Privacy Privacy Policy

Privacy Policy

Nippon Koei Urban Space Co.,Ltd.

We have formulated the policy below to take all possible measures to protect personal information and to meet the confidence of society, clients, suppliers, and employees.

• 1.
  Compliance with laws, regulations, guidelines, etc.
  With respect to the handling of personal information, we will comply with the Personal Information Protection Law, the My Number Law, and other laws and regulations, guidelines issued by the Personal Information Protection Commission, and other legal norms.
• 2.
  Acquisition and use of personal information
  When acquiring personal information, we will clarify the purpose of use and acquire and use the information in an appropriate manner.
• 3.
  Security measures
  We recognize the importance of ensuring the security of personal information and take precautionary measures against unauthorized access, loss, destruction, falsification, and leakage of personal information to ensure security.
• 4.
  Supervision of contractors
  In the event that we outsource the handling of personal information to an outside contractor, we will exercise necessary and appropriate supervision to ensure that the contractor handles the information appropriately.
• 5.
  Handling of specified personal information
  We are particularly aware of the importance of specific personal numbers (personal information containing personal numbers) and will ensure their strict use and deter their leakage, etc.
• 6.
  Security control measures
  All personnel who handle personal information in our business operations recognize the importance of personal information and handle it appropriately in accordance with laws, regulations, guidelines, and internal rules that stipulate appropriate methods of obtaining, using, providing, and disposing of personal information.
• 7.
  Continuous improvement of management system
  We will review our personal information protection management system, keeping an eye on social trends, and continuously improve it to ensure that it is effectively implemented.
• 8.
  Establishment of a response desk
  We will establish a contact point for questions, complaints, and disclosures regarding personal information in our possession.

Enacted February 1, 2016
Amended April 19, 2022
Jul. 1, 2022

President

Handling of Personal Information

We will comply with the Personal Information Protection Law and other related laws and regulations, and handle personal information as follows

• 1.
  Name, address and name of representative of the business handling personal information
  Nippon Koei Urban Space Co.,Ltd.
  17-14, Higashisakura 2-chome, Higashi-ku, Nagoya 461-0005, Japan
  Noriaki Yoshida, Representative Director and President
• 2.
  Acquisition and use of personal information
  When acquiring personal information, we will publicly announce or notify the purpose of use and acquire the information by appropriate means.
  We will use acquired personal information appropriately within the scope necessary to achieve the purpose of use.
• 3.
  Purpose of use of personal information and retained personal data
  We will use personal information and retained personal data obtained within the scope of (1) Business, etc. within the scope of (2) Purposes of Use.

  • (1)
    Scope of business, etc.

    • General surveying, construction consultancy, land readjustment, real estate development and management, and appraisal
    • General administrative work
    • Any other business registered as a purpose of the company
  • (2)
    Purpose of use.

    • 1)
      Personal information and retained personal data concerning the ordering party and its business partners (or its officers and employees if it is an organization such as a corporation).

      • Performance of obligations and exercise of rights under the contract, such as provision or receipt of products and services
      • To respond to business communications, meetings, and inquiries, and to take other actions necessary for the implementation of business operations.
      • Providing information and after-sales services related to products and services
      • Proposals related to products and services, information on new products and services, information on events and seminars, and other corporate PR
      • Conducting questionnaire surveys related to or incidental to each of the above operations
      • Various correspondence related to and incidental to the above
    • 2)
      Personal information and personal data acquired in connection with contracted services

      • Surveys, statistical processing, analysis, confirmation, preparation of related materials, etc. in the course of business operations
      • Questionnaires, surveys, and explanatory meetings for residents, etc., for the execution of entrusted operations.
    • 3)
      Personal information and retained personal data relating to applicants for employment and recruitment activities.

