*For the address of the company and the name of the representative, please refer to the “Company Profile“. Citizen Machinery Asia Co., Ltd. observes “Personal Data Protection Act” (hereinafter called “PDPA”), relevant governmental and ministerial ordinances, guidelines, etc. (hereinafter called “Personal Data Protection Act, etc.”). Besides, recognizing that the personal information, pseudonymously processed information and anonymously processed information (hereinafter called “personal information, etc.” collectively) stipulated in the Personal Information Protection Act are important personal property, we hereby set out this policy for protection of personal information (hereafter called “the policy”), and strives for its continual improvements.
1. Acquisition and Use of Personal Information
When collecting and using personal information, we clarify the purpose (hereinafter called “the purpose of use”) (except when the purpose of use is undeniably clear judging from the circumstances of acquisition of personal information, including the case of usual business customs such as business card exchange, etc.), and uses it to the extent required for the fulfillment of our business purpose and other defined purpose of use.
Our Business Purpose
Production and sales of machine tools, industrial machinery and their peripheral equipment (hereinafter called “our products”) and their parts (which include those to be used for secondhand automatic lathes, etc. mentioned later, and hereinafter called “parts for products”);
Planning and making proposals related to the above article, and provision of relevant services;
Repair, maintenance and overhaul of machine tools and industrial machinery;
Purchase and sales of secondhand automatic lathes and other machine tools (hereinafter called “secondhand automatic lathes, etc.”).
Purpose of Acquisition and Use of Personal Information
Our purpose of acquisition and use of personal information is as follows:
Sales of our products and secondhand automatic lathes, etc. (hereinafter called “our products, etc.” collectively);
Communications and negotiations with our customers necessary for our business;
Delivery of our products, etc. to our customers;
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with our customers;
Meetings with our customers for determination of specifications of our products, etc. in connection with their dealings, and necessary communications with the customers in relation to the implementation of trial machining, etc.;
Reply to inquiries and consultations from our customers concerning our products, etc.;
Provision and delivery of our corporate information, catalogues and operation manuals of our products, etc., as well as various information concerning our products, etc., (hereinafter called “various materials”, which include those posted on our website, etc.), to customers;
E-mail delivery to our customers who wish to receive them in connection with our products, etc.;
Invoicing to our customers for payment;
Communications with our customers concerning classes and/or training courses as well as exhibitions of our products, etc., and further guidance to those who wish to attend them;
Necessary communications, business negotiations and payment with and to various dealers for designing, producing, printing, translating and structuring of diverse data and materials (hereinafter called “dealers of diverse data and materials”); and
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with dealers of diverse data and materials.20
Sales of parts of our products;
Communications and negotiations with customers necessary for our business;
Reply to inquiries and consultations from customers concerning parts of our products;
Confirmation of orders from customers;
Delivery of parts of our products to customers; and
Invoicing to customers for payment.
Manufacturing of our products, etc. and their parts, and procurement of their raw materials and parts;
Necessary communications and negotiations with suppliers of raw materials of our products, etc. and their parts (hereinafter called “suppliers”);
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with suppliers;
Payment to suppliers;
Necessary communications and negotiations with dealers (hereinafter called “equipment suppliers”) of manufacturing equipment of our products, etc. and their parts as well as facilities, etc. (including their accompanying or related information systems and software);
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with equipment suppliers;
Requesting maintenance, repair, and upkeep, etc. to equipment suppliers; and
Payment to equipment suppliers.
Maintenance services related to our products, etc.;
Reply to inquiries and consultations from customers related to maintenance, repair, improvements, overhaul, and upkeep, etc. (hereinafter called “maintenance service” collectively) of our products, etc.;
Response to requests for maintenance service from customers;
Provision of information of maintenance service to customers;
Necessary communications, negotiations, and payment to service providers (hereinafter called “maintenance service providers”) who are consigned with our maintenance service; and
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with maintenance service providers.
