Privacy Policy
DEOW Co., Ltd was certified by JIPDEC with the Privacy Mark as of 13thJanuary 2016. At DEOW, in order for our clients to use our services with security, we take the appropriate measures to safeguard personal information.
[Guiding Principles]
At DEOW Co., Ltd (hereafter “The Company”), we believe that in arranging study abroad programs, it is a social duty to appropriately safeguard information which can identify individuals (hereafter “personal information”).
The Company has set a “Privacy Policy” as below, and all board members and employees work to uphold it. Personal information obtained from employees and people who require payment records is strictly guarded in accordance with the relevant laws.
[Privacy Policy]
- The Company collects clients personal information on a daily basis, and therefore takes appropriate measures to collect, use, and share personal information All possible measures are taken with regards to handling of personal information.
- The Company will clearly explain the use objective(s) of personal information to the identifiable person and use the information within those use objective(s) s). Personal information will not be used for means outside the range of the u se objective(s) Company management relating to this will be strengthened.
- The Company will set necessary and appropriate safeguarding measures in order to prevent and rectify disclosure, loss damage to personal information.
- The Company will appropriately and swiftly attend to complaints and inquiries received from an identifiable person with regards to personal information.
- The Company will, in the case that the identifiable person so requests, cease use of personal information with no delay.
- The Company may, in cases within the u se objective(s) s), entrust the handling of personal information to third parties. The Company will responsibly manage the third parties personal information safeguarding measures.
- The Company will consistently stay up to date with and comply to laws, policies defined by countries, and other rules relating to handling of personal information.
- The Company will establish, implement, maintain and consistently improve the personal information safeguarding management system.
First set: June 1, 2022
Latest amendment: April 1, 2022
DEOW Co., Ltd
Representative Director Masateru Manabe
[Inquiries relating to the Privacy Policy]
11F 1-26-2 Nishi-Shinjuku, Shinjuku-ku Tokyo 163-0511 Japan
DEOW Co., Ltd Department of General Affairs
TEL : 03-5990-5540
FAX :03-6450-5344
Email : support@deow.jp
About the handling of personal information
1． Name or position of the personal information protection manager
Representative Director Masateru Manabe
2． Use objective(s) of Personal information
(1) Personal information related to entrusted business.
- In order to execute the services etc. entrusted by clients as defined in the contract.
- In order to provide information of the homestay details from the schools to the applicants.
(2) Personal information obtained by the company directly from clients etc.
| Method of obtaining personal information | Use objective(s) of personal information | |
|---|---|---|
| 1 | Contact forms Estimate request form | In order to undertake procedures related to arranging the
preferred study abroad plan. In order to check and explain necessary information. |
| 2 | Application forms | In order to proceed with necessary actions related to study abroad. In order to check and explain necessary information. |
| 3 | LINE Contact | In order to undertake procedures related to arranging the preferred study abroad plan. In order to check and explain necessary information. |
| 4 | Newsletter signup forms | In order to explain services and events offered by The Company by means of email. |
| 5 | Seminar forms | In order to contact seminar participants. |
| 6 | Visitors form | In order to keep record of visitors. |
| 7 | Direct Mail signup forms | In order to explain services and events offered by The Company by means of direct mail. |
(3) Personal information related to employee recruitment.
| Method of obtaining personal information | Use objective(s) of personal information | |
|---|---|---|
| 1 | Hiring of professional applicants | In order to deliver documents etc relating to hiring and recruitment. In order to contact applicants about the recruitment process and results. In order to follow pre-hiring procedures. |
| 2 | Hiring of new or upcoming graduates | In order to deliver documents etc relating to hiring and recruitment. In order to contact applicants about the recruitment process and results. In order to follow pre-hiring procedures. |
(4) Personal information of employees
- In order to undertake procedures related to employees’ labor, pay, health checks and benefits
- In order to evaluate and assess employees.
- In order to contact clients
In order to undertake procedures required for former employees
2-1 Use objectives of specific personal information
(1) Use objective(s) of employees:
In order to undertake procedures related to taxation (income pay as you earn, etc.)
In order to undertake procedures related to social insurance (health insurance, employee pension insurance
etc.)In order to undertake procedures related to retirement income
In order to contact employees in the case of natural disasters
(2) Use objective(s) of employees dependents:
In order to submit application for exemption for dependents of employment income earner
In order to submit National Pension insured person report form
(3) Use objective(s) of people who require a payment record:
In order to make payment records
3． Sharing of personal information with third parties
Excluding cases where the identifiable person has given prior permission, it is necessary in order to safeguard lives or assets, there are specific requirements by law s etc., personal information will not be shared with third parties.
