Privacy Policy

In order to support improved production and management efficiency for our customers, Shin Shin Co., Ltd. provides the optimal supply chain solutions. In this way, our goal is to earn the satisfaction and trust of our customers while also contributing to society. One of our main businesses is order fulfillment, and handling large volumes of personal information is part of this work. As such, we consider the protection of personal information to be our social responsibility and are implementing the following initiatives for this purpose.

1. 1. Acquisition of Personal Information

   Whenever individuals provide their personal information to our company or register it with us, we specify the purpose for its usage, and after notifying the person providing it regarding the outsourcing operation, implementation method, and point of contact, we acquire personal information within the necessary scope.

2. 2. Usage of Personal Information

   Our company uses personal information strictly within the scope necessary to achieve our goal, and we will never use it for any other purpose without the approval of the person concerned and a valid reason for doing so.
   In addition, there are measures in place to prevent using personal information for non-goal purposes.

3. 3. Management of Personal Information

   We assign a personal information protection supervisor at each department handling personal information, and this staff member is responsible for prevention of issues such as improper access, loss, damage, modification, and leakage, as well as implementing corrections and proper management. In addition, we are continually making efforts to ensure and improve security, while also implementing education and training programs for employees.
   We also carry out website operation and management with both information transmission technology and management frameworks in mind to ensure that people supplying their personal information can use our website with peace of mind. Please see this page for details.

4. 4. Restriction on Provision to Third Parties

   In cases where we receive consent from the applicable individual in advance or outsourcing operations are requested, personal information is never shared with or disclosed to any third party unless there is a valid reason for doing so.

5. 5. Revision of Personal Information

   Whenever we modify, confirm, revise, or delete personal information, these operations are carried out with proper handling.

6. 6. Complaints and Consultations

   If we receive complaints or consultations regarding the handling of personal information, we promptly carry out investigations to determine the accuracy of the information, then implement appropriate handling measures.

7. 7. Compliance with Laws and Ordinances

   We comply with laws and ordinances, guidelines set by relevant authorities, other standards, and our internal standards, which are based on JIS Q 15001.

8. 8. Continuous Improvement

   We carry out day-to-day inspections and regular audits regarding the implementation status of items 1. through 7. above, and an internal framework for continuous improvement is in place. In addition, we revise and improve our management system as necessary in response to environmental changes.

*For inquiries related to our privacy policy, please use the contact information below.

2-17-25, Mita, Minato-ku, Tokyo 108-8325,
Japan Shin Shin Co., Ltd.
General Affairs Department Chief, Management Headquarters 　Tel: +81-3-3455-1961
(Availability: 9:00 a.m. - 5:30 p.m. Except on days the company is closed.)

Note that, for people with questions and inquiries related to operations such as disclosure, revision, correction, deletion for their personal information provided to us through our website, we accept these inquiries through the site where you entered the personal information.

Official Announcement Based on the "Act on the Protection of Personal Information”

Based on the Act on the Protection of Personal Information (hereinafter: The Act), Shin Shin Co., Ltd. (hereinafter: Shin Shin) hereby announces the following matters.
This official announcement includes required items regarding "states where user information can be easily acquired" and "user status information which could be acquired (including prompt answers to user requests)." In addition, "personal information" here refers to "personal information," "personal data," and "retained personal data," as defined in The Act, and also includes specific personal information as defined in the "Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures" (hereinafter: Numbers Act).

1. １． Name of Business Handling Personal Information and Personal Information Protection Manager

   “Shin Shin Co., Ltd.” Senior General Manager,Administration Headquarters Tel: +81-3-3455-1961

2. ２．Acquisition and Usage of Personal Information

   [1] When receiving personal information in a written format (Note) directly from customers, we will explicitly state the usage purpose each time.

   (Note) This includes records created by means which cannot be identified by human perception such as electronic and magnetic storage media. In addition, this also includes cases when information is entered through web pages or email forms displayed on PCs, cell phones, or other devices while online.

   [2] When information is acquired through a means other than those listed in [1] above, it is handled within the usage purposes scope shown in the table below (personal information which identifies specific individuals is never used outside the scope of My Number usage operations).

