Privacy Policy

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Privacy Policy

EP Consulting Services Corporation (EPCS) offers outsourcing services in the fields of corporate accounting, IT, and HR/GA.
Upon providing these services, The Company recognizes privacy policy as a grave social responsibility, protects the personal information related to the clients it deals with, our employees, our partner company’s employees, etc. from respective threats, establishes the following privacy policy and promotes personal information protection by making each and every officer and employee understand, observe, continuously improve and operate it.

Privacy Policy

  1. Collection and Use of Personal Information

    EPCS shall obtain personal information by clarifying its purpose and within the range of the purpose. Also, the use and provision of personal information shall not be handled beyond the required range for attaining the usage purpose, and internal management structure is developed and its safety management measures are taken.

  2. Management and Protection of Personal Information

    EPCS shall strictly manage personal information, perform appropriate treatment for preventing leakage, damage or loss of such information and prevent accidents such as leakage of personal information, etc.

  3. Compliances to Related Laws and Regulations

    EPCS shall observe ordinances, guidelines and other laws and regulations concerning the protection of the personal information it holds. Also it ensures creating a structure to make the latest ordinances available and well known to its employees.

  4. Continuing Improvement of the Personal Information Protection Management Systems

    EPCS shall monitor Personal Information Protection Management Systems as appropriate and correct and improve them continuously.

  5. Claim and Inquiry Handling

    EPCS shall sincerely and promptly respond
    to client’s inquiries, complaints and consultation concerning personal information.

  6. Establishment of Information Help Desk
  7. With regard to the personal information handling, EPCS establishes the information desk for claims, disclosure, addition, modification, and deletion and handles inquiries in an appropriate and prompt manner.

Revised 1 September, 2014
Revised 1 October, 2012
Enacted 1 December, 2005
EP Consulting Services Corporation
Masayuki Meguro, Representative Director

As of December 1, 2005,
EPCS has obtained the “privacy mark” which is granted from Japan Information Processing Development Center (JIPDEC) to the business operator which handles personal information appropriately.

 

Basic Policy on Appropriate Handling on Specific Personal Information

As an organization, in order to work on securing the appropriate handling of My Number and specific personal information (hereinafter referred to as “specific personal information”), EPCS shall position the protection of client’s, supplier’s and employee’s specific personal information as an important matter, defines “Basic Policy on Appropriate Handling on Specific Personal Information” as follows, and make it well known by officers, employees, and other employees.

EP Consulting Services Corporation
Masayuki Meguro, Representative Director

Basic Policy on Appropriate Handling on Specific Personal Information

  1. Appropriate Handling on Specific Personal Information

    Upon obtaining, storing, using, providing or disposing specific personal information of our clients, suppliers, employees, etc., EPCS shall appropriately handle such information by following the handling regulation defined internally.

  2. Purpose of Use

    EPCS shall handle specific personal information within the following range of the usage purpose:

    1. Tax withholding affairs
    2. Employment insurance affairs
    3. Health insurance and welfare annuity insurance affairs
    4. Statutory documents affairs
    5. Any other administrative procedures which require My Number submission
  3. Matters Related to the Safety Management Measures

    Pertaining to the safety management measures for specific personal information, EPCS shall define and observe ‘the handling regulation for specific personal information’.

  4. Compliance to Related Laws and Regulations and Guidelines

    EPCS shall comply with

  5. Continuing Improvements

    EPCS shall implement the continuous improvement pertaining to the management system and structure of specific personal information.

  6. Inquiries

    EPCS shall appropriately respond to inquiries regarding the handling of specific personal information.

Enacted 17 December, 2015

Public Notice

Purpose of Using Personal Information

The purpose of using the personal information EPCS obtains and retains are as follows: For purposes other than stipulated below, EPCS expressly provide the usage purpose to the individual and obtains consensus from him/her.

  1. Personal information entrusted by clients in the outsourcing operations such as accounting, finance, taxation, payroll and social insurance, etc.
    • EPCS deals with personal information in order to perform the above operations.
  2. Personal Information of our customer
    • EPCS deals with personal information in order to perform rights and obligations on the agreement with suppliers related to outsourcing operations such as accounting, finance, taxation, payroll and social insurance, HR management consulting operations, IT outsourcing operation, etc.
    • EPCS deals with personal information in order to introduce its products and services information related to the above businesses.
    • EPCS deals with personal information in order to introduce the events/seminars it hosts which are related to the above businesses.
  3. Personal Information of our Shareholder
    • EPCS deals with personal information in order to fulfil the obligations to its shareholders based on the Commercial Law and related laws.
  4. Our Business Partner’s Personal Information
    • EPCS deals with personal information in order to perform rights and obligations on the agreement with business partners related to outsourcing operations such as accounting, finance, taxation, payroll and social insurance, HR management consulting operations, IT outsourcing operation, etc.
    • EPCS deals with personal information in order to introduce its products and services information related to the above businesses.
    • EPCS deals with personal information in order to introduce the events/seminars it hosts which are related to the above businesses.
  5. EPCS deals with personal information regarding the applicants to our recruiting activities
    • in order to manage its recruiting employment screening.
  6. Our Employee-related Personal Information
    • EPCS deals with personal information for processing HR management, payroll, pension and insurance related matters.
    • EPCS deals with personal information in order to perform the operations with its suppliers.
  7. Inquirers’ Personal Information
    • EPCS deals with personal information in order to confirm/respond to the content of inquiries and business negotiations.
  8. Visitors’ Personal Information
    • EPCS deals with personal information for controlling visitors’ access to our facility as a part of The Company’s security measures.

