ULVAC, Inc. and its group companies (hereinafter “the Company”) are committed, as a group, to the thorough practice of business ethics and legal compliance. Recognizing the importance of information that can identify or specify an individual—such as a person’s name, address, telephone number, email address, and personal identification codes (hereinafter “Personal Information”)—and believing that protecting Personal Information is a significant social responsibility, the Company appropriately handles the acquisition, use, and management of the Personal Information it processes, in compliance with laws and regulations as well as internal rules concerning Personal Information. This Privacy Policy sets forth the principles the Company observes when handling Personal Information, or information equivalent thereto, in the businesses and various services that the Company conducts.
1. Acquisition of Personal Information
When the Company acquires Personal Information such as the name, address, and contact details of business partners, job applicants, and others (hereinafter “Business Partners, etc.”), it will clearly define and notify or publicly announce the purpose of use to the individual, will use lawful and fair means to the extent necessary to achieve that purpose, and will not acquire Personal Information without the individual’s consent.
2. Use of Personal Information
The Company uses the Personal Information it has acquired, within the scope of the purpose of use consented to by the individual, in order to fulfill its contractual obligations in the Company’s business (the development, manufacture, sale, and customer support of vacuum technology and its related technologies, research guidance, and the import and export of these products and technologies, etc.); to develop and provide better products and services; to deliver useful information; and to conduct internships and recruitment activities. However, the Company will not use Personal Information beyond its intended purpose without the individual’s consent. Should it become necessary to use the Personal Information of Business Partners, etc. beyond the scope of the purpose of use, the Company will notify the Business Partners, etc. accordingly and will use such information only after obtaining their consent. Personal Information entrusted to the Company by other companies will be used within the scope of the contract with the entrusting party.
The Company uses Personal Information for the following purposes.
Purposes of use of Business Partner information ・To fulfill contractual obligations (such as product delivery and maintenance support)
・For questionnaire surveys and analysis to develop the Company’s products and services
・To provide information about events such as seminars and exhibitions, and to provide information and promotional materials about the Company’s products and services
Purposes of use of internship applicant / job applicant information For communication, the provision of information, and recruitment screening
For emergency contact
3. Outsourcing of Personal Information
Within the scope of the purpose of use disclosed to the individual, when it is deemed appropriate to entrust to the Company’s group companies, or to outsource, operations involving the handling of Personal Information—such as responding to inquiries from Business Partners, etc.—the Company may provide such information as the address, name, and telephone number of Business Partners to the relevant group company or outsourcing contractor, with the consent of the Business Partner. With respect to such business contractors, the Company stipulates matters concerning the handling of Personal Information in contracts and other documents, exercises necessary and appropriate supervision over the security management of Personal Information, and takes the necessary and appropriate measures to ensure that the necessary and appropriate security management of Personal Information is achieved in accordance with laws and regulations.
4. Prohibition of Provision to Third Parties
Except where there is prior consent from the individual, where it is deemed necessary by laws and regulations, or where it is necessary to protect the life, body, or property of a person, the Company will not provide or disclose acquired Personal Information to third parties.
5. Disclosure, Correction, Suspension of Use, etc. of Personal Information
If you wish to make a request such as the disclosure of Personal Information, notification of the purpose of use, correction, addition, deletion, suspension of use, or suspension of provision to third parties (hereinafter “Disclosure, etc.”), please contact the Company’s inquiry desk set out in Section 10 by email or postal mail. After confirming that you are the individual concerned, we will explain the procedures and respond appropriately.
6. Security Measures
In order to ensure the accuracy and security of Personal Information, the Company implements information security measures, including measures against computer viruses, and takes the necessary and appropriate organizational, technical, and physical security management measures to prevent unauthorized access to, and the loss, destruction, alteration, leakage, and damage of, Personal Information (hereinafter “Incidents”). Furthermore, if any problem with the security management measures is identified, the Company will determine its cause and take corrective measures.
So that any harm arising in the event of an Incident can be kept to a minimum, the Company establishes a reporting structure and a structure for preserving evidence and enabling the cause to be pursued. In the unlikely event that an Incident occurs, the Company will respond promptly and appropriately and will make its utmost effort to rectify the situation, including investigating the cause of the Incident and preventing its recurrence.
7. Strict Compliance with Laws and Management Structure
To achieve reliable protection of Personal Information, the Company complies with laws and regulations concerning the protection of Personal Information, guidelines established by the government, other norms, and the ordinances, norms, and guidelines concerning the protection of Personal Information established by administrative bodies and the like, and ensures that the Company’s officers and employees recognize the importance of the laws and regulations concerning the protection of Personal Information and of the Company’s internal rules. In addition, based on the Company’s internal rules, the Company appoints a Personal Information Protection Manager for each department that handles Personal Information, and carries out appropriate protection and management under the direction of that responsible manager. A retention period is set for Personal Information, and after the retention period ends, the information is destroyed. Even within the retention period, information will be destroyed promptly once it is no longer needed.
8. Continuous Improvement
The Company continuously reviews and improves its efforts to protect Personal Information through responding to changes in laws and regulations and through reviews based on periodic internal audits.
9. Publication of the Privacy Policy
This Privacy Policy is published both internally and externally on the Company’s website, and is also published through other media as necessary.
10. Contact
For inquiries, complaints, or consultations regarding the Company’s handling of Personal Information, please contact us using the following inquiry form or by postal mail.
Inquiry desk for matters concerning the handling of Personal Information 〒253-8543 2500 Hagisono, Chigasaki, Kanagawa
ULVAC-PHI, Inc. Personal Information Management Office
Inquiry form