Privacy Privacy Policy

Privacy Policy

Note:This document has been translated from Japanese original for reference purposes only. In the event of any discrepancy between this translated document and the Japanese original, the original shall prevail.

Nippon Koei Urban Space Co.,Ltd.

Nippon Koei Urban Space Co., Ltd. ("the Company") has formulated the policy below to take all possible measures to protect personal information and to meet confidence of the society, clients, suppliers and staff.

1.
Compliance with Applicable Laws
When handling personal information, the Company shall comply with applicable laws and regulations of each country (including Japan’s Act on the Protection of Personal Information) about handling personal information.
2.
Acquisition and Use of Personal Information
When acquiring personal information, the Company shall clarify the purpose of its use and acquire and use the information in an appropriate manner.
3.
Security Measures
Recognizing the importance of ensuring the security of personal information, the Company shall take preventive measures against security risks, including unauthorized access to, loss of, damage to, alteration of, and leakage of personal information, to ensure information security.
4.
Supervision of Contractors

When the Company outsources the handling of personal information to a third party (including outsourcing with the ID＆E Group), the Company shall supervise the information handling by the contractor, as necessary and appropriate, to ensure proper handling.
5.
Handling of Individual identification code

Recognizing the particular importance of specific personal information related to official numbers and physical characteristics that can identify a specific individual, the Company shall be committed to using such information in strict compliance with applicable laws and prevent damage to the information, including leakage.
6.
Security Control Measures

Staff who handle personal information in the course of the Company business operations shall recognize the importance of such information and handle it properly in accordance with applicable laws related to the protection of personal information and the in-house regulations specifying methods for the proper acquisition, use, provision, and disposal of personal information.
7.
Continuous Improvement of Management System
The Company shall continue to improve its system of managing personal information by observing social trends in the management of personal information closely and reviewing the system in accordance with changes in social trends.
8.
Establishment of Contact Point

The Company shall make effort to establish and publicize a contact point for inquiries, complaints and requests for disclosure regarding to the personal information which were possessed by the company.

Established February 1, 2016
Revised April 19, 2022
July 1, 2022
September 1, 2024

President

Personal Information Handling Policy

Note:This document has been translated from Japanese original for reference purposes only. In the event of any discrepancy between this translated document and the Japanese original, the original shall prevail.

Nippon Koei Urban Space Co.,Ltd.

Nippon Koei Urban Space Co., Ltd. ("the Company") shall handle any personal information of stakeholders in compliance with Japan’s Act on the Protection of Personal Information and other relevant laws and regulations, as well as the Company Personal Information Protection Policy (Group Privacy Policy), as follows.

