded by security cameras on Company grounds Used to identify individuals who cause security-related crimes, incidents or the like.
      Personal information taken directly from provider’s business card, incoming email, inquiry, application or the like Used for objectives such as:
      Executing transaction agreements
      Responding to inquiries
      Holding seminars, presentations and other events
      Providing information about products or services handled by the Company
      Providing information about seminars or presentations organized by the Company
      Providing communication, sales activities or accounting processes needed to execute Company business
      Distributing officer greeting cards and New Year’s cards
      Distributing email newsletters
      Administering customer satisfaction surveys
      Distributing outsourced contractor security assessment forms and providing feedback of the results

      * Different usage objectives can take precedence when specified in an inquiry or application form.
      * Personal information is shared among Group companies only when needed for a smooth response and within the bounds of the usage objectives listed above. More information about sharing is provided in Section 4 (‘Sharing personal information’).
    2. (2)
      Usage objectives for outsourced personal information
      Outsourced work type Usage objectives
      Outsourced personal data management work Used by the outsourced contractor to execute operations within the bounds of the work outsourced by the client and only insofar as needed to achieve the usage objectives of which the information provider was notified.
      Outsourced personal information data entry work Used only in data entry forms for data entry.
  2. 2.
    Items to make accessible to provider in relation to retained personal data (personal information for disclosure)
    1. The items pertaining to the release of retained personal data (personal information for disclosure) by the Company are shown below.

      Applicable personal information handler
      Intage Technosphere Inc.
      2-14-11 Yatocho, Nishitokyo-shi, Tokyo
      (President and Representative Director: Kazuko Sakai)

      Type of retained personal data (personal information for disclosure) Usage objectives
      Personal information taken directly from provider’s business card, incoming email, inquiry, application or the like See the corresponding item in the table of Item 1-(1) (‘1. Items pertaining to public release of personal information usage objectives (1) Usage objectives for personal information acquired directly or indirectly from sources besides printed documentation’) above.
      Personal information of Company employees
      Personal information of Company applicants
      Personal information of retired Company employees
      Employee personal information is used for job management, business communications, employee performance evaluations and the like. Applicant personal information is used for hiring processes such as making contact, responding to inquiries and preparing for admission. Retired employee personal information is used to respond to inquiries from retired employees.

      * Human resources and welfare operations have been outsourced to Group member Intage Associates since April 1, 2008.
      Data common to each type of personal information Used to respond when inquiries or requests for disclosure or other handling are received.
    2. Company’s security management measures

