Privacy policy

1. Personal Information Items to be Obtained

1. (1) Information related to identity verification
   Name, address, telephone number, fax number, email address, and information on affiliation such as company name, organization name, school name, as well as division, department, etc.
2. (2) Information related to transactions
   Information on transaction details, such as transaction-related applications, etc.
3. (3) Other information
   Information on inquiries and contact, etc. received by the Company from customers

2. Purposes of Use

The Company shall acquire and use the personal information of its customers within the scope of the following purposes of use (hereinafter “the Purposes of Use”).

1. (1) To provide the Company’s services.
2. (2) To communicate and provide information in relation to the Company’s services.
3. (3) To communicate and provide information in relation to transactions.
4. (4) To respond to inquiries and contact customers.
5. (5) To rectify fraudulent or dangerous activities based on information provided by customers.
6. (6) To provide to third parties in the manner described in this Policy.
7. (7) To verify the identity of the customer when required in interactions with the Company.

3. Provision to Third Parties

The Company shall not provide the personal information it handles to any third party without the prior consent of the customer, except in the following cases.

1. (1) When required by law.
2. (2) When necessary to protect a person’s life, health, or property and it is difficult to obtain the customer’s consent.
3. (3) When it is necessary to cooperate with a national agency, local government, or an entity entrusted by either a national agency or local government to execute matters prescribed by laws and regulations, and obtaining the consent of the customer could impede the execution of the matters concerned.
4. (4) When otherwise permitted by laws and regulations.

4. Safety Control Measures

The Company shall take all necessary and appropriate measures to prevent leakage, loss, or damage of the personal information it handles and to otherwise safely manage personal information. For details on the security control measures taken by the Company, please feel free to contact us using the information provided under “7. Contact Information.”

5. Requests for Disclosure, etc.

The Company shall respond to requests for disclosure, etc. (i.e., requests for notification of the purposes of use, disclosure of personal information or records of provision to third parties, correction, addition, deletion, suspension of use, or suspension of provision to third parties) as follows.

1. (1) Notification of the purposes of use, or disclosure of personal information or records of provision to third parties
   Customers may request the Company to provide notification of the purposes of use, or request disclosure of personal information or records of provision to third parties within the scope permitted by the Personal Information Protection Act, in accordance with the procedures set forth in “(4) Procedures.” However, the Company may not disclose the information in any of the following cases.

1. (a) When disclosure is likely to harm the life, health, property, or other rights or interests of the individual concerned or a third party.
2. (b) When disclosure is likely to significantly hinder the proper execution of the Company’s business.
3. (c) When disclosure would violate laws or regulations.
4. (d) When the Company is unable to verify that the request for disclosure is being made by the individual concerned.

In addition, requests for notification of the purposes of use, or disclosure of personal information or records of provision to a third party, shall incur the disclosure fee set forth in “(4) Procedures.”

1. (2) Correction, addition, or deletion
   Customers may request the correction, addition, or deletion of personal information in accordance with the procedures set forth in “(4) Procedures.” In such a case, the Company investigate without delay to the extent necessary to achieve the purposes of use, and based on the results, shall correct, add, or delete the relevant personal information to the extent permitted under the Personal Information Protection Act.
2. (3) Suspension of use or suspension of provision to third parties
   Customers may request the suspension of use or suspension of provision to third parties of personal information in accordance with the procedures set forth in “(4) Procedures.” In such cases, the Company shall respond appropriately in accordance with the Personal Information Protection Act.
3. (4) Procedures
   Customers are asked to directs any requests for disclosure, etc., to the Disclosure Request Office (see a. below) by sending the necessary documents (see c. below) by mail, along with a document clearly stating the required information (see b. below). In addition, notification of the purposes of use as well as disclosure of personal information or records of provision to third parties shall incur a fee of 1,000 yen per request. Please pay the fee via bank transfer into the account designated by the Company. The prescribed fee shall be incurred even in the case of non-disclosure or non-notification of the purposes of use.

1. a. Disclosure Request Office
   42-3 Senjuasahi-cho, Adachi Ward, Tokyo, 120-0026
   Disclosure Request Office, Corporate Strategy Division, Japan Railway Track Consultants Co., Ltd.
   Tel: +81-3-5284-6061
2. b. Required information
   • Name
   • Address
   • Email address
   • Details of the personal information for which the request is made (please be as specific as possible, including the period of time covered)
   • The type of request (Please specify whether you are requesting “notification of the purposes of use, or disclosure of personal information or record of provision to a third parties,” “correction, addition, or deletion,” or “suspension of use or suspension of provision to third parties.”)
3. c. Identity verification documents
   • In the case of a request by the customer himself/herself
     • Documents verifying the identity of the customer (a copy of the customer’s Personal Number Card (front side), Driver’s License, Health Insurance Certificate, or Passport)
   • In the case of a request by a proxy voluntarily appointed by the customer
     The following documents in addition to those listed under “In the case of a request by the customer himself/herself” above
     • Power of Attorney
     • Documents verifying the identity of the proxy voluntarily appointed by the customer　(a copy of the proxy’s Personal Number Card (front side), Driver’s License, Health Insurance Certificate, or Passport)
   • In the case of a request by a legally appointed proxy
     The following documents in addition to those listed under “In the case of a request by the customer himself/herself” above
     • Documents confirming the right to legally represent the customer (a copy of the family register or certificate of registered information pertaining to adult guardianship)
     • Documents verifying the identity of the legally appointed proxy (a copy of the proxy’s Personal Number Card (front side), Driver’s License, Health Insurance Certificate, or Passport)

6. Changes to the Privacy Policy

The Company may make changes to this Policy at any time, and any such changes shall be posted on the website. Customers are advised to carefully review the latest version of this Policy posted on the website.

7. Contact Information

If you have any comments, questions, complaints, or other inquiries regarding the handling of personal information, please feel free to contact us at the following.

<Japan Railway Track Consultants Co., Ltd. Contact Information>

Address: 42-3 Senjuasahi-cho, Adachi Ward, Tokyo
e-mail: B1400@kk-nsg.co.jp
Tel:     +81-3-5284-6061
(Hours of reception: 10:00 a.m. to 5:00 p.m. excluding holidays)