1.
Name, Address, and Name of the Representative of the Business Operator Handling Personal Information
See Company Profile.
2.
Acquisition and Use of Personal Information
In case of acquiring personal information, the Company shall disclose to the public or notify the provider of the purpose of use and shall acquire such information properly.
The Company shall utilize the acquired personal information properly within the scope necessary to achieve the purpose of use.
3.
Purposes of Use of Personal Information
The Company shall use the retained personal data concerning the following personal information acquired in the course of business within the scope of the following purposes of use.
- (1)
  Personal information acquired for various communications
  - Responding to inquiries, correspondence, and registrations
  - Analysis and use for sales and marketing activities and business improvement
  - Information on and provision of after-sales services for provided products and services,
  - Public relations activities of the Company, including provision of information about new products and services, and invitations to events and seminars, and other external public relations, and
  - Other matters concerning or associated with the above.
- (2)
  Personal information of clients/customers and business partners (including officers and employees if the client/customer or business partner is an organization such as a corporation)
  - Performance of contractual obligations and exercise of contractual rights, including provision and acceptance of products and services,
  - Performance of activities required for business operations, including business communications and meetings and response to inquiries,
  - Information on and provision of after-sales services for provided products and services,
  - Public relations activities of the Company, including provision of information about new products and services, and invitations to events and seminars, and other external public relations, and
  - Various responses including implementation of questionnaire surveys concerning or associated with the above-mentioned business activities.
- (3)
  Personal information acquired for contracted works
  - Surveys, statistical data processing, analysis and fact-findings, preparation of relevant documents and reports, etc. for the performance of contracted works,
  - Implementation of questionnaire surveys, interview surveys, and public meetings as part of contracted works, and
  - Other matters related to or associated with contracted works.
- (4)
  Personal information of applicants for employment
  - Contacting, accepting applications for, and conducting seminars, events, and company briefings, etc. related to recruitment and recruiting activities,
  - Administrative work concerning recruitment activities, including the selection of recruits, and notification of the selection process and result to applicants,
  - Provision of information on health check-ups and paperwork for employment, and employment management after employment,
  - Improvement of recruitment activities and selection process, and
  - Other administrative matters concerning or associated with the above.
- (5)
  Personal information concerning employees of the Company
  - The handling of personal information of the Company's officers, employees, dispatched workers provided by temporary employment agencies and other people (including retired persons) who are or were engaged in the operations of the Company (hereinafter referred to as "employees") shall be in accordance with this policy as well as the Handling of Personal Information of Group Employees set forth by the Personnel Dept. of the company.
- (6)
  Personal information of shareholders (including officers and employees in the case of a corporation)
  - Various formalities concerning exercise of the rights of shareholders,
  - Management of General Meeting of Shareholders,
  - Delivery of various documents from the Company
  - Preparation of a shareholder database in accordance with the applicable laws and regulations, and
  - Other administrative matters concerning or associated with the above.
- (7)
  Personal information concerning specific personal information (personal information including individual number) stipulated by the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (My Number Act)
  - Preparation of withholding certificates,
  - Preparation and submission of declarations, notifications, and applications concerning property accumulation savings for house construction and property accumulation pension savings,
  - Notification, application, and requests for payment concerning health insurance, employees’ pension insurance, and corporate pension,
  - Notification, application, and requests for payment concerning employment insurance,
  - Notification of Category III insured persons under the National Pension system,
  - Reparation and issuance of legal documents for the members of executive and employee shareholder associations,
  - Other administrative matters concerning or associated with the above.
4.
Joint Use
The Company shall use certain personal information jointly with others as described below.
- (1)
  Personal Data to be Used Jointly
  Basic information such as the name, date of birth, sex, address, telephone number, affiliation, position, and e-mail address of employees of the ID&E Group.
  Basic information such as name, date of birth, sex, address, telephone number, affiliation, position, and e-mail address of employees and job applicants of the ID&E Group, as well as the information such as the name, affiliation, position, e-mail address, etc. of individuals involved in various inquiries and transactions.
- (2)
  Scope of Persons Jointly Using Personal Data
  ID&E Holdings Co., Ltd. and its Group Companies (See the List of Group Companies page available on the Company's website.)
- (3)
  Purpose of Use
  See 3. Purposes of Use of Personal Information above.
- (4)
  Name, Address, and Name of the Representative of the Company Responsible for Management of the Said Personal Data
  Integrated Design & Engineering Holdings Co., Ltd.
  Personnel Dept.
  Phone number: +81-3-3238-8030
  - *Address and representative are listed on the Company's website.
5.
Provision to Third Parties