      1 Creation of basic policies To ensure proper handling of personal information, the Company has created a document entitled Personal Information Protection Policies and Handling of Personal Information. It specifies policies for areas such as compliance with applicable laws, regulations and guidelines, and the liaison to use for inquiries, complaints or discussion.
      2 Ensuring orderly handling of personal information The Personal Information Protection Regulations and Personal Information Protection Manual describe personal information handling. For each stage in the personal information life cycle (such as acquisition, use, storage, dissemination, and deletion or disposal), these documents specify how information should be handled and the roles of the managers and other staff members handling it.
      3 Security control measures (organizations) In addition to documenting the roles and responsibility areas of the managers and other staff members handling personal information, the Company has also created procedures and systems for reporting and communicating compliance violations and other infractions.
      The organizations that handle personal information carry out self-directed inspections to assess how the information is being handled, and are subjected to periodic third-party audits.
      4 Security control measures (individual employees) The duty to maintain the confidentiality of personal information and the like is specified in the Company’s Workplace Rules. The Company keeps employees informed of this duty, while providing periodic education on compliance with applicable laws, regulations and guidelines.
      5 Physical security control measures Rules for workplaces that handle personal information have been created to prevent unauthorized viewing or removal.
      Rules for using devices and portable storage media that handle personal information have also been created to prevent unauthorized access.
      6 Technology-based security control measures The authority to access personal information databases and other resources is restricted as much as possible and periodically reviewed.
      These resources are generally installed in safe environments inaccessible by outsiders. However, additional efforts are made to ensure security when dealing with systems requiring access by outside individuals or organizations. Examples include communication control and monitoring, and periodic vulnerability assessments.
      7 Understanding outside environments When storing personal information overseas, handling rules are created that include provisions on complying with the applicable Japanese laws, regulations and guidelines, along with local laws and regulations. Safety control measures are also applied after gaining an understanding of the systems used for personal information protection in the local country.
  3. 3.
    Providing personal information to third parties
    Personal information acquired from individuals is properly managed and never provided to a third party without obtaining the prior consent of the provider. However, the foregoing provision does not apply in the following cases:
    1. a. When mandated by law
    2. b. When necessary for the protection of life, health or property, and obtaining provider consent is difficult
    3. c. When a specific need arises for the aim of improving public health or providing sound childcare, and obtaining provider consent is difficult
    4. d. When necessary for assisting the execution of a legal mandate from a national agency, local government, or party engaged thereby, and obtaining provider consent might interfere with the execution thereof
  4. 4.
    Sharing personal information
    The Company shares the personal information shown below when held by Intage Group companies. Note that the handling of shared personal information may be reviewed as needed in future. Any updates to handling methods will be made publicly known before being applied. Thank you for your understanding.
    Personal information for sharing (1) Personal information taken directly from provider’s business card, incoming email, inquiry, application or the like (2) Personal information of sole proprietors
    Acquisition method Acquired by the Group company directly in writing from the provider by means of a business card exchange, incoming email, inquiry, application or the like. Acquired by the Group company from the provider by means of a business card exchange or directly in writing (or email), when initiating a transaction.
    Personal data items Business name, department name, job title, name, street address, phone number, email address Company/organization name or sole proprietor’s name, street address, phone number
    Users of shared personal information The companies that share personal information are listed in Item 4 (‘Sharing personal information’) on the Intage Holdings website.[New Window]
    User usage objectives Enhancing the efficiency of information sharing and management for clients and transaction partners (or potential clients and transaction partners), within the bounds of the personal information usage objectives made public on the Intage Group company’s website Enhancing the efficiency of transaction partner information sharing and management within the bounds of the personal information usage objectives made public on the Intage Group company’s website, and in the context of an integrated management information system
    Individual or organization responsible for managing applicable personal data Personal Information Protection Manager of company managing applicable data (company that originally received personal information from provider)

    * A Personal Information Protection Manager has been appointed at each Group company that shares information.
    Personal Information Protection Manager of company managing applicable data (company that originally received personal information from provider)

    * A Personal Information Protection Manager has been appointed at each Group company that shares information.
    * Transaction partner management operations are outsourced to Intage Associates Inc. (the Intage Group’s shared service provider) by Group companies that share information.
    Representatives Kazuko Sakai, President and Representative Director of Intage Technosphere Inc.
    The representatives of companies sharing information can be found on each company’s website.
    Company website links are provided in the list of domestic Group companies on the Intage Holdings website.[New Window]
  5. 5.
    Items pertaining to procedures for responding to Disclosure Requests
    When received from the provider of the data or a representative thereof, the Company complies with requests (‘Disclosure Requests’) for notification of the usage objectives for retained personal data or for the disclosure, correction, addition, deletion, suspension of use, erasure, or prohibition of third-party disclosure of retained personal data (collectively, ‘Disclosure’), and for disclosure of records created by the Company when information is provided to a third party, or when provided information is received from a third party (‘Third Party Information Delivery Records’).
    1. (1)
      Requirements for complying with requests
      The Company will comply with a request if the personal information or Third Party Information Delivery Record retained by the Company does not constitute any of the items listed in Item (8).
      The Company will comply with requests for disclosure of a Third Party Information Delivery Record on condition that the information needed to identify the Record (such as when the information was provided)* can be provided. (*See the application form for requesting disclosure of Third Party Information Delivery Records for the details of this information.)
    2. (2)
      Liaison for disclosure or other handling requests
      Personal Information Protection Manager
      Intage Technosphere Inc.
      318 Inaba Kamisendaoki, Nagano-shi, Nagano, Japan 380-8581

      Requests can also be sent using the inquiry form.
      → Click here for the inquiry form.
    3. (3)
      How to request disclosure or other handling
      Disclosure or other handling can be requested by either of the two methods below.
      1. Applying using the inquiry form
      → Click here for the inquiry form.

