REGULATIONS FOR THE PROPER MANAGEMENT OF PERSONAL INFORMATION
[SPECIFIED SKILLED WORKER]
Shinshu LOHAS Enterprise Association handles the collection, retention, and use of personal information relating to job seekers, etc. (job seekers or persons seeking to become employees) as follows, in compliance with the Employment Security Act and related laws and regulations, as well as the Act on the Protection of Personal Information and related laws and regulations, so that users may use our employment placement services with confidence.
- PURPOSES OF USE OF PERSONAL INFORMATION
In connection with the free employment placement services provided under the Employment Security Act and any services incidental thereto, the Association will collect and use the personal information of job seekers only to the extent necessary to achieve any of the following purposes:
(1) To conduct interviews and consultations with the Association’s staff in preparation for employment placement;
(2) To search for and select job offers that meet the preferences of job seekers;
(3) To search for and select job seekers who meet the conditions specified in job offers;
(4) To provide information to prospective employers as application information, subject to the prior consent of the job seeker;
(5) To provide information to partner employment placement agencies that the job seeker has authorized to receive such information;
(6) To provide follow-up support after employment; and
(7) To conduct analyses aimed at improving the quality of employment placement services.
- METHODS OF COLLECTING PERSONAL INFORMATION
As a general rule, personal information will be collected directly from the person concerned. If personal information is collected from a person other than the individual concerned, it will be collected only after obtaining the individual’s consent.
As a general rule, the Association will not collect information concerning race, ethnicity, social status, family origin, registered domicile, or other matters that may cause social discrimination; thoughts or beliefs; or labor union membership.
With respect to special care-required personal information as defined in the Act on the Protection of Personal Information, including an individual’s medical history, criminal record, history of having been a victim of a crime, and other information requiring special care in its handling in order to prevent unfair discrimination, prejudice, or other disadvantages to the individual, the Association will explain in advance why such information is necessary for employment placement and will obtain the individual’s consent before acquiring it.
- PROVISION OF PERSONAL INFORMATION TO THIRD PARTIES
The Association will not provide acquired personal information to any third party, except in the following cases:
(1) When the information is provided to a prospective employer with the consent of the individual concerned;
(2) When the information is provided to a partner employment placement agency with the individual’s authorization for disclosure; or
(3) When the provision of such information is required or permitted by law.
- ENSURING THE ACCURACY OF PERSONAL INFORMATION
When entering a job seeker’s personal information into relevant systems, the Association will verify the accuracy of the entered information.
The Association will also confirm whether any information has changed whenever it contacts the job seeker and will make any necessary updates, thereby endeavoring to keep personal information accurate and up to date.
- SCOPE OF STAFF AUTHORIZED TO HANDLE PERSONAL INFORMATION
Within the Association, personal information may be handled only by staff members belonging to the employment placement department.
The person responsible for handling personal information is Hiroaki Obuse（小布施弘明）, the Employment Placement Manager.
The person responsible for handling personal information will regularly review the handling of personal information and endeavor to ensure that it is properly managed.
- EDUCATION AND TRAINING FOR PERSONS HANDLING PERSONAL INFORMATION
The Employment Placement Manager will provide education and guidance regarding the handling of personal information to the Association’s staff members specified in Section 5 above at least once a year.
The Employment Placement Manager must also attend an Employment Placement Manager Training Course at least once every five years.
[For Notified Business Operators]
The Employment Placement Manager must attend an Employment Placement Manager Training Course at appropriate intervals in order to respond to revisions to applicable laws and regulations.
The duty to maintain the confidentiality of personal information will also be stipulated in the Association’s work rules and thoroughly communicated to all staff members.
- DISCLOSURE OR CORRECTION OF PERSONAL INFORMATION AT THE INDIVIDUAL’S REQUEST
If the person to whom personal information relates requests disclosure of that information, the person handling the information will require the individual to submit an appropriate request form containing the date of the request, address, name, date of birth, reason for requesting disclosure, and personal identification documents.
Based on that request, information founded on objective facts, including the individual’s qualifications and work experience, will be disclosed without delay.
If the individual subsequently requests the correction, including deletion, suspension of use, erasure, or suspension of provision to third parties of such information, and the request is consistent with objective facts, the requested action will be taken without delay.
The Employment Placement Manager will endeavor to inform job seekers, etc. of the procedures for disclosure, correction, and other handling of personal information.
- HANDLING OF COMPLAINTS REGARDING PERSONAL INFORMATION
If the person to whom personal information relates submits a complaint regarding that information, the person responsible for handling complaints will respond appropriately and in good faith.
The person responsible for handling complaints relating to the handling of personal information is Hiroaki Obuse（小布施弘明）, the Employment Placement Manager.
- MEASURES TO PREVENT LEAKAGE, LOSS, OR DAMAGE OF PERSONAL INFORMATION
To prevent the leakage, loss, or damage of personal information, media and documents containing personal information will be stored in lockable cabinets.
- PREVENTION OF UNAUTHORIZED ACCESS TO PERSONAL INFORMATION
The equipment and staff members authorized to handle personal information will be specifically identified. Persons with legitimate authority will be identified and authenticated through the user account control functions of the relevant equipment.
- DISPOSAL OR DELETION OF PERSONAL INFORMATION THAT NO LONGER NEEDS TO BE RETAINED
Except where retention is required by law, personal information provided to the Association will be disposed of by the Association after the end of the job-seeker registration period and will not be returned.
Shinshu LOHAS Enterprise Association
1-35-5-2 Matsuoka, Nagano City, Nagano Prefecture
Representative Director: Hiroaki Obuse（小布施弘明）
REGULATIONS FOR THE PROPER MANAGEMENT OF PERSONAL INFORMATION
[TECHNICAL INTERN TRAINING]
Office Name: Shinshu LOHAS Enterprise Association
- The staff members authorized to handle personal information within the Office are limited to those responsible for accepting technical intern trainees.
The person responsible for handling personal information is Hiroaki Obuse（小布施弘明）, the Supervising Manager.
- The Supervising Manager will provide education and guidance regarding the handling of personal information to the staff members specified in Section 1 above once a year.
The Supervising Manager will also endeavor to acquire and maintain the knowledge necessary for the appropriate handling of personal information.
- If the person to whom personal information relates requests disclosure of that information, the person handling the information will disclose without delay information founded on objective facts, including the individual’s qualifications and work experience, in accordance with the request.
If the individual subsequently requests the correction of such information, including its deletion, and the request is consistent with objective facts, the correction will be made without delay.
The Supervising Manager will also endeavor to inform technical intern trainees, etc. of the procedures for disclosure and correction of personal information.
- If the person to whom the personal information of a technical intern trainee, etc. relates submits a complaint regarding that information, the person responsible for handling complaints will respond appropriately and in good faith.
The person responsible for handling complaints relating to the handling of personal information is Hiroaki Obuse（小布施弘明）, the Supervising Manager.
Shinshu LOHAS Enterprise Association
1-35-5-2 Matsuoka, Nagano City, Nagano Prefecture
Representative Director: Hiroaki Obuse（小布施弘明）