Usage Purpose of Personal Information Obtained with Means Other Than Directly Expressed in Writing

Upon obtaining personal information, prior to event, expressing the usage purpose in writing (collecting information via screen input over the website is and gaining consensus included as well) and gaining consensus from the individual are prerequisite.
Pertaining to personal information other than the item number 6 (Our Employees) mentioned above, EPCS may obtain it with means other than directly expressed in writing. The usage purpose is set within the above “The Usage Purpose of Personal Information” and nothing other than that.

Personal Information Subject to Disclosure

  1. Personal Information Subject to Disclosure and Its Use

    EPCS recognizes the personal information subject to disclosure is items 2-8 in “The Usage Purpose of Personal Information” above The usage purpose of personal information is the same as the respective purposes stipulated in the above “The Usage Purpose of Personal Information” except for the cases when a consensus is obtained through individual notification of such usage purpose.

  2. Making Well Known of Matters Related to Personal Information Subject to Disclosure

    If the obtained personal information falls under the personal information subject to disclosure, EPCS shall disclose the following matters pertaining to the said personal information subject to disclosure in order to make them in the readily accessible condition for the person.

    1. Company name

      EP Consulting Services Corporation

    2. Name or position, department or contact information of the personal information personnel (or his/her agent)

      5F Hibiya Central Bldg., 1-2-9 Nishi Shimbashi Minato-ku, Tokyo 105-0003
      EP Consulting Services Corporation
        Akio Takisaki, Director
        TEL: +81-3-4577-1700

    3. Usage purpose of all the personal information subject to disclosure

      Usage purpose of personal information stipulated in items 2-8 in “The Usage Purpose of Personal Information” above However, it shall not apply if it falls under the following:

      1. if notifying the usage purpose to the individual or disclosing such could prejudice life, safety, property, or other rights and interests of the individual or a third party;
      2. if notifying the usage purpose to the individual or disclosing such could prejudice the said business operator’s rights or legitimate interests;
      3. in the event where cooperation is required for performing the work stipulated by a government organization or a local public body, and if the performance of the said work may be affected by notifying the individual/disclosing of the usage purpose
    4. Disclosure, modification, usage termination of personal information subject to disclosure

      Upon the individual’s request, EPCS shall notify, disclose modify/add, delete, suspend, or delete/erase the usage purpose of personal information that we hold and are subject to disclosure (hereinafter referred to as “disclosures”).
      The below [Information Desk] handles requests for disclosure, etc.
      For requesting personal information disclosure, please come to the below information desk or contact us via postal mail, telephone, FAX, or email. Our hours of operation on business days are from 9am to 5:30pm.
      Also, such request for disclosure, etc. shall be handled by confirming the requestor’s identity.
      Also, in the case of an inquiry regarding the document format for requesting disclosure, request method for other disclosures, and fee collection method upon disclosures, etc., contact the following ‘Information Desk’.

    5. Contact information regarding the handling of personal information subject to disclosure

      Personal information help desk stated in the below ‘Information Desk’

  3. Provision of Personal Information to A Third Party

    The obtained personal information shall not be provided to third parties without consent of the person or based on the law.

  4. Entrustment of Personal Information Handling

    The obtained personal information may be subject to entrustment in whole or in part. In such case, EPCS shall select, manage and supervise a company that meets our standard of personal information management.

[Information Desk]
5F Hibiya Central Bldg., 1-2-9 Nishi Shimbashi Minato-ku, Tokyo 105-0003
EP Consulting Services Corporation
Administration Division, Personal Information Help Desk
TEL: +81-3-4577-1700  FAX: +81-3-4577-1899
email: info@epcs.co.jp

[ID Confirmation ]
In order to confirm the requestor’s identity, his/her form of identification needs to be presented such as driver’s license, passport, health insurance card, etc.
Misc.
Please also refer to “Personal Information Handling” pertaining to the handling method of personal information we keep.