      Select ‘Inquiry about personal information protection policy’ for ‘Inquiry type’. Enter ‘Disclosure application’ in the ‘Nature of your inquiry’ field. Enter your name and contact information, and then send the form.
      Once the Company has received your application, a secure private file box will be set up for you, and its URL will be sent to you in an email. Upload the form and required documents specified in Item (4) below to your private file box.
      • For security reasons, do not send emails containing personal information or having the application form or required documents attached directly to them.
      • Files cannot be uploaded using the inquiry form. Your application will be officially received once you have uploaded the application form and required documents to your private file box using the URL that was emailed to you by the Company.
      2. Applying by post
      Post the application form and required documents specified in Item (4) below to the liaison specified in Item (2).
      Writing 開示等請求書類在中 (‘Disclosure Request Documents Enclosed’) on the envelope in red ink will help it reach its recipient more efficiently.
    4. (4)
      Application form and required documents for Disclosure Requests
      The required documents are different depending on whether you apply directly or by proxy.
      1. Applying directly
      • A. Company-specified application form
        → Request for disclosure or other handling of retained personal data: Retained personal data disclosure application form[New Window]
        → Request for disclosure of a Third Party Information Delivery Record for personal data: Third Party Information Delivery Record disclosure request application form[New Window]
      • B. Documents verifying your identity as the retained personal data provider
        Copies of two official identification documents such as your driver’s license and passport
        • All information other than the items needed to verify your identity (name, current street address, date of birth, and information indicating whether the document is currently valid) should be blacked out before submission. Thank you for your understanding.
      2. Applying by proxy
      The documents below are required if you are applying on behalf of a minor or adult ward as their legal representative, or on behalf of a data provider who has engaged you to represent them.
      All of the documents below must be submitted for you to be recognized as the representative and have your Disclosure Request accepted.
      • A. Company-specified application form
        Same as Item 1-A above
      • B. Documents verifying the identity of the retained personal data provider
        Same as Item 1-B above
      • C. Documents verifying your identity as the representative
        Copies of two official identification documents belonging to you (the representative), such as your driver’s license and passport
        • All information other than the items needed to verify your identity (name, current street address, date of birth, and information indicating whether the document is currently valid) should be blacked out before submission. Thank you for your understanding.
      • D. Documents verifying that you have the legal right to represent the data provider
        • a. Legal representative
          One copy of a document verifying that you have the legal right to represent the data provider (For a parent or legal guardian: A residence card extract or other official document verifying the relationship between yourself and your child, or a registration certificate or copy of your family register as specified in Article 10 of the Act on Guardianship Registration, etc.)
        • b. Representative engaged by data provider
          • One copy of a power of attorney containing the data provider’s signature or hanko impression
          • One copy of the data provider’s hanko certificate (if applicable)
    5. (5)
      Fee
      No fee is charged.
    6. (6)
      Disclosure Request response method
      A written response will be sent by one of the methods below.
      1. When you applied using the inquiry form
      A private secure file box will be set up for you, and the response will be sent to it.
      2. When you applied by post
      The response will be sent to you by post.
    7. (7)
      Usage objectives for personal information acquired in relation to Disclosure Requests
      Personal information acquired through a Disclosure Request is handled only insofar as needed to respond thereto. The submitted documents are saved for 2 years after the Disclosure Request response has been completed, and are then subsequently discarded.
    8. (8)
      Reasons for non-disclosure
      Information is not disclosed in the cases specified below. If the Company decides not to disclose the requested information, you will be notified of that decision and the reason therefor.
      1. a. If the identity of the data provider is unverifiable due to a reason such as a mismatch between the street address registered by the Company and the street address provided in the application form or a document for identity verification
      2. b. If the legal right of the representative to serve thereas is unverifiable for an application made by proxy
      3. c. If the data requested for Disclosure does not constitute retained personal data
      4. d. If the information requested by a Third Party Information Delivery Record request is information provided to or from a third party for which verification and recording obligations do not apply
      5. e. If sufficient information to identify the record requested by a Third Party Information Delivery Record request is unable to be provided
      6. f. If disclosure might harm the life, health, property or another right or interest of the data provider or a third party
      7. g. If disclosure might significantly impair the proper execution of a Company operation
      8. h. If disclosure would violate another law or regulation
  6. 6.
    Liaison for inquiries, complaints and discussion
    Use the contact information below for inquiries about the Policy or for inquiries, complaints or discussion about how the Company handles personal information.
    1. (1)
      Liaison for inquiries, complaints and discussion about the Policy and personal information handling
      Personal Information Protection Manager
      Intage Technosphere Inc.
      318 Inaba Kamisendaoki, Nagano-shi, Nagano, Japan 380-8581

      → Click here for the inquiry form.