Planning and making proposals concerning our products, etc.;
Providing customers with information and suggestions about our products;
Introduction of information of our website for solution service provision “alkapplysolution” to customers (For an overview of the services we provide, please click here.);
Reply to inquiries and consultations from customers concerning “alkapplysolution”;
Issuance and abolition of ID for the use of “alkapplysolution” and confirmation of data contents provided by its registered users;
Reply to inquiries and consultations from registered users of “alkapplysolution” (hereinafter called “alkapplysolution registrants”);
Administration and data analysis of utilization situation of “alkapplysolution” by alkapplysolution registrants;
Communications to alkapplysolution registrants concerning their utilization situation of “alkapplysolution”;
E-mail delivery to alkapplysolution registrants who wished to receive them for details of “alkapplysolution” services;
Invoicing to alkapplysolution registrants for the payment of its service charge;
Security management of “alkapplysolution”;
Necessary communications, negotiations and payment with and to service providers who were consigned with the works of the development, production, service provision and management, etc. of “alkapplysolution” (hereinafter called “alkapplysolution service providers”); and
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with alkapplysolution service providers.
Research, development and design concerning our products, etc.
Necessary communications, negotiations and payment with and to service providers consigned by us with the works of development, planning and designing, etc. (hereinafter called “development service providers”);
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with development service providers;
Communications and account settlement to and with those researchers who jointly work with us for research and development (hereinafter called “collaborative researchers”); and
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with collaborative researchers.
Purchase of used automatic lathes, etc.;
Reply to inquiries and consultations from customers (hereinafter called sellers) who wish us to purchase their used automatic lathes, etc.;
Communications and negotiation with sellers necessary for our business;
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with sellers; and
Payment to sellers.
Others;
Communications, negotiation and payment with and to dealers of buildings, facilities, etc. (hereinafter called “dealers of office facilities”) (which include information systems and software) of our offices, branches, etc.;
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with dealers of our office facilities;
Requesting dealers of office facilities to make maintenance, repair and upkeep of our offices, branches, etc.;
Management of office access (entering and leaving) and our security;
Management of our intellectual property rights;
Management of receivables and debt in connection with pursuing of our business purposes;
Exercise of legal rights, and fulfillment of legal duties in connection with pursuing of our business purposes;
Information disclosure to a third party (which include dealers of diverse data and materials, suppliers, equipment suppliers, maintenance service providers, alkapplysolution service providers, development service providers, and dealers of office facilities) in the case of consignment of the works necessary for pursuing the business purpose using personal information (The handling of personal information in this case is also described in 5. Disclosure of Personal Information to a Third Party.);
Implementation of measures required for dispute resolution related to us; and
Implementation of other measures incidental or related to each purpose of use of personal information.
We use following personal information to the extent required for the fulfillment of our business purpose as given below.
a. Purpose of Use of Personal Information of Executives and Employees (which include temporary staff, staff accepted from other organizations and staff seconded from us. Hereinafter called “executives and employees”)
Human resources management, performance assessment, assignment decision, and preparation of organization chart, etc.;
Business communications;
Decision of payroll and payment;
Legally required procedures including social insurance and tax matters;
Human resources development including education and training;
Provision of benefit package;
Employment management including health and working condition management;
Communications with our labor union; and
Business information system.
b. Purpose of Use of Personal Information of Family of Our Executives and Employees
Legally required procedures including social insurance and tax matters;
Communications at the time of emergency, etc.
c. Purpose of Use of Personal Information of Applicants for Employment (hereinafter called “employment applicants”)
Communications with employment applicants, and provision of information on employment;
Reply to inquiries and consultations with employment applicants;
For screening employment applicants; and
Decision of assignment after preliminary offering of employment, and relevant management.
c. Purpose of Use of Personal Information of Those Who Retired
Communications after their retirement;
Legally required procedures after their retirement; and
Informing them of commemorative functions organized or participated by us.
Whenever we acquire personal information for the purpose other than the above,the purpose of its use should be clarified on all such occasions.
About our website
Our website uses cookies and web beacons to provide better service to our visitors. For more information on cookies, please refer to the “To Use Our website” on our website. Web beacons allow us to understand the status of visitors to our website, but we cannot identify individual visitors.
To understand the status of visitors to our website, we use access analysis tools such as Google Analytics, a service provided by Google, Inc. When we use an access analysis tool on our website, the tool will collect, record, and analyze your visit history to our website, inflow routes, whether you are using a smartphone or a computer, and the type of browser you are using, based on the cookies that we issue. Upon receiving the results of this analysis, we know the status of visits to our website. The visitor information collected, recorded, and analyzed by these access analysis tools does not contain any information that identifies specific individuals.
2. Management of Personal Information, etc.
We manage personal information, etc. in a manner specified below.