   [3] Shin Shin will use personal information within the scope required to achieve the usage goals listed below.

   Types of personal information

   Usage purposes

   (1) Personal information related to customers and suppliers

   • To fulfill contractual obligations and exercise rights
     （However, Shin Shin has no right to disclose related personal information that is obtained from corporate customers requesting outsourcing services.）
   • To provide information related to products and services
   • To assist with product and service improvement, as well as the development of new products and businesses
   • To provide services related to the above
   • To draft payment records
   • To contact regarding electronic invoices
   • To achieve other goals explicitly stated to customers in advance for which they have given their consent

   (2) Personal information related to Shin Shin stockholders

   • To fulfill legal obligations and exercise rights
   • To provide various benefits from Shin Shin related to stockholders' positions
   • jouhoTo implement various policies for smooth relationships with corporate members and the corporate viewpoint, including within the stockholder and company relationship
   • To create and manage stockholder data according to the prescribed standards of various laws and ordinances

   (3) Personal information related to inquiries and complaints

   • To make contact and manage responses
   • To implement improvement to Shin Shin's business activities based on the opinions or requests included in the inquiry

   (4) Personal information related to individuals applying for employment at Shin Shin

   • To make contact, provide information, and make employment selections

   (5) Personal information related to Shin Shin staff

   • To manage staff employment

   [4] Shin Shin does not carry out shared use for any personal information.

   [5] If Shin Shin needs to go beyond the usage purpose scope for which customers have given consent or use personal information for a different purpose, the applicable customer will be issued a notification clarifying the new usage purpose, and Shin Shin will only carry out this usage after consent has been received again. However, if the new usage purpose identical or related to a previous usage purpose and within a reasonable scope, this restriction will not apply.
   (Personal information which identifies specific individuals is never used outside the scope of My Number usage operations, regardless of whether the applicable customer provides consent.)

   (Note) Providing personal information is voluntary, but please note that if you do not provide specific personal information, some services may not be available to you (or we may not be able to provide).

3. 3. Provision of Personal Information to Third Parties

   Shin Shin carries out proper management of the personal information received from customers, and will never provide this information to any third party without prior consent from the applicable customer (and will never provide personal information which identifies specific individuals to a third party, regardless of whether the applicable customer provides consent). However, the following cases (for personal information which identifies specific individuals, corresponding to the restrictions of the Numbers Act Article 19) are exceptions.

   • When all or a portion of personal information handling within the necessary scope for achieving usage purposes is being outsourced to a third party.
     (In this case, Shin Shin will execute a contract related to the handling of personal information with the applicable outsourcing agent for the purposes of maintaining confidentiality and ensuring safety management and will also carry out appropriate management and observation of the applicable outsourcing agent.)
   • When required by other laws and ordinances.

4. 4. Matters Related to the Procedure for Handling Requests Such as Disclosure

   Shin Shin handles requests such as disclosure, modification, and usage termination from the applicable customer or their representative.
   [1] Items subject to disclosure

   The items subject to disclosure are name, address, gender, date of birth, phone number, email address, and other prescribed information. For more information, please refer to Shin Shin's "Personal Information Disclosure Request Form," which is included below.

   [2] Point of contact for requests such as disclosure

   For requests such as disclosure, please fill in the necessary information on the prescribed application form and mail it to the name and address below. In addition, please write "Disclosure request application form enclosed" on the envelope in red ink.

   
   2-17-25, Mita, Minato-ku, Tokyo
   108-8325, Japan Information Management Committee Executive Office, Shin Shin Co., Ltd.

   (3) Documents (forms) which should be submitted when making a disclosure request

   For requests such as disclosure, download (Japanese) the following application form (A), and after filling in all the necessary information, mail it along with documentation to verify your identity (B) to the address below.

   (A) Shin Shin's prescribed application form

   "Personal Information Disclosure Request Form"

   (B) Documentation to verify your identity

   In order to prevent leaks of personal information through impersonation of others, we require one of the following documents to be enclosed with your application for identity verification purposes.

