Top / Privacy Policy and Internal Control Policy

privacy policy

PRIVACY POLICY

Hakusan Inc. (hereinafter referred to as "our company") recognizes the importance of personal information obtained from our stakeholders, and considers the protection of personal information to be the basis of our business activities and one of our most important management issues. increase.

In order to provide safe, secure, and reliable services to everyone, we have established the following basic policy, and we are working to ensure that all employees are fully aware of it and comply with it.

Basic policy

  1. We will comply with the Personal Information Protection Act and other related laws and regulations. In addition, we will establish internal regulations regarding personal information protection (hereinafter referred to as our regulations), implement and maintain them, and strive to continuously improve them.
  2. In addition to establishing a management system for the protection of personal information, we will make sure that officers and employees are aware of our company's regulations and that they will be strictly observed.
  3. The Company will handle personal information within the scope of the purpose of use that has been clearly indicated to the customer. In addition, we will not disclose or provide personal information provided by our customers to third parties unless we have the consent of the customer or there is a valid reason.
  4. We will keep personal information accurate and up-to-date, strive to prevent unauthorized access to personal information, leakage, loss, damage, etc. of personal information, and will continuously improve and correct information security.
  5. We will sincerely and promptly respond to inquiries about personal information from customers and requests for disclosure, etc.

Enacted and enforced on June 5, 2023
Revised May 1, 2023

Purpose of use of personal information

When we receive personal information from customers, we will clearly indicate the purpose of use of personal information in advance and use it within the scope of the purpose of use. If it becomes necessary to use the customer's personal information beyond the scope of the purpose of use specified in advance, we will notify the customer to that effect and obtain the customer's consent before using it.
The purpose of use of personal information held by our company is as follows.

  1. Personal information about you

    • Business talks, meetings, etc. with customers
    • Shipment of products, materials, etc.
    • Sending information about services, events, etc.
    • Providing customer support and maintenance
    • Responding to inquiries and consultations
    • Provision of various membership services
    • Service development, implementation of questionnaire surveys, implementation of monitors, etc.
    • Performance of contract

  2. Personal information about job applicants

    • Providing and contacting job applicants (including internships) with Recruitment, etc.
    • Recruitment management at our company

  3. Appropriate acquisition of personal information

    We will acquire personal information by lawful and fair means.

  4. Provision of personal information

    1. We will not disclose or provide your personal information to third parties except in the following cases.
      (1) When there is customer consent
      (2) When required by law
      (3) When it is necessary to protect human life, body or property and it is difficult to obtain the customer's consent
      (4) When entrusting the handling of personal information to the extent necessary to achieve the purpose of use
      (5) In case of succession of business due to merger, company split, business transfer or other reasons
    2. Regardless of the above (04-01), when it is determined that it is appropriate for our affiliated companies and agents to respond to customer inquiries, etc. We may provide the address, name, Phone number, etc. of the company to the affiliated company. In this case, the customer may request the Company to stop providing personal information to the affiliated company.

  5. Inquiries about personal information

    For inquiries regarding the disclosure, correction, deletion, etc. of the personal information of our customers, please contact us using the inquiry form.

  6. Other matters

    1. About access information
      This site may obtain access log information in order to provide better services. Thank you for your understanding. The acquisition of access logs is not intended to identify your personal information.
    2. About cookies
      This site uses cookies in some parts of the site so that you can use it more comfortably. We do not consider cookies and IP address information to be personal information, as they alone cannot identify a specific individual. In addition, it is possible to refuse cookie information by setting the browser.

Basic Internal Control Policy

INTERNAL CONTROL POLICY

Based on the Companies Act and the Ordinance for Enforcement of the Companies Act in Japan, the Company shall establish an internal control system as follows to ensure the appropriateness of the Company's operations.