      Note that we are unable to handle inquiries, complaints or discussion in person at our offices. Thank you for your understanding.
    2. (2)
      Accredited Personal Information Protection Organization affiliated with the Company, and office for complaint resolution applications
      [Accredited Personal Information Protection Organization]
      JIPDEC
      [Office for complaint resolution applications]
      JIPDEC Personal Information Protection Consultation Service Office
      Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo
      Japan 106-0032
      Tel.: +81-(0)3-5860-7565
      Toll-free number (available only in Japan): 0120-700-779
      (* Office hours: Weekdays 9:30 am to 12:00 pm, 1:00 pm to 4:30 pm)
      [Note]
      The contact information above is not for inquiries about Company products or services.
privacy mark

Intage Technosphere Inc. is a PrivacyMark-certified company. Click the PrivacyMark logo shown here to go to the PrivacyMark System page on JIPDEC’s website.

Information gathered on this website

Intage Technosphere Inc. (‘the Company’) respects and endeavors to protect the privacy of users of this website (www.intage-technosphere.co.jp). Our basic approach to user privacy on this website is described below.

Registering personal information

When sending an inquiry, providing feedback or otherwise engaging with the Company, users of this website may be asked for personal information such as their name, email address and company name. This information is usually only used within the bounds of the usage objectives specified when users are asked to register (such as for Company responses to inquiries).

A user’s personal information will never be used by the Company for any objective exceeding the bounds of the specified usage objectives without the prior consent of the user.
The Company will also respond promptly when contacted by a registered user seeking to delete or change personal information they have registered.

However, personal information may be disclosed or shared by the Company in the following exceptional cases:

  • If the user has consented to the disclosure or sharing thereof
  • If the disclosure or sharing thereof is deemed necessary for providing the product or service sought by the user
  • If a lawful official inquiry has been received from a court, police authority or other government organization
  • If deemed necessary for protecting a right, property, service or other resource of the Company, another user or another party

For an objective within the bounds of the legitimate usage objectives, personal information may also be outsourced by the Company to an outside contractor that has signed a nondisclosure agreement.

In circumstances not constituting any of these exceptional cases, statistical information compiled from personal information requested from users may be released to a business partner or third-party research organization, or made public on a website. But except in the exceptional cases above, no reference will be made to individual information in this event. Statistical information includes data such as percentages of inquiries received from men and from women. This data is used as a tool for providing users with better information.

Access log use

This site collects user IP addresses and other access log data for use in system administration. Access logs are also used to research site usage conditions. When a user accesses any page or system on this site, the server records the user’s IP address, browser type, access date/time and other data.

Access logs are usually processed statistically and never linked to personal information. But access logs may be used to identify users when deemed necessary for an objective such as protecting a right, property or service of the Company or another user.

Use of Google Analytics

This website uses Google Analytics and other tools to gather and analyze access logs.
Logs gathered by Google Analytics are managed in accordance with Google’s privacy policy.

Google Analytics [New Window]
Google’s privacy policy [New Window]

To reject tracking by Google Analytics and prevent your information from being gathered, you can use the Google Analytics opt-out browser add-on available from the web page below.

Google Analytics opt-out browser add-on[New Window]

Cookies

The Company may send cookies to the user’s computer via this site.
Cookies set in the user’s computer identify the device and are used for objectives such as enhancing user convenience.

More information about cookies is available from sources such as the page below.

https://support.microsoft.com/ja-jp/help/260971/description-of-cookies[New Window]

Accepting cookies is the default setting in many modern browsers. Users have the option of changing the setting to make their browser reject cookies or indicate when cookies are being sent. But note that some parts of this site may not work properly when cookies are rejected.

Security

The Company pays close attention to personal information security when providing services from this website. But there is unfortunately no guarantee of complete security. Users should be aware that the Company always takes every possible precaution to ensure security.

Websites not under the Company’s control (such as linked sites) may gather personal information independently. The Company has no control over personal information on these sites. Users should use the privacy information provided by these sites and other sources to make their own decisions about how to proceed.

Intage Technosphere Inc. is certified under the PrivacyMark system (JIS 15001). The Company’s commitment to protecting personal information is enshrined in our management philosophy. To prevent detrimental consequences to information providers, we comply with all applicable personal information laws, regulations and other standards while engaging in business activities for business intelligence solutions. See the Privacy Policy to find out more about the information we protect.