Privacy Policy

Japanese

Personal Information Protection Policy

Avance System Co.,Ltd. (hereinafter "Avance System") recognizes the importance of protecting personal information in today's information-communication society and therefore establishes this policy and personal information management system to guarantee the protection and responsible handling of personal information as a company.

  1. Avance System shall specify the purpose of using personal information as much as possible and appropriately handle personal information within the scope necessary to achieve the purpose of use.
  2. Avance System shall obtain (including access to) personal information in a lawful and appropriate manner.
  3. Avance System shall not provide personal information to third parties without the consent of the relevant individual.
  4. Avance System shall continuously improve its personal information security system by taking reasonable safety and corrective measures to prevent access to personal information, leakage, loss, or damage of personal information or to address any such situations.
  5. In handling personal information, Avance System shall make every effort to ensure that the person providing the personal information is appropriately involved and that the information is kept as accurate and up-to-date as possible.
  6. Avance System shall comply with laws, regulations, national guidelines, and other norms regarding personal information protection. Avance System shall also establish and continually review internal regulations regarding personal information protection.
  7. Avance System shall respond promptly, sincerely, and appropriately to complaints and consultations regarding the handling of personal information.

Handling of Personal Information

  1. Definition of Personal Information

    Personal information refers to information about living individuals as defined by the Act on the Protection of Personal Information (name, date of birth, address, and other information that can identify a specific individual), as well as information used in connection with specific individuals, such as email addresses, user IDs, passwords, credit card information, and other information that can identify specific individuals.

  2. Purpose of Use of Personal Information

    Avance System reserves the right to use personal information for the purposes below.

    1. (1)Customer information
      1. ①To provide various services offered by Avance System and to manage users of the various services
      2. ②To develop, maintain, operate, analyze, maintain, and improve various systems of Avance System or its business partners who consign work to Avance System
    2. (2)Business partner information
      1. ①For business negotiations and other business-related communications
      2. ②To receive and place orders
      3. ③For billing and payment operations
    3. (3)Avance System employee information

      For personnel management, business management, health management and to ensure and manage security with regard to employees

    4. (4)Personal information concerning job applicants
      1. ①To contact job applicants
      2. ②To manage recruitment operations
    5. (5)Retiree information
      1. ①To communicate with retirees
      2. ②To respond to questions and claims from retirees
    6. (6)Contact information

      To confirm and respond to inquiries (including consultation and complaints)

    7. (7)Visitor information

      To ensure and manage security

  3. Voluntary Nature of Personal Information Provision

    Avance System may ask you to provide the personal information necessary to achieve the purpose of use. You are not necessarily required to provide all items, but failure to do so may prevent you from using various services.

  4. Re-consignment of Personal Information Handling

    Avance System may consign all or part of the handling of acquired personal information within the scope necessary to achieve the purpose of use. During such a case, Avance System shall select a subcontractor with a well-developed personal information protection system and require the subcontractor to fulfill the same obligations defined in the Privacy Policy.

  5. Provision of Personal Information to Third Parties

    Avance System shall not provide personal information to third parties without obtaining the prior consent of the relevant individual, except in the cases below.

    1. (1)If required by laws and regulations
    2. (2)When it is necessary for the protection of the life, body, or property of an individual and it is difficult to obtain the consent of the relevant individual
    3. (3)When it is particularly necessary to improve public health or promote the sound growth of children, and it is difficult to obtain the consent of the relevant individual
    4. (4)When it is necessary to cooperate with a national agency, a local government or an individual or entity entrusted by either a national agency or local government to execute affairs prescribed by law and obtaining the consent of the relevant individual is likely to impede the execution of such affairs
    5. (5)If the items below are notified or announced in advance (However, if Avance System re-consigns all or part of the handling of personal information within the scope necessary to achieve the purpose of use, the relevant subcontractor shall not fall under the third parties defined below.)
      1. (A)The purpose of use includes the provision to third parties
      2. (B)An item stating that data is provided to a third party
      3. (C)Means or method of provision to third parties
      4. (D)To stop the provision of personal information to third parties at the request of the individual
  6. Handling of Cookies

    The website operated by Avance System uses a technology called cookies. Cookies are a mechanism for storing information (such as browser history and input information) on your computer when you use a web page. You can set your browser to allow or disallow the use of cookies. The method of configuring these settings varies depending on your browser. Please check your browser's "Help" menu if necessary. Please note that disabling cookies will hinder your experience of some of Avance System's website services and functions.

