Privacy Policy | TOSHIBA IT-SERVICES CORPORATION

TOSHIBA IT-SERVICES CORPORATION has established the Personal Data Protection Management System in compliance with the Japanese Industrial Standard, JIS Q 15001, and acquired the PrivacyMark certification from JIPDEC.
The PrivacyMark is awarded to companies that appropriately handle personal data.

Basic Policy

Established: November 6, 2002
Revised: June 28, 2023

TOSHIBA IT-SERVICES CORPORATION (hereinafter referred to as "Our Company"), as a company who provides support and services to IT systems, believes that it is Our Company's social responsibility, as well as the basis of Our Company's business activities, to respect and protect personal data.

Our Company, aiming to be a trustworthy and reliable company, hereby establishes and puts faithfully into practice the following personal data protection policies:

Taking Our Company's business and scale into consideration, Our Company assigns administrators responsible for obtaining, using, and providing personal data properly. Our Company also takes proper measures to prevent personal data from being dealt with beyond the scope of intended use stated for each personal data.
Our Company complies with the laws concerning personal data handling and other rules established by the Japanese government.
Our Company takes safety control measures for prevention and diminishment against risks of leakage, loss, or damage of personal data.
Our Company receives and properly and promptly responds to complaint or consultation from customers or employees concerning Our Company's personal data handling and the Personal Data Protection Management System.
Our Company complies with and continuously reviews and improves the Personal Data Protection Management System to maintain proper management for protecting personal data.

Tomoki Tada
President and Chief Executive Officer
Toshiba IT-Services Corporation

Management of Personal Data

Our Company sincerely responds to inquiries concerning personal data or requests for disclosure, correction, cessation of use, or deletion of personal data.

1. Intended Use of Personal Data

Our Company uses personal data of customers and other individuals solely for the following purposes:

(1) Personal Data of Customers

To properly provide support and services, such as installation, maintenance, repair, and operation management of equipment, through Our Company's business
To inform the customer of products, support, and services
To execute contracts
To communicate with, negotiate with, and meet the customer for business
To inform the customer of exhibitions and seminars held by Our Company
To distribute questionnaires
To send e-mail newsletters requested by the customer
To respond to inquiries and requests from the customer
To use for the purpose clearly stated to the customer and agreed by the customer in advance
To use for the purpose to which the customer have given prior consent before use for such purpose when need for personal data to be used beyond the stated purpose arises and Our Company notifies the customer of that effect

(2) Personal Data of Government Office Workers and Civil Servants

Communication with, reporting to, inquiries addressed to, or other contact with competent governmental authorities required for the execution of business

(3) Personal Data of Employees of Business Partners and Other Companies

Communication, discussion, and other contact required for the execution of business
Business partners' data management and processing of payments and receipts by Our Company

(4) Personal Data Received from Contracted Business Partners

Execution of contracted operations

(5) Personal Data of Applicants for Employment at Our Company

Provision of recruitment information to and communication with applicants for employment, including internships
Management and execution of recruitment

2. Disclosure and Provision of Personal Data

(1)

Our Company does not disclose or provide a customer's personal data to third parties except in the following cases:
- When the customer has given prior consent to disclosure
- When complying with laws and regulations
- When disclosure is necessary for the protection of human life, human health, or property and it is difficult to obtain consent of the customer
- When Our Company consigns the handling of personal data to a third party under a consignment agreement. In this case, Our Company selects a consignee who meets the criteria established by Our Company, concludes an agreement on the handling of personal data, and appropriately supervises the consignee so that personal data is dealt with safely
- When another entity succeeds to the business of Our Company due to a merger, corporate separation, transfer of business, or otherwise
(2)

When it is deemed that an inquiry from a customer concerning products, repairs, or services can be more appropriately dealt with by Our Company's affiliate or distributor, Our Company may provide the customer's name, address, telephone number, and other information to the affiliate or distributor on the basis of consent of the customer.

Yuusuke Suganuma
Chief Privacy Officer and General Manager, Business Planning Division

Inquiries Concerning Personal Data

(1)

Our Company sincerely responds to inquiries made by a customer concerning personal data.
(2)

Please direct an inquiry concerning the customer's own personal data to the division with which the customer has registered the personal data.
(3)

Please direct an inquiry to the Personal Data Protection Group when the division with which the customer has registered personal data is unclear or when the inquiry is about the Privacy Policy in general.

Requests for Disclosure and Other Procedures

(1)

Our Company sincerely complies with the following requests from a customer concerning the customer's personal data held by Our Company in accordance with the Act on the Protection of Personal Information:
- Request for disclosure
- Request for notice of intended use
- Request for correction
- Request for addition
- Request for deletion
- Request for cessation of use
- Request for cessation of provision to third parties
(2)

Please refer to Procedures Concerning Requests for Disclosure etc. for details of request procedures and how to obtain prescribed forms specified by Our Company.
(3)

Please note that a fee is charged for a request for disclosure or notice of intended use.

Encryption of Transmission

In case Our Company receives personal data from customers, the website uses encryption technology such as SSL (Secure Sockets Layer) /TLS (Transport Layer Security) and the personal data of customers is protected. It may not be possible to access the page from browsers that do not support SSL/TLS or other technologies.

Use of Cookies

(1)

"Cookies" are small packets of information that Web servers transmit to visitors' or users' browsers for the effective operation of the Internet. Our Company may use cookies to customize or personalize Web sites in order to better meet your individual expectations or requirements, and to improve the contents of Web sites or the types of services provided.
(2)

"Web beacons" or "Clear GIF" is an invisible GIF that tells us how many visitors visited the page or access certain contents. Our Company may also use these Web Beacons or other technologies to tailor the site to provide better customer service.
(3)

Our Company may use the customer's IP address recorded on the web server (the number which can identify the computer used by the customer) for the following purposes. The IP address cannot identify the user individually.
- Detect the cause to solve a problem that occurred with the web server.
- Manage the web server.
(4)

Our Company may use web beacon and script technologies along with IP addresses on its website in order to collect and analyze visitors' or users' browsing history and usage of websites, as well as use such data in conjunction with personal information such as e-mail addresses obtained under their consent for the following purposes.
However, Our Company guarantees that no personal information, which can identify individuals, including names, addresses, telephone numbers and email addresses, will be obtained without consent.
- To obtain statistical information to improve websites
- To provide appropriate information to customers
- To provide information, such as on the introduction of service/sales activities
- To deliver advertising or carry out sales promotions
(5)

These Web Beacons often work in conjunction with cookies but browsers can be set to refuse cookies or to provide warning whenever cookies are being received. Web beacons will still detect visits to these pages but we do not use this technology to access personally identifiable information.
However, computers that are set to refuse cookies will not be able to make use of useful functions, such as site personalization.

Other Notes

(1)

Please note that some services provided by Our Company may not be available if the customer does not provide personal data.
(2)

Any child 15 years old or under should provide his or her personal data to Our Company only after obtaining the consent of a parent or other guardian.
(3)

Our Company may record telephone calls from customers so that comments and requests can be accurately understood.
(4)

Our Company disclaims any responsibility for the security of customers' personal data handled on third party's websites that are linked from Our Company's websites.
(5)

From time to time Our Company may revise the Personal Data Protection Policy to better protect customers' personal data and to comply with changes in the applicable laws and regulations.