4． Entrusting handling of personal information
Within the use objective(s), The Company may entrust handling of personal information to businesses with whom the Company has formed a contract of handling personal information.
5． Provision to third parties located overseas
In the cases of 3 or 4 above, if the recipient or outsourcing party of personal information is a third party located in a foreign country, we will provide the information only after confirming that we have implemented appropriate safety management measures, and we will notify the customer of the name of that country’s third party, information regarding the personal information protection system in that country, and information regarding the safety management measures taken by that third party, and we will seek their consent before providing the information.
For information regarding personal information protection systems in that country or region, please refer to ‘Information on the protection of personal information by third parties located abroad.’
6． The voluntariness of providing personal information
The Company asks that the identifiable person decides of their own accord to provide personal information.
However, the identifiable person should understand that if any necessary personal information is not given, the identifiable person may not be able to use the services provided by The Company.
7． Collecting information by means that cannot be easily recognized
The Company does not collect personal information by means that cannot easily be recognized by the identifiable person.
About the publicizing of terms relating to obtained personal data or records provided to third parties
(1) Name and address of the organization, as well as the name of the representative
Name of the organization : DEOW Co.,Ltd
Address : 11F 1-26-2 Nishi-Shinjuku, Shinjuku-ku Tokyo 163-0511 Japan
Name of the representative : Masateru Manabe
(2) Name or title of the personal information protection manager, affiliation, and contact information
Personal Information Protection Administrator: Representative Director Masateru Manabe
Contact Information: (Address) 11F 1-26-2 Nishi-Shinjuku, Shinjuku-ku Tokyo 163-0511 Japan
(Tel) 03-5990-5540
(3) Use objective(s) of obtained personal data
(1) Personal information obtained by The Company directly from clients etc.
| Method of obtaining personal information | Use objective(s) of personal information | |
|---|---|---|
| 1 | Contact forms Estimate request form | In order to undertake procedures related to arranging the preferred study abroad plan. In order to check and explain necessary information. |
| 2 | Application forms | In order to proceed with necessary actions related to study abroad. In order to check and explain necessary information. |
| 3 | LINE Contact | In order to undertake procedures related to arranging the preferred study abroad plan. In order to check and explain necessary information. |
| 4 | Newsletter signup forms | In order to explain services and events offered by The Company by means of email. |
| 5 | Seminar forms | In order to contact seminar participants. |
| 6 | Visitors form | In order to keep record of visitors. |
| 7 | Direct Mail signup forms | In order to explain services and events offered by The Company by means of direct mail. |
(2) Personal information related to employee recruitment.
| Method of obtaining personal information | Use objective(s) of personal information | |
|---|---|---|
| 1 | Hiring of professional applicants | In order to deliver documents etc relating to hiring and recruitment. In order to contact applicants about the recruitment process and results. In order to follow pre-hiring procedures. |
| 2 | Hiring of new or upcoming graduates | In order to deliver documents etc relating to hiring and recruitment. In order to contact applicants about the recruitment process and results. In order to follow pre-hiring procedures. |
(3) Personal information of employees
- In order to undertake procedures related to employees’ labor, pay, health checks and benefits
- In order to evaluate and assess employees.
- In order to contact clients
In order to undertake procedures required for former employees
(4) Employees’ Use objectives of specific personal information:
In order to undertake procedures related to taxation (income pay as you earn, etc.)
- In order to undertake procedures related to social insurance (health insurance, employee pension insurance
etc.) - In order to undertake procedures related to retirement income
- In order to contact employees in the case of natural disasters
(5) Employees dependents’ Use objectives of specific personal information:
- In order to submit application for exemption for dependents of employment income earner
- In order to submit National Pension insured person report form
(6) Use objective(s) of people who require a payment record:
- In order to make payment records
(4) Procedure relating to request of disclosure etc.
- Where to submit a Request of disclosure
To the Department of General Affairs Please note the section 5 below - About the process of requesting disclosure and the format of the document to be submitted etc./
Upon receiving a n inquiry, the identifiable person will be mailed a “Request of disclosure”. - Identification check method
When submitting the “Request of disclosure”, the identifiable person is to also include a form of
personal identification such as a copy of their driver s license. Details will be provided in the
aforementioned documents - Fee
The Company will charge 800 JPY for each request of disclosure of use objective(s)
(5) Complaints and inquiries
For complaints or inquiries regarding personal information and obtained personal data, please contact us at the following.