For the purpose of preventing leakage, falsification, loss, and use of personal data for purposes other than those for which it was originally intended, as stipulated in the Act on the Protection of Personal Information, we hereby specify the company regulation (hereinafter called “the company regulation”), abides by it, and appropriately control personal information.
In terms of pseudonymously processed information and anonymously processed information, we will develop a regulation for controlling them in an appropriate manner by the company regulation. For processing this information, we observe the company regulation while adopting appropriate processing methods, and taking measures for ensuring safe data management. In addition, when we create anonymously processed information, we will disclose the titles of personal information contained in the anonymously processed information.
We ensure the implementation of adequate education and training to our employees on appropriate handling of personal information, etc.
3. Use of Personal Information, etc.
We never use personal information beyond the scope required for achieving the purpose of intended use except the following cases.
The case in which the principal who provided his / her own personal information (hereinafter called “the principal”) agrees;
The case in which the use of personal information is allowed as an exception by the Act on the Protection of Personal Information, etc.
For handling anonymously processed information, we never collate them with other information for the purpose of discerning the principal.
When handling pseudonymously processed information, we will not match the pseudonymously processed information with any other information in order to identify the principal. In addition, we will not use the contact information or other information contained in the pseudonymously processed information to contact the principal.
4. Implementation of Adequate Information Security Measures
We take necessary measures, in accordance with our company regulations, such as access control and transfer restrictions of personal data, as well as prevention of injustice access from outside of the company in order to ensure the safe management of personal data. The following is a summary of the company regulation regarding these measures:
Compliance with the Personal Information Protection Act and the policy;
Organization of a personal information protection management organization and its duties for the protection of personal information;
Physical safety measures; Implementation of room access control, prevention of theft, physical protection of equipment and devices, etc.;
Technical safety measures; Access control, management of access privileges, and storage of access records;
Technical safety measures; Access control, management of access privileges, and storage of access records;
Proper management of computer systems;
Appropriate disposal and deletion;
Obligation to protect personal information and education of executives and employees; and
Appropriate review of the company regulation and the personal information protection management organization.
In addition, when pseudonymously processed information or anonymously processed information are developed, we will take appropriate measures based on the company regulation and measures for similar personal data, with respect to “information regarding the deletion, etc. of said pseudonymously processed information as provided for in the Ordinance for Enforcement of the Personal Information Protection Act” or “information regarding the processing method, etc. of said anonymously processed information as provided for in the Ordinance for Enforcement of the Personal Information Protection Act”.
5. Disclosure of Personal Information to a Third Party
We may jointly use personal information in such cases where it is deemed necessary for the appropriate achievement of our afore-mentioned purpose of use. Details of such cases are given below.
Personal Information
Personal Information Items for Joint Use
Scope of Joint Users
Purpose of Use by Joint User
Responsible Person for the Management
Personal Information of Customers and alkapplysolution Registrants
Items necessary for the fulfillment of the purpose of use of personal information listed in “Purpose of Acquisition and Use of Personal Information” in “1. Acquisition and Use of Personal Information”(Name, Workplace, Affiliation, Post, Phone No., Mail Address, etc.)
The company, affiliated companies*1 , associated companies*2
Dealers of our products which take charge of customers
Appropriate fulfillment of the purpose of use of personal information listed in “Purpose of Acquisition and Use of Personal Information” in “1. Acquisition and Use of Personal Information”
Citizen Machinery Co., Ltd. For the address and name of the representative, please refer to
“Corporate Profile“.
Personal Information of Suppliers, Equipment Suppliers, Sellers, Dealers of Diverse Data and Materials, Maintenance Service Providers, alkapplysolution Service Providers, Development Service Providers, Collaborative Researchers, and Dealers of Office Facilities
Items necessary for the fulfillment of the purpose of use of personal information listed in “Purpose of Acquisition and Use of Personal Information” in “1. Acquisition and Use of Personal Information”(Name, Workplace, Affiliation, Post, Phone No., Mail Address, etc.)
The company, affiliated companies, associated companies
Appropriate fulfillment of the purpose of use of personal information listed in “Purpose of Acquisition and Use of Personal Information” in “1. Acquisition and Use of Personal Information”
Same as above
Personal Information of Executives and Employees
Name, address, age, date of birth, gender, staff number, affiliation, position, rank, responsible office, employment type, phone number, e-mail address and user code*3
Salary, bonus, retirement allowance
Performance assessment, educational background, work experience, qualification and license in possession, reward and punishment
Family structure, names of family members, situations of family
Health conditions, medical history, etc.