In principle, the Company shall not provide personal information to any third party without obtaining the consent of the person concerned in advance. However, personal information may be provided to a third party without consent of data holder in the following cases and other cases permitted by laws and regulations.
- 1)
  Cases based on laws and regulations,
- 2)
  Cases in which there is a need to protect the life, body, or property of a person and when it is difficult to obtain the consent of the person concerned,
- 3)
  Cases in which there is a particular need to improve public health or promote the sound growth of children, and when it is difficult to obtain the consent of the person concerned, or
- 4)
  Cases in which there is a need to cooperate with a central government organization or a local government, or a person entrusted by them to perform affairs prescribed by laws and regulations, and when there is a possibility that obtaining the consent of the person concerned would interfere with the performance of the said affairs.
6.
Outsourcing of Personal Information Processing
The Company may outsource the handling of personal information, in whole or in part, to a third party such as a company with which it has concluded a non-disclosure agreement (including Group companies). The Company shall provide necessary and appropriate supervision over the handling of personal information by the outsourced company.
7.
Assurance etc. about the Accuracy of Data Contents
The Company shall strive to keep personal data accurate and up to date within the scope necessary to achieve the purpose of use and to delete such personal data when its use is no longer required without delay.
8.
Security Control Measures for Retained Personal Data
The Company has implemented the following measures for security control of retained personal data:
- (1)
  Formulation of Basic Policy
  - The Company has formulated Privacy Policy to ensure proper handling of personal information.
- (2)
  Formulation of Regulations on the Handling of Personal Data
  - The Company has formulated internal regulations, stipulating the methods of handling personal data and responsible persons at each stage of data acquisition, use, retention, provision, etc.
- (3)
  Organizational Security Control Measures
  - The Company has appointed a responsible person at each stage of handling personal data, defined the scope of employees who can access personal data, and established a reporting and response system in the event of suspected or confirmed leakage of personal information.
  - The handling of personal data is checked periodically.
- (4)
  Security Control Measures for Employees
  - The Company provides employees with training in the management of information, including personal information.
  - The Company requires new employees to submit a written pledge concerning information management.
- (5)
  Physical Security Control Measures
  - The Company controls entry to and exit from office buildings and the offices therein, confirms that all doors and windows are locked, and patrols the office buildings.
  - The Company limits unnecessary taking of the personal information outside the Company.
  - The Company has taken security measures against theft or loss of information devices and memory media.
- (6)
  Technological Security Control Measures
  - The Company provides each employee with an individual ID and password to log in to the in-house network and limits the scope of employees who can access information, including personal information.
  - The Company has taken measures to prevent unauthorized access to the in-house network by third parties, including measures against malware.
9.
Response to Requests for Disclosure, etc. of Retained Personal Data
Please contact the Inquiry Desk mentioned in the paragraph 10. below, or requests for disclosure, suspension of use, deletion, etc. of retained personal data.
However, the Company shall refuse data disclosure in any of the following cases.
- 1)
  When it is impossible to confirm the identity of the applicant, for example, because of discrepancy between the name and/or address on the application form and on the identity verification document
- 2)
  When the application is made by an agent but his/her authority of representation cannot be confirmed
- 3)
  When the entries on the application form are incomplete
- 4)
  When the personal data of the applicant are not retained or the retained personal data of the applicant are not subject to disclosure
- 5)
  When disclosure may harm the life, body, property, or other rights and interests of the applicant or a third party
- 6)
  When disclosure may have a serious negative influence on the proper business operations of the Company
- 7)
  When disclosure would violate laws and regulations, or when laws and regulations permit nondisclosure
10.
For questions or complaints regarding personal information, please contact
For questions or complaints regarding personal information at our company, please contact us at the contact information below.
Contact Us
17-14, Higashisakura 2-chome, Higashi-ku, Nagoya 461-0005, Japan
Nippon Koei Urban Space Co.,Ltd.
Phone: +81-52-979-3880
E-mail：ml-otoiawase@n-koei.co.jp
- *Inquiries about personal information of directors, employees (including retired employees), applicants for recruitment and recruiting activities, and personal information of specific personal numbers under the My Number Law should be directed to the Business Administration Department of the Administration Division.
11.
Name of the "authorized personal information protection organization" to which the Company belongs and contact information for filing complaints
Name of authorized personal information protection organization
JIPDEC
Contact for resolution of complaints: Secretariat of the Authorized Personal Information Protection Organization
Address: Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
Phone: +81-52-979-3880、+81-120-700-779
12.
Establishment, revision and abolition
The company may revise this policy as necessary.
The department in charge of this policy is the Business Planning Department of the Management Headquarters of the Company, and any revision or abolition of this policy shall be proposed by the said department and carried out by a decision of the President which is the establishing authority.
However, formal changes shall be implemented by the decision of the General Manager of the department in charge.

Established February 1, 2016
Revised April 19, 2022
July 1, 2022
September 1, 2024