  1. System to ensure that the execution of duties by directors and employees conforms to laws and regulations and the Articles of Incorporation

    • Establish compliance rules so that the Company and its officers and employees can comply with laws and regulations and the Articles of Incorporation and act in a way that respects ethics.
    • We will establish a system that allows us to report violations of laws and regulations by directors using our compliance whistleblowing system, and monitor the functioning of the compliance system.
    • The secretariat of the Board of Directors shall be established to (1) convene Board of Directors meetings promptly as necessary, and establish a system in which matters specified in the standards for submission to the Board of Directors are brought up and deliberated in a timely manner, and (2) Ensuring sufficient deliberation of the proposals of the Board of Directors. By providing support for the preparation of materials that make it possible and providing advance explanations of the content of proposals, we encourage outside directors and Audit and Supervisory Committee members to understand the proposals, and ensure that legality and other matters are properly confirmed.
    • If a director discovers that another director has acted in violation of laws or the Articles of Incorporation, he/she will immediately report it to the Audit and Supervisory Committee and the Board of Directors.
    • Internal auditors formulate audit plans and conduct regular audits of each department.

  2. System for storing and managing information related to the execution of duties by directors

    Information related to the execution of duties by directors shall be properly recorded, stored and managed in accordance with document management regulations and information security management regulations.

  3. Regulations and Other Systems Concerning Management of Risk of Loss

    • In addition to establishing risk management regulations that systematically define the Company's risk management, the Compliance and Risk Management Committee evaluates and reviews various risks surrounding business activities and takes appropriate measures.
    • Internal auditors audit the risk management status of each organization and report the results to the representative director.

  4. System to ensure that the duties of directors are executed efficiently

    • The Board of Directors establishes the Board of Directors Regulations, Administrative Authority Regulations, Division of Duties Regulations, Approval Regulations, etc., and clarifies the system of responsibility for business execution and the business process so that business can be executed quickly and efficiently based on the decisions of the Board of Directors. to promote appropriate processing.
    • As a system to ensure that directors perform their duties efficiently, in addition to regular monthly board meetings, meetings consisting of the majority of directors are held from time to time to determine basic policies and strategies.

  5. Matters relating to employees to whom the Audit and Supervisory Committee assists in its duties and the system concerning the independence of such employees from directors (excluding directors who are Audit and Supervisory Committee members)

    In the event that the Audit and Supervisory Committee requests the appointment of staff to assist in its duties, the Board of Directors will select appropriate personnel who are capable of performing those duties. The employee shall be independent from the directors (excluding directors who are Audit and Supervisory Committee members). Such employees shall follow the instructions of the Audit and Supervisory Committee members and not receive orders from directors (excluding directors who are members of the Audit and Supervisory Committee) with respect to the performance of their requested duties.

  6. System for reporting to the Audit and Supervisory Committee

    • In addition to statutory matters, directors, employees, etc. of the Company shall comply with (1) important matters that affect the management and performance of the Company, (2) overview of activities of internal auditors, (3) overview of activities related to internal control of the Company, and (4) internal reporting system. report to the Audit and Supervisory Committee on the operational status of
    • The Company's directors, employees, etc. shall respond promptly and appropriately when requested by the Audit and Supervisory Committee to report on matters related to business execution and other important matters.

  7. A system to ensure that persons who report to the Audit and Supervisory Committee are not treated unfavorably as a result of such reporting

    The Company stipulates that directors, employees, etc. of the Company shall not be treated unfairly on the grounds that they have made a report to the Audit and Supervisory Committee Members, and shall respond appropriately.

  8. Matters related to policies regarding procedures for prepayment or reimbursement of expenses arising from the execution of duties of the Audit and Supervisory Committee, and other expenses arising from the execution of duties or debts

    • The Company shall make a budget for expenses deemed necessary for the execution of duties of the Audit and Supervisory Committee, and shall promptly respond to requests for advance payment, etc., unless such requests are inappropriate.
    • The Company will respond to requests for reimbursement after the fact for urgent or temporary expenses incurred by Audit and Supervisory Committee Members.

  9. Other systems to ensure that audits by the Audit and Supervisory Committee are conducted effectively

    • The Company respects the audit standards and audit implementation plans determined by the Audit and Supervisory Committee, and cooperates in conducting smooth audits and improving the audit environment.
    • The Company regularly holds liaison meetings between the Audit and Supervisory Committee, representative directors, and general managers, and strives to maintain cooperation for effective audits.
    • The person in charge of internal audits and the accounting auditors of the Company shall fully cooperate with the Audit and Supervisory Committee.

  10. System to eliminate anti-social forces

    • From the standpoint of social responsibility and corporate defense, the Company stipulates in its activity policy that it will resolutely oppose anti-social forces and groups that threaten the order and safety of civil society.
    • If there is an unreasonable demand from anti-social forces, we will consult with our corporate lawyer.