    Avance System may use advertising distribution services provided by third parties on the website Avance System operates. If such a third party uses cookies or other means to acquire and use information about your behavior history and visits to Avance System's websites, the relevant cookies shall be handled under the relevant third party's privacy policy. No personally identifiable information shall be obtained without the relevant individual's consent. You may suspend the usage of your visit and behavior history data obtained for the delivery of advertisements by opting out of the ad delivery service provided by the third party. Please note that suspending such usage will hinder your experience of some of Avance System's website services and functions.

    Please see below for details on how to suspend the use of cookies.

    1. ・Google Analytics
      Google Analytics Terms of Service:
      https://www.google.com/analytics/terms/jp.html
      Privacy Policy:
      http://www.google.com/intl/ja/policies/privacy/
      Google Analytics Opt-out Browser Add-on:
      https://tools.google.com/dlpage/gaoptout?hl=ja
    2. ・Google Ads, Google Display Network
      Google Policy and Terms:
      https://policies.google.com/?hl=ja
    3. ・Yahoo! Search Advertising, Yahoo! Display Advertising (Operational Type)
      Yahoo Promotional Advertising Rules and Regulations:
      https://marketing.yahoo.co.jp/guidelines/terms.html
      Use of personal data for advertisements distributed by Yahoo! JAPAN (enabling/disabling behavioral targeting advertisements)
      https://btoptout.yahoo.co.jp/optout/index.html
  7. Changes to the Privacy Policy
    1. (1)Avance System reserves the right to change its Privacy Policy at any time on this website, except as otherwise provided by laws and regulations.
    2. (2)Unless otherwise specified by Avance System, the revised Privacy Policy shall take effect from the time it is posted on this website.
  8. Inquiries

    Please refer to the inquiry desk below for inquiries regarding this Privacy Policy.

    [Privacy Policy Inquiry Desk]
    601-10 Aoyacho, Minami-ku, Hamamatsu City, Shizuoka Prefecture 435-0037, Japan
    Privacy Policy Section, Avance System Co.,Ltd.
    Email: info@avancesys.co.jp
    Phone: 053-411-8037 (Operating Hours: 10:00 to 17:00)

    *Replies to inquiries sent on Saturdays, Sundays, national holidays, year-end and New Year holidays (Dec. 29 to Jan. 3), and holidays designated by Avance System shall be handled on the following business day or later.

    (Supplementary Provisions)
    Enacted and effective as of July 31, 2007
    Revised on March 24, 2021
    Revised on March 29, 2022

Procedure for Requesting Personal Information Subject to Disclosure

With respect to personal information for which Avance System has the authority to respond to all the concerned individual's requests regarding disclosure, correction, addition or deletion of content, cessation of use, erasure, and cessation of provision to a third party (hereinafter "Personal Information Subject to Disclosure"), Avance System shall respond to requests for notification of purpose of use, disclosure, correction, addition, deletion, cessation of use, erasure, and cessation of provision to third parties (hereinafter "Disclosure Request") from the person making the request or the said person's representative in accordance with Avance System prescribed procedures.

  1. Destination for Disclosure Requests

    Please file your Disclosure Request by sending the documents specified in 2. below to the following address via postal mail.

    [Contact Window]
    601-10 Aoyacho, Minami-ku, Hamamatsu City, Shizuoka Prefecture 435-0037, Japan
    Privacy Policy Section, Avance System Co.,Ltd.
    Email: info@avancesys.co.jp
    Phone: 053-411-8037
    Operating Hours: 10:00 to 17:00 (excluding Saturdays, Sundays, national holidays, and year-end/New Year holidays)

  2. Documents to be Submitted for Disclosure Requests

    To file a Disclosure Request, please download the Request Form for Disclosure of Personal Information Subject to Disclosure from the link below, print it out, fill in all the prescribed items, and mail it with the required identification documents and documents proving the relationship with the requesting party. When mailing documents to Avance System, please send them via registered mail or other means by which delivery can be confirmed. During such a case, the postage costs shall be borne by the requester.

