OPTiM®

Company Policy on Handling Personal Information

OPTiM Corporation (hereinafter referred to as “the Company”) recognizes the importance of personally identifiable information (hereinafter referred to as “personal information”) obtained from customers and business partners. We handle such information lawfully and carefully in accordance with the Act on the Protection of Personal Information. To provide better products and services, we implement the following measures regarding access to and handling of personal information, and we take responsibility for protecting it.

1. (Compliance with Laws and Regulations)

The Company shall comply with the Act on the Protection of Personal Information and other relevant laws and regulations.

2. (Internal Structure)

The Company shall establish internal regulations and, where necessary, rules for each business operation concerning the handling of personal information and related systems. We shall also establish an organizational structure, including the appointment of managers, to build a system that ensures compliance with personal information protection.

3. (Acquisition of Personal Information)

When acquiring personal information, the Company will notify or publicly announce the purpose of use and acquire it by appropriate means within the scope necessary to achieve that purpose.

4. (Use of Personal Information)

We will use acquired personal information within the scope of the stated purpose of use and will not use it beyond that scope without the customer’s consent.

5. (Ensuring Accuracy)

We will take appropriate measures to keep personal information accurate and up-to-date.

6. (Security Measures)

We will strictly manage personal information and implement preventive measures and security measures against unauthorized access, loss, destruction, falsification, leakage, etc.

7. (Internal Education)

We will provide training to employees regarding personal information protection and ensure thorough dissemination of this information throughout the company.

8. (Provision to Third Parties)

The Company shall not provide personal data obtained by the Company to third parties except in the following cases:

1. When prior consent has been obtained from the individual concerned
2. When required by law
3. When necessary to protect human life, body, or property, and obtaining the individual’s consent is difficult
4. When it is particularly necessary for the improvement of public health or the promotion of the sound development of children, and obtaining the individual’s consent is difficult
5. When cooperation is necessary for a national agency, local government, or their entrusted party to perform duties prescribed by law, and obtaining consent would likely hinder the performance of such duties

9. (Disclosure, Correction, etc. of Personal Information)

If you wish to request disclosure, correction, suspension of use, or deletion (hereinafter referred to as “disclosure, etc.”) of personal data held by our company, we will respond promptly within a reasonable and necessary scope based on the methods separately specified by our company.
For details, please see here.

10. (Continuous Review of Internal Systems)

The Company will continuously review and improve its internal regulations concerning the handling of personal information and the organizational structure for implementing them to ensure their effective and appropriate operation is sustained.

11. (Revision of This Policy)

The Company may revise this policy due to changes in laws and regulations or other reasons. In such cases, we will notify customers and business partners through appropriate means, such as posting on our website.

12. (Company Name, Address, and Representative’s Name)

OPTiM Corporation
Optim Headquarters Building, 1 Honjo-machi, Saga City, Saga Prefecture 840-8502
President and Representative Director: Shunji Sugaya

Procedures for Responding to Disclosure Requests

1. Disclosure Procedures

OPTiM Corporation (hereinafter referred to as “the Company”) will respond without delay to requests for disclosure, correction, suspension of use, or deletion (hereinafter collectively referred to as “disclosure requests”) concerning retained personal data, in accordance with the Company’s internal regulations and following the procedures below.

1. Please submit the prescribed Disclosure Request Form and one of the following identification documents (or documents confirming agency authority if the request is made by an agent) via the designated method (submission to the email address below or another method specified separately by the Company).
   • Documents sufficient as single identification documents (official documents with a photo)
     Driver’s license, Driving History Certificate (issued on or after April 1, 2012), passport, residence card, special permanent resident certificate, My Number Card (please note: do not send the side displaying the personal identification number) etc.
   • Two forms of identification required (non-photo government-issued documents and non-government-issued documents)
     Various social insurance cards (e.g., health insurance card), National Pension Handbook, Child Support Allowance Certificate, Special Child Support Allowance Certificate, Maternal and Child Health Handbook (limited to mother and child), student ID, etc.
   • As a general rule, we request applications be made by the individual themselves. For disclosure requests made by a proxy, we will provide specific guidance on required documents at the time of the request.
2. Based on the above, we will verify the applicant’s identity. If a fee based on our prescribed calculation method applies, we will provide the bank transfer details for the ¥1,000 fee. However, if additional costs are incurred, such as requests for special disclosure or notification methods, we may charge an additional fee reflecting those costs. We will notify you of the fee requirement and amount after your application.
3. If a fee is required as stated above, we will proceed with the disclosure process after confirming payment of the fee.
4. Disclosure will generally be provided in electronic format. We will send the data or a link necessary to obtain the data to the email address provided in the request. If disclosure is requested in paper format, the prescribed mailing and other costs will apply.
5. Based on the above provisions, our company shall not be liable for any consequences arising from the disclosure of personal information following identity verification, regardless of whether such consequences result from the individual’s intent or not.

2. Purpose of Use for Personal Information Obtained Through This Procedure

Personal information obtained in connection with disclosure requests will be handled only to the extent necessary for processing such requests. Submitted documents will be retained for one year after the request response is completed and then discarded.

3. Reasons for Non-Disclosure of Personal Data, etc.

Disclosure will be withheld in the following cases. If non-disclosure is decided, we will notify you of this decision along with the reasons.

1. When the information on the disclosure request form does not match the information on the identity verification documents, or when the identity of the requester cannot be confirmed
2. When applying through an agent, if the agent’s authority cannot be verified
3. When the prescribed application documents are incomplete
4. When the required fee has not been paid
5. When the personal information or personal data subject to the disclosure request is not held by our company at the time of the request (including cases where it was previously held but has been deleted after the retention period expired, or where it has already been converted into anonymized or pseudonymized information and is no longer held as personal data by our company)
6. When the subject of the disclosure request does not fall under the definition of “held personal data” under the Personal Information Protection Act
7. If disclosure could harm the life, body, property, or other rights and interests of the individual or a third party; if it could encourage or induce illegal acts; or if other grounds exist under laws and regulations for not granting the disclosure request
8. If disclosure would significantly impede the proper execution of our business operations
9. If disclosure would violate other laws, regulations, or rules

4. Disclosure Contact

For details regarding the above procedures, please contact the following:

Privacy Policy on the Corporate Website

1. (Information Collected on This Site)

This site collects the following information.

1. Cookies
2. User IP Address

2. (Purpose of Use)

We use the information listed in 1. for the following purposes:

1. To understand usage of this site

3. (About Cookies)

Cookies are pieces of information sent from a website’s server to your browser. This site uses cookies for the purposes stated above, but they do not identify specific individuals.

4. (Regarding the Use of Google Analytics™)

This site uses Google Analytics™.
For more details, please see the page below.
Google’s use of information from sites or apps that use their services: https://www.google.com/intl/en/policies/privacy/partners/

5. (Regarding the Use of User Insight)

This site uses User Insight.
For more details, please see the page below.
Data collection policy for access analysis tools: https://info.userlocal.jp/data_policy/

6. (Revisions to This Policy)

We may revise this policy due to changes in the tools we use, laws and regulations, or other reasons. In such cases, we will notify you through appropriate means, such as displaying the revised policy on our website.

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