      • Providing information and accepting applications for seminars, events, company information sessions, etc. related to recruitment and recruiting activities
      • Selection of recruitment and recruiting activities, communication regarding selection, and other administrative tasks
      • Medical checkups at the time of employment, guidance on on-boarding procedures, and post-employment management
      • Improvement of operations, etc. related to recruitment and selection of recruitment activities
      • Clerical work related and incidental to the above
    • 4)
      Personal information and retained personal data concerning officers and employees (including retired persons)

      • Human resource management, including recruitment, employment contracts, temporary employee management, ID cards, employment management, promotion and salary increase, qualification management, internal portal site, and legal custody after retirement
      • Payroll management including payroll payment and expense reimbursement
      • Benefits including unemployment insurance, employee pension, group insurance, life insurance, and welfare services
      • Registration of surveying business, construction consulting business, etc., application for bidding qualification, business registration such as notification of managing engineer, chief engineer, etc., etc.
      • TECRIS application, proposal submission, and other sales order activities
      • ICT, including Office365, high-capacity data transfer service, safety confirmation system, internal systems such as office backbone, and internal technology development
      • Safety management, including on-site safety management and overseas travel management
      • Emergency communication, including emergency contact system development, drills, and emergency communication
      • Clerical work related and incidental to the above
    • 5)
      Personal information and retained personal data relating to shareholders (or their officers and employees if the company is a corporation).

      • Various procedures for exercising rights as a shareholder under the Companies Act, etc.
      • Sending of various documents from the Company in accordance with the Companies Act, etc.
      • Sending business reports and other information related to business activities
      • Preparation of shareholder data in accordance with prescribed standards based on laws and regulations, etc.
      • Operation of General Meeting of Shareholders
      • Clerical work related and incidental to the above
    • 6)
      Personal information and retained personal data related to specific personal numbers (personal information including personal numbers) under the My Number Law

      • Withholding Tax Certificate Preparation Office
      • Submission of declarations, notifications, and application forms related to property-formation housing savings and property-formation pension savings
      • Notification, application, and billing related to health insurance, employee pension insurance, and corporate pension
      • Notification, application, and claim paperwork related to employment insurance
      • Notification paperwork for National Pension Plan's Category 3 insured persons
      • For those who are members of the Directors' and Employees' Shareholding Association, the preparation and provision of legal documents related to financial instruments transactions related to the Shareholding Association.
      • Clerical work related and incidental to the above
• 4.
  About joint use.
  We will share personal information as follows

  • (1)
    Items of personal data to be shared.
    Name, date of birth, gender, address, telephone number, organization, position, e-mail address, and other items necessary to achieve the purpose of use
  • (2)
    Scope of jointly used parties.
    Nippon Koei Co., Ltd. and its group companies (Please refer to the list of group companies.)
  • (3)
    Purpose of use.
    Please refer to "3. Purposes of Use of Personal Information and Retained Personal Data" above.
  • (4)
    Name, address, and representative of the company responsible for the management of personal data.
    Nippon Koei Urban Space Co.,Ltd.
    17-14, Higashisakura 2-chome, Higashi-ku, Nagoya 461-0005, Japan
    Noriaki Yoshida, Representative Director and President
    [Person in charge]
    Nippon Koei Urban Space Co.,Ltd.
    17-14, Higashisakura 2-chome, Higashi-ku, Nagoya 461-0005, Japan
    Phone: +81-52-979-3880

    • *The Corporate Administration Department of the Administration Division is responsible for the management of personal information of directors and employees (including retired employees), applicants for recruitment and recruiting activities, and personal information of specific personal numbers under the My Number Law.
• 5.
  third party provision
  As a general rule, we will not provide personal information to third parties without the consent of the individual to whom the information pertains. However, personal information may be provided without the consent of the individual in the following cases