Company name: DEOW Co., Ltd
Address: 11F 1-26-2 Nishi-Shinjuku, Shinjuku-ku Tokyo 163-0511 Japan
Tel: 03-5990-5540
FAX: 03-6450-5344
Email: (Inquiries relating to personal information) support@deow.jp
Department : Department of General Affairs
- Inquiries relating to the Privacy Policy…Department of General Affairs
- Complaints and inquiries relating to handling of personal information…Department of General Affairs
- Inquires about how to request explanation of use objective(s) of disclosable personal information, disclosure of personal information amendments or deletion of information content, ceasing of use, deletion, ceasing of sharing with third parties etc. …Department of General Affairs
(6) Title of authorized personal information protection organization
Title of authorized personal information protection organization and where complaints are processed
JIPDEC Authorized Personal Information Protection Organization Secretariat
Address: Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo, 106-0032 Japan
Tel: 03-5860-7565 ／0120-700-779
※The above only accepts matters regarding the handling of personal information.
(7) Regarding the safety management measures for obtained personal data
【Basic Policy】Adhere to the safety management measures established by the PMS (Personal Information Protection Management System).
| Safety management measures for our personal data (main items) | |
|---|---|
| 1. Organizational Safety Management Measures | |
| （1）Development of organizational structure | To implement safety management measures, we have established the following organizational structure: - Appointment of a person responsible for handling personal data and clarification of responsibilities - Clarification of employees who handle personal data a - Clarification of the scope of personal data handled by the above employees. |
| （2）Operation in accordance with the regulations regarding the handling of personal data. | To ensure the proper operation in accordance with the regulations regarding the handling of personal data, we have taken measures to verify the status of the following items: - Usage and output status of personal information databases, etc. - Conditions regarding the transport of documents and media containing personal data. - Status of deletion and disposal of personal information databases, etc. |
| （３）Establishment of means to confirm the handling status of personal data. | In order to understand the handling of personal data, we have clarified the following items: - Types and names of personal information databases - Responsible persons and departments handling the data - Purpose of use |
| （4）Establishment of a system to respond to incidents such as leaks. | In preparation for the occurrence of incidents such as leaks, we have established a system to carry out the following responses: - Investigation of the facts and clarification of the causes - Notification to those who may be affected - Consideration and determination of measures to prevent recurrence |
| （5）Understanding the handling status and reviewing safety management measures | We regularly conduct audits on the handling of personal data. |
| 2. Human safety management measures | |
|---|---|
| （1）Employee training | ・Implementation of regular training |
| （２）Supervision of employees | ・Require employees to submit confidentiality agreements regarding personal data. |
| 3. Physical security management measures | |
|---|---|
| （1）Management of areas that handle personal data | ・Control of entry and exit for employees and restrictions on the equipment that can be brought in. |
| （2）Prevention of theft of equipment and electronic media, etc. | ・Devices that handle personal data and electronic media, documents, etc. that contain personal data should be stored in locked cabinets. |
| （3）Prevention of leaks, etc., when carrying electronic media. | ・Implementation of password protection for devices that handle personal data that is carried. |
| （4）Deletion of personal data and disposal of devices, electronic media, etc. | ・When disposing of documents containing personal data, use irreversible means such as shredding. ・When disposing of devices and electronic media that contain personal data, it is necessary to use dedicated data deletion software or adopt means such as physical destruction. |
| 4. Technical safety management measuress | |
|---|---|
| （1）Access control | ・Limit information systems that can handle personal data databases, etc. ・Limit employees who can use information systems that handle personal data databases, etc. by the access rights granted to user IDs. |
| （2）Identification and authentication of users. | ・Identify system users through user ID, password, etc. ・Regularly check registered identification information and usage information, and promptly delete unnecessary identification information. |
| （3）Prevention of unauthorized access from external sources. | ・Introduce security software such as antivirus software to information systems and devices, and check for the presence of malicious software. ・Detect unauthorized access and other issues through regular analysis of logs and other data. |
| （4）Prevention of leaks and other incidents associated with the use of information systems | ・Ensure safety during the design of information systems and continuously review them. ・Implement protection for transferred personal data using passwords and other means. |
| （5）Accident prevention in telework operations | ・For telework tasks, use electronic devices such as computers provided by the company (or those approved by the company). ・When transporting laptops and similar devices, take measures to prevent loss and theft. ・Public Wi-Fi that does not ensure security is prohibited. |