    Request Form for Disclosure of Personal Information Subject to Disclosure
    >Download PDF

    1. (1)Required documents when the Disclosure Request is from the requester themselves
      1. ①Request Form for Disclosure of Personal Information Subject to Disclosure
      2. ②1x of any of the identification documents listed below.
        ・Copy of driver's license
        ・Copy of passport
        ・Copy of health insurance card
        ・Copy of other official documents that can verify your identity
    2. (2)Required documents when the Disclosure Request is from a legal representative
      1. ①Request Form for Disclosure of Personal Information Subject to Disclosure
      2. ②Identification documents *Same as (1)② above
      3. ③Document proving the relationship with the requester
        ・Person with parental authority: A copy of the family register or certificate of residence that proves the relationship with the requester (relationship must be shown)
        ・Guardian of a minor: A copy of the family register or certificate of registered matters for the guardianship registration that can prove the relationship with the requester
        ・Adult guardians: Certificate of registered matters for the guardianship registration
        ・Court-appointed legal representative: Documents confirming the court's decision
      4. ④Legal representative's identification documents *Same as (1)② above
    3. (3)Required documents when the Disclosure Request is from a voluntary representative
      1. ①Request Form for Disclosure of Personal Information Subject to Disclosure
      2. ②Identification documents *Same as (1)② above
      3. ③Document proving the relationship with the requester
        ・Power of Attorney prescribed by Avance System *with the signature and seal of the requester
        >Download PDF
        ・Requester's seal impression certificate
        ※Power of attorney stamped by the requester (issued within 3 months of the date of issue)
      4. ④Voluntary representative's identification documents *Same as (1)② above
  3. Fees for Requests for Notification of Purpose of Use or Disclosure and the Method of Collection
    1. (1)The following amount is required per request only for requests for notification of purpose of use or disclosure: Request Fee: 1,000 JPY (tax incl.)

    2. (2)Please enclose a money order for the amount above with the required documents when you mail them. During such a case, the requester shall be responsible for the cost of issuing the money order.
  4. Identification

    Avance System shall confirm the requester's identity via telephone when a Disclosure Request for personal information is received from the requester or a representative.

  5. Response to Disclosure Requests

    Avance System shall respond in writing via registered mail to the requester's address as indicated on the Request Form for Disclosure of Personal Information Subject to Disclosure.

  6. Handling of Personal Information Obtained in Connection with Disclosure Requests

    Avance System shall handle personal information obtained through Disclosure Requests only to the extent necessary to respond to the Disclosure Request.

  7. Reasons for Non-Disclosure

    Avance System may not be able to respond to Disclosure Requests if the items below apply. During such a case, Avance System shall notify the requester to that effect and the reason. However, Avance System shall not refund the request fees (if applicable) paid for the request for notification of purpose of use or disclosure.

    1. (1)If the identity of the requesting party or representative cannot be verified
    2. (2)If the request was made by a proxy and the authority of representation cannot be verified
    3. (3)If there is a deficiency in the prescribed documents to be submitted
    4. (4)If the fee for the notification of purpose of use or disclosure is insufficient or not enclosed with the request
    5. (5)If the subject of the Disclosure Request does not fall under the category of personal information held by the Avance System
    6. (6)If there is a risk of harm to the life, body, property, or other rights or interests of the requesting party or a third party
    7. (7)If there is a risk of a significant hindrance to the proper conduct of the business of Avance System
    8. (8)If doing so would violate laws and regulations
  8. Other Precautions
    1. (1)When filing a Disclosure Request, please black out sensitive personal information such as your legal domicile to prevent it from being viewed.
    2. (2)The request fees are subject to change without notice.
    3. (3)Depending on the nature of your request, it may take some time for Avance System to respond.
  9. Reviews and Revisions to this Request Procedure

    Avance System may review this request procedure as necessary to appropriately handle personal information or to respond to changes in laws and regulations. Please confirm the latest version each time before filing a Disclosure Request.

    End