Face photograph
The company, affiliated companies, associated companies, the parent company*4, affiliated companies of our parent company*5, associated companies of our parent company*6, our labor union, health insurance society, company in charge of welfare
Companies with staff secondment agreements with us
Appropriate fulfillment of the purpose of use of personal information listed in “Purpose of Acquisition and Use of Personal Information” in “1. Acquisition and Use of Personal Information”
Same as above
Personal Information of Family of Executives and Employees
Name, address, age, date of birth, gender, phone number and mail address, etc.
The company, our affiliated companies, our associated companies, health insurance society
Companies with staff secondment agreements with us
Appropriate fulfillment of the purpose of use of personal information listed in “Purpose of Acquisition and Use of Personal Information” in “1. Acquisition and Use of Personal Information”
Same as above
Personal Information of Employment Applicants
Name, address, age, date of birth, gender, phone number and mail address
Salary, bonus and retirement allowance
Face photograph
The company, our affiliated companies, our associated companies
The company, affiliated companies, associated companies
Appropriate fulfillment of the purpose of use of personal information listed in “Purpose of Acquisition and Use of Personal Information” in “1. Acquisition and Use of Personal Information”
Same as above
Personal Information of Retirees
Name, address, age, date of birth, gender, phone number and mail address
Salary, bonus and retirement allowance
Face photograph
The company, our affiliated companies, our associated companies
Appropriate fulfillment of the purpose of use of personal information listed in “Purpose of Acquisition and Use of Personal Information” in “1. Acquisition and Use of Personal Information”
Same as above
*1 *2 Click here for information on our subsidiaries and affiliated companies.
*3 IDs and user names for logging in to our information system.
*5 A company in which Citizen Watch holds a majority of the voting rights, excluding Citizen Machinery Co., Ltd.
*6 Companies in which our parent company (excluding us, our affiliated companies and our associated companies) directly or indirectly holds 20% or more of voting rights.
In the case of consignment of our business to a third party organization, we may disclose personal information to the consignee to the extent required for the fulfillment of our afore-mentioned business purpose . We will make necessary and appropriate supervision on the consignee in such cases.
We may disclose personal information to a third party in one of the following cases given below:
The case in which the principal agrees to disclosure;
The case in which exceptions are allowed by the Personal Information Protection Act, etc.;
The case in which a merger or other event results in the succession of our business;
After the preparation of anonymously processed information, if the necessity of the disclosure of the data to a third party arises, we will, in advance, publicize the title of the personal information contained in the data to be disclosed, together with the method of data disclosure. In addition, we will clearly indicate the data to be disclosed are anonymously processed information.
6. Disclosure and Correction, etc. of Personal Data in Possession
With regard to personal data which we possess, if you are the person concerned of the personal data, and if you request 1) disclosure (including disclosure of records provided by a third party), 2) notice of the purpose of use, 3) correction, addition or removal of contents, 4) suspension of use or deletion, or 5) suspension of provision to a third party (hereinafter collectively called “disclosure, etc.”) of your own personal information, you are kindly requested to follow the procedures given below.
You are kindly requested to fill in the “Request Form for Disclosure, etc.” given below, and enclose it together with return postage stamp of (2) below, and the document of (3) below, and send them, by registered mail, to the reference described at the end of the policy. (If you are a proxy specified in (4) below, you are kindly requested to enclose, on top of the above-mentioned requirements, the document to verify the status of the proxy as well as the document to prove the proxy’s identity as specified in the same (4).) Request Form for Disclosure, etc.
When requesting for disclosure, etc. of personal data and for a written response, you are kindly requested to enclose return postage stamp equivalent to 624 yen (actual cost incurred to you) for the cost of registered mail (reception is limited to the principal). Please note that the excess postage is not refunded. We appreciate your understanding that we are not able to entertain your request for disclosure, etc. in the case of absence or shortage of return postage stamp enclosed. If you wish to receive a response by e-mail, no fee is required. However, please fill in the exact e-mail address of the requesting person (or the agent if the request is made by the agent) on the “Request Form for Disclosure, etc.”.
You are also kindly requested to enclose your identity verification document(s) together with “Request Form for Disclosure, etc.”