  • (1)
    When required by law.
  • (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 individual.
  • (3)
    Cases in which the provision of personal information is particularly necessary for improving public health or promoting the sound growth of children and in which it is difficult to obtain the consent of the person concerned
  • (4)
    Cases in which 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 in which obtaining the consent of the individual is likely to impede the execution of those affairs.
• 6.
  Outsourcing of Personal Information Processing
  We may outsource all or part of our personal information handling operations to companies with whom we have concluded confidentiality agreements regarding personal information, depending on the nature of the business. The Company shall be responsible for the handling of personal information by the outsourced company.
• 7.
  Ensuring accuracy of data content, etc.
  We will endeavor to keep personal data accurate and up-to-date to the extent necessary to achieve the purpose of use, and to delete said personal data without delay when it is no longer necessary to use it.
• 8.
  Measures taken for the secure management of retained personal data
  We take the following measures for the secure management of personal data in our possession.

  • (1)
    Formulation of basic policy

    • To ensure the proper handling of personal information, we have established a privacy policy that includes compliance with relevant laws, regulations, guidelines, etc., and the establishment of a contact person for handling personal information.
  • (2)
    Discipline for the handling of personal data

    • We have established internal regulations such as "Information Security Management Regulations" and "Information Security Management Procedures," which stipulate handling methods and responsible persons at each stage of acquisition, use, storage, provision, etc.
  • (3)
    Security management measures for organizations

    • With regard to the handling of personal data, we have appointed a responsible person at each stage, clarified the scope of employees who have access to personal data, and established a system for reporting and communicating with each of the above responsible persons in the event that a leak or potential leak of personal data is detected.
    • The status of personal data handling is regularly verified by each department that handles such data as well as by each administrative department, and the Business Planning Department of the Administration Division conducts audits of such data.
  • (4)
    Human security management measures

    • Training and education are provided to employees on information management, including personal information.
    • We require our employees to submit a written pledge of confidentiality obligations at the time they join the company, both during their employment and after they leave the company.
  • (5)
    Physical security management measures

    • Appropriate entry/exit control, lock control, and security are in place for the office area.
    • Restrictions are placed on unnecessary removal of personal information to prevent theft, loss, etc.
    • Appropriate security measures are taken for information equipment or storage media carried by the company in case of theft or loss.
  • (6)
    Technical security management measures

    • Each employee is given an individual ID and password to log in to the internal network, and the scope of employees with access to personal information, etc. is limited.
    • For the internal network, measures are taken to prevent intrusion by third parties, including measures against computer viruses and other unauthorized software.
• 9.
  Response to Requests for Disclosure, etc. of Retained Personal Data
  For requests for disclosure, correction, addition, deletion, suspension of use, elimination, suspension of provision to a third party, and disclosure of records of provision to a third party regarding the purpose and content of use of retained personal data, please contact the "Contact Us" indicated in 12. below.
  The information will not be disclosed if any of the following reasons for refusal exist.

  • (1)
    When identification cannot be verified, such as when the name and address on the request form and the identification documents do not match
  • (2)
    When the right of representation cannot be confirmed when a request is made by a proxy
  • (3)
    When there is a deficiency in the information on the invoice
  • (4)
    Cases in which retained personal data concerning the Requestor does not exist or is not subject to disclosure
  • (5)
    If there is a risk of infringing on the life, body, property, or other rights or interests of the person or a third party
  • (6)
    If there is a risk of significant hindrance to the proper conduct of our business
  • (7)
    If it would violate other laws and regulations
• 10.
  Acquisition of Personal Information by Methods Not Easily Recognizable by the Individual
  We use cookies when you use our website, but they do not invade your personal information and do not adversely affect your computer.
• 11.
  the voluntary nature of the provision of personal information by the individual and the consequences to the individual in the event that the individual does not provide such information
  Basically, the provision of personal information is voluntary, but if you do not provide us with personal information, we may not be able to perform or subsequently manage your business.
• 12.
  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.
• 13.
  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

Adopted February 1, 2016
Revised April 19, 2022
Jul. 1, 2022
Feb. 13, 2023