   (1) If the requester is an individual who belongs to a company, school, or group
   1 copy of an employee ID card or company pass (with name and address printed) or business card (for students, student ID or similar documentation)

   (2) If the requester is an individual (one of the following documents)

   • Copy of driver's license
   • Copy of health insurance card
   • Copy of passport
   • Copy of pension or welfare book
   • Copy of My Number card (front side only)
   • Copy of residence card

   [4] Disclosure request from a representative

   If the requester is a minor or adult ward of the state, and the request is being submitted by a legal representative or representative appointed for the request by the applicable individual, please enclose the following documents with the request in addition to the identity verification documentation in (1) above.

   (1) Requests from a parent
   1 copy of a certificate of residence (without My Number printed), family register, or certificate of individual records
   *For confirming the relationship between the applicable individual and the representative.
   *Black out permanent domicile information before sending.

   (2) Requests from a non-parent adult guardian

   • Official certificate indicating the applicable individual and representative: 1 copy
   • One document
     to verify the identity of the agent (Copy of driver's license, copy of passport, copy of certificate of residence (without My Number printed), or copy of My Number card (front side only), copy of health insurance card, family register, or certificate of individual records) *Black out permanent domicile information before sending. ★

   (3) Requests from delegated representatives

   • Power of attorney (stamped by the applicable individual): 1 copy
   • Certification of registered seal for the applicable individual: 1 copy
   • One document
     to verify the identity of the agent (Copy of driver's license, copy of passport, copy of certificate of residence (without My Number printed), or copy of My Number card (front side only), copy of health insurance card, family register, or certificate of individual records) *Black out permanent domicile information before sending. ★
   [5] Documents (forms) which should be submitted when making a disclosure request

   For disclosure requests and usage purpose notification requests, an 800 yen fee will apply for each request submitted. (Other applications are free of charge) Please enclose
   an 800-yen fixed amount postal money order in the same envelope as your application materials.
   *If the fee enclosed is insufficient or no fee is enclosed, we will contact you to notify you of this issue, but please be aware that if no payment is received within the designated period your application will be considered void.

   [6] Disclosure request from a representative

   A response will be issued in writing to the applicant's address as included in the application.

   [7] Documents (forms) which should be submitted when making a disclosure request
   

   Personal information acquired in the course of a request such as disclosure will be handled solely within the necessary scope for the applicable request. After a response to requests such as for disclosure have been issued, the documents submitted related to the requests will be stored for a 5-year period, after which they will be disposed of.

   [8] Non-disclosure of personal information

   In the following cases, personal information will not be disclosed. When a non-disclosure determination is made, a notification will be issued stating as such along with the reason for the decision. In addition, please be aware that fees will not be returned even in non-disclosure cases.

   • When the address printed on your application form does not match the address printed on your identity verification documents or the address registered with Shin Shin, or the applicable individual's identity cannot be verified for some other reason
   • When representative rights cannot be confirmed for applications submitted by representatives
   • When there are insufficiencies with the prescribed application form
   • When Shin Shin has no authority to handle a disclosure request
   • When there are concerns the disclosure could infringe on the rights and benefits of the applicable individual or a third party such as life, body, or property
   • When there are concerns the request could be a striking hindrance to proper implementation of Shin Shin's operations
   • When the request is in violation of some other law or ordinance

5. 5. Information Regarding the Point of Contact for Complaints

   [1] Point of contact for complaints regarding the handling of personal information
   For complaints related to Shin Shin's handling of personal information, please contact the department in charge stated when you registered your information with us.
   If the department in charge is unclear, please use the following contact information.
   
   (1) By phone
   Information Management Committee Executive Office, Shin Shin Co., Ltd.
   +81-3-3455-1961 (representative)
   
   (2) By mail Information Management Committee Executive Office, Shin Shin Co., Ltd
   . 2-17-25, Mita, Minato-ku, Tokyo 108-8325, Japan (3) In person
   Please be aware that we cannot accept complaints from individuals visiting our company directly. Thank you for your understanding.

   [2] Name and complaint contact information for Shin Shin's authorized personal information protection group
   At present, there is no authorized personal information protection group for Shin Shin.