Examples of identity verification documents
Identity Verification Documents
Matters to be Attended
Copy of Driver’s License
Name, face photo and present address must be described. It must be within the expiry date.
Copy of Passport
Name, face photo and present address must be described. It must be within the expiry date.
Certified Copy of Resident Register
Within 3 months from the date of issue.
Copy of Pension Book and Copy of Public Utility Charge Bills
(Copy of Pension Book) Name and present address must be described. It must be within the expiry date. (Copy of Public Utility Charge Bills) Bills of electricity, gas or water charge with the description of the principal’s name and address.
Copy of Health Insurance Card and Copy of Public Utility Charge Bills
(Copy of Health Insurance Card) Name and present address must be described. It must be within the expiry date. (Copy of Public Utility Charge Bills) Bills of electricity, gas or water charge with the description of the principal’s name and address.
Copy of Residency Card
Document to verify the status of residence in Japan. It must be within the expiry date.
*If your legal domicile is described in the copy of identity verification documents, you are requested to mask it (paint in black).
*We appreciate your understanding that we are not able to accept the copy of notice card or personal number card, stipulated in the Act of Use of Personal Identification Number in Public Administration Procedures, as identity verification documents.
If a proxy, on behalf of the principal, requests for the disclosure, etc. of personal data, the proxy is requested to enclose the document to verify the status of the proxy as well as the document to prove the proxy’s identity, in addition to the return postage stamp and the document specified in the above (2) and (3).
(Document to prove the proxy’s identity)
The identity verification document related to the proxy as mentioned in the above.
(Document to verify the status of proxy)
(1)
In the case of legal representative of minor or adult ward: Either of the followings is required. a. Copy of extract of family register of the principal. b. A certificate of registered matters specified in Article 10 of the Act of Guardianship Registration.
(2)
In the case of privately appointed proxy: The proxy is requested to enclose a letter of attorney to verify the status of the proxy with an impression of the registered seal of the principal (Please note it is not the registered seal of the proxy.) together with the principal’s seal registration certificate (Please note it is not the seal registration certificate of the proxy.).
In case of the request for deletion of, or suspension of use of personal information, we comply with the request only when we consider the situation corresponds to one of the followings.
a
The case where we use the relevant personal data beyond the scope of the purpose of use stipulated in the policy;
b
The case where we have acquired the relevant retained personal data in an improper manner.;
c
The case where we use the relevant retained personal data in an inappropriate manner.;
d
The case where we no longer need to use the relevant retained personal data;
e
The case where the relevant retained personal data becomes the subject of a leak or other incident that is subject to a report to the Personal Information Protection Committee;
f
The case where there is a risk that the rights or legitimate interests of the individual may be harmed by our handling of the retained personal data; and
g
Any other case where we deem it appropriate to suspend the use of or delete the relevant personal data.
As for the results of your request for disclosure, etc. of personal information, we will respond in writing by any of the following methods requested by the individual. (Please note that in the case of the request by the proxy, our reply is not sent to the principal, in principle, but to the proxy.)
by electronic mail; or
in writing.
Please also not that it may take time to answer in order to confirm the contents of the relevant personal data, and to ensure the accuracy of our reply.
The Request Form for Disclosure, etc. and the documents (3) and (4) are not returned. While the Request Form for Disclosure, etc. is properly kept by us, the documents (3) and (4) above are disposed of, upon the completion of the purpose of disclosure etc., by us and by appropriate means.
The personal information of the principal and the proxy obtained at the time of the request for disclosure, etc. is used to the extent required for corresponding to the request.
As for the scope of our disclosure, etc. of personal data, please note that we are able to handle only for the scope which we have due authority to do so.
We kindly ask for your understanding that we are not able to bear the cost of registered mail in (1) above.
7. Revision of the policy
In response to the revision, if any, of the Act on the Protection of Personal Information, etc., we will review our company regulations including the policy at any time, and suitably revise them as required in order to handle personal information, etc. in an appropriate manner. The revised policy will be posted on our website without delay.
8. Reference related to Request for Disclosure, etc. and the policy
Citizen Machinery Asia Co., Ltd. Human Resources Department 199 Mu 1 Phahon Yothin Road. Sanap Tuep Sub-District, Wang Noi District, Phra Nakhon Si Ayutthaya Province,13170,THAILAND Tel . 035-902640-2, 035-745136 Fax . 035-902644, 035-602643
