privacy policy
Unovia Co., Ltd. deeply recognizes that our customers' personal information is important information that constitutes their privacy in conducting our business. When handling personal information in our operations, we will respect our customers and meet their expectations and trust by adhering to laws and regulations concerning personal information, establishing internal regulations for the protection of personal information, and developing an organizational structure to ensure the appropriate protection of personal information.
Acquisition, use, and provision of personal information
Our company will specify the purpose of use of personal information within the scope of our business activities and will acquire, use, and provide personal information fairly and appropriately to the extent necessary to achieve that purpose. Furthermore, we will take measures to prevent the use of acquired personal information for purposes other than those specified.
Compliance with laws and regulations
Our company complies with laws and regulations concerning personal information, national guidelines, other norms, and social order, and strives to appropriately protect personal information.
Proper management of personal information
Our company fully recognizes the risks of unauthorized access, loss, destruction, alteration, and leakage of personal information that we handle, and we implement reasonable security measures. In the event that a problem occurs, we will take appropriate corrective action.
Responding to inquiries
Our company will appropriately respond to inquiries from individuals regarding the disclosure, correction, cessation of use, and complaints concerning personal information that we handle.
Continuous improvement
Our company has established management regulations and systems for the protection of personal information, and we ensure that all employees thoroughly implement them and conduct regular reviews to continuously improve our personal information protection management system. In the event of revisions, we will update this Personal Information Protection Policy, and by using our services after the update, you will be deemed to have agreed to the updated content of this Personal Information Protection Policy.
Enacted: April 1, 2026
Unovia Co., Ltd.
Representative Director: Masahiro Tamura
Contact information regarding personal information protection
4th Floor, AiAi Building, 7-6-8 Nishi-Shinjuku, Shinjuku-ku, Tokyo
Unovia Co., Ltd. Personal Information Protection Manager
*Contact information: See our websiteInquiry FormPlease contact us for further information.
1. Handling of Personal Information
Our company will use personal information within the scope of the following purposes.
| Types of personal information | Purpose of use |
|---|---|
| Customer Information | For system development, business management, various communications, billing, and payment management. |
| Employee Information | For use in tasks related to employee management (such as business, labor, and personnel management, payroll-related tasks, and employee benefits tasks). |
| Job applicant information | For use in recruitment-related operations (providing information related to recruitment, making decisions on suitability for employment, and communicating about recruitment operations, etc.) |
| Retirement information | This will be used for contacting former employees and responding to inquiries from them. |
| Inquirer Information | To respond to your inquiry |
| Information of the individual and their representative (at the time of the disclosure request) | To respond to requests for disclosure, etc. |
| Personal information obtained through contracted work | For use in contracts and related communications, execution of contracted work, and after-sales service. |
| Personal information of those who have contacted our company other than those mentioned above | For responding to inquiries, managing inquiries, sending related materials, etc. |
*Personal information other than that obtained through the contracted work described above is treated as retained personal data.
2. Measures taken for the secure management of personal information
To handle personal information with the utmost care, our company has established personal information protection regulations and other rules based on a personal information protection policy compliant with JIS Q 15001, and operates a personal information protection management system while understanding the external environment. Furthermore, when actually handling personal information, we take security management measures from four perspectives: organizational, human, physical, and technical.
For details regarding safety management measures, please contact us via the "Inquiries" section in item 3 below.
3. Contact Us
For general inquiries regarding our handling of personal information, please contact us at the following address.
4th Floor, AiAi Building, 7-6-8 Nishi-Shinjuku, Shinjuku-ku, Tokyo
Unovia Co., Ltd. Personal Information Protection Manager
*Contact information: See our websiteInquiry FormPlease contact us for further information.
4. Procedures for requests for disclosure, etc., of personal information
With regard to the personal information held by our company as described above, the individual or their representative may request "notification of the purpose of use, disclosure, correction, addition or deletion of content, suspension of use, erasure, suspension of provision to third parties, and disclosure of records of provision to third parties."
5. Provision of personal information to third parties
Our company will not provide the personal information we collect to any third party except in the following cases:
- If the person gives their consent
- When disclosure is required by law
- When requested by administrative agencies or local governments, and when administrative procedures in compliance with laws and regulations are required.
- In emergency situations involving threats to life or physical safety, when it is necessary to contact a third party and it is difficult to obtain the person's consent.
- Disclosure to a contractor to whom we outsource services requested by the individual.
- If there are other special reasons for providing it
6. Outsourcing of Personal Information Handling
Our company may outsource the handling of personal information. In such cases, we will select and evaluate the outsourcing partner, and conclude necessary contracts with the chosen business to ensure that personal information is managed appropriately.
7. Procedures for requests for disclosure, etc.
If you contact us via the "Inquiries" section (item 3) above, we will send you our designated form by mail or email. Please fill it out, enclose the necessary documents, and send it back to us. (The sender is responsible for postage.)
① For identity verification purposes, please mail or bring the following documents along with (1) the "designated form".
- A copy of a document that can verify your identity with a photograph, such as a driver's license, My Number card, or passport (a valid document that includes the name and address of the person making the disclosure request).
- A copy of your resident registration certificate (issued within 30 days prior to the date of the request for disclosure, etc.)
② If an agent is handling the procedure, in addition to (1) the "prescribed form" and (2) "identity verification documents," please also mail or bring the following documents.
- Documents proving the agent's authority, such as a copy of the agent's driver's license, My Number Card, passport, or other document with a photograph that can verify the agent's identity (must be valid and include the agent's name and address).
- A copy of the representative's resident registration certificate (issued within 30 days prior to the date of the request for disclosure, etc.)
- If the representative is a lawyer, a document showing their registration number is required.
- Power of attorney indicating that the agent is acting on behalf of the client.
commission:1,100 yen (only in the case of notification or disclosure of the purpose of use)
8. Contact regarding disclosure and other related matters
We will inform you of our policy regarding requests for disclosure, etc., without delay using the following methods.
<If disclosure is possible>
- Requests for notification of the purpose of use of personal information, disclosure, or records of provision to third parties will, in principle, be handled by the method specified by the individual or their representative using the "prescribed form." (However, if it is difficult to carry out the specified method of disclosure, etc., we will handle it by mail.)
- If you request correction, addition, deletion, suspension of use, erasure, or cessation of provision to third parties of your personal information, we will notify you by phone or email once the action has been taken.
<Cases where disclosure, etc., is not possible>
Regardless of the above ① or ②, we will contact you by phone or email.
9. Others
- The written document will be sent to the address of the person or their representative as indicated on the prescribed form.
- If your registered domicile is clearly stated on the document proving your identity or that of your representative, you may erase it.
- Documents verifying your identity or that of your representative will be responsibly disposed of within six months of our receipt.
10. Complaints and Inquiries
If you have any complaints or suggestions regarding our handling of personal information, please contact us using the inquiry form, by mail, or any other method convenient for you, at the contact information listed in section 3 above.