Privacy Policy

I. Personal Information Protection Policy

VANTEC CORPORATION

Takuji Hisamatsu,
President & Representative Director
Established: August 1, 2012
Revised: April 1, 2022

As a global solution provider offering seamless services throughout the entire global supply chain, VANTEC Corporation (hereinafter, "VANTEC") handles a variety of information including in-house technical information as well as information obtained from our customers. Accordingly, VANTEC has strived to establish and implement an information management system that respects the value of such information.

In light of this background, VANTEC has prescribed rules and established a management system regarding personal information protection; prescribed the personal information protection policy laid out below and informed directors and employees, while taking measures to grant general public an easy access to the information. Moreover, VANTEC strives to protect personal information appropriately according to this policy.

(1) Formulation of Personal Information Protection Management Rules and Continuous Improvement of Personal Information Protection Management System

VANTEC shall formulate and implement personal information protection management rules in order to raise awareness for the importance of personal information among directors and employees, and to appropriately use and protect personal information. VANTEC shall maintain and continue to improve the system.

(2) Collection, Usage, and Provision of Personal Information and Prohibition of Use beyond Original Purpose

In consideration of the fact that VANTEC is entrusted with the customer's information in its business activities, VANTEC shall establish a management system for personal information protection specific to each operation, and appropriately handle the collection, usage and provision of personal information according to the established rules. VANTEC shall not use personal information for other than the purpose of such information, and shall take measures to prevent such misuse.

(3) Implementation and Corrective Actions of Safety Measures

In order to secure the accuracy and safety of personal information, VANTEC shall implement reasonable security measure such as managing access to personal information, restricting the means for external use of personal information, and preventing unauthorized external access in compliance with the rules for information security, and thereby prevent the leakage, loss, alteration, or destruction of personal information. Furthermore, in the event a security issue is found, VANTEC shall identify the cause and take action to correct it.

(4) Compliance with Laws, Regulations and Norm

VANTEC shall comply with laws and regulations, guidelines specified by the Japanese government, and other norms related to the protection of relevant personal information. Moreover, VANTEC shall adapt its personal information management rules to comply with these laws, regulations and norms.

(5) Respect for the Rights of the Individual Concerning Personal Information

When the individual requests for his or her personal information to be disclosed, corrected, or deleted, or seeks to prevent the use or provision of such information, VANTEC shall respond in good faith respecting the rights of the individual pertaining to the personal information.

[Personal Information Protection Manager]

　　Division Director, HR & GA Division, VANTEC CORPORATION

[Inquiries about the Personal Information Protection Policy]

　　Personal Information Protection Inquiry Office within the HR & GA Division, VANTEC CORPORATION

　　Tel: 81-(0)45-306-5233

　　Business hours: 9:00-17:30 (excluding weekends and public holidays)

Note) Please inquire via “14. Contact Us” below for requests regarding the handling of personal information and disclosure of retained personal data, as well as for complaints, consultations, and other inquiries related to personal information.

II. Handling of Personal Information

1.Definition of Personal Information

Based on VANTEC's Approach to Personal Information Protection and Personal Information Protection Policy, VANTEC protects and manages personal information with the greatest care and to the best of its ability.
VANTEC shall define that personal information means information about individuals, including the name, birth date and other descriptions about them, or a number, symbol, code, image or sound designated to them, that identifies the individuals (it shall also include information that cannot identify individuals by itself but can be easily matched with other information to thereby identify individuals). In addition, it shall not be limited to personal identifiers, but shall include any information that indicates a fact, recognition, and assessment about the attribute of individuals, including physical characteristics, property, occupation and status.

2. Scope

This Privacy Policy sets forth the handling of all personal information on you, our customers and business partners that we handle in our business operations.

3. Purpose of Use of Personal Information

VANTEC shall use personal information obtained from you, our customers, and business partners only to the extent necessary to achieve the purposes listed in the following table. When we acquire personal information, VANTEC shall notify you of the purpose of use or publicly announce the purpose of use, except in cases where VANTEC has publicly announced the purpose of use. However, VANTEC shall not notify you of the purpose of use or publicly announce the purpose of use if any of the following cases applies.

Cases in which notifying you of the purpose of use or publicly announcing it may harm the life, body, property, or other rights or interests of you or a third party
Cases in which notifying you of the purpose of use or publicly announcing it may harm the rights or legitimate interests of the organization concerned
Cases in which it is necessary for cooperating with a national agency or local authority in the performance of its duties under laws and regulations, and in which notifying you of the purpose of use or publicly announcing it may impede the performance of such duties
Cases in which it is recognized that the purpose of use is clear from the circumstances of acquisition

In cases where personal information is directly provided to us, we will clearly state the purpose of use and other matters necessary for acquisition, and obtain the consent of you, the customer, or business partner, as necessary.

No.	Category	Purpose of use
1	Logistics operations	To perform contracted services related to transportation and delivery, cargo handling, storage, packing, distribution processing, relocation/moving, import/export, storage rooms, and other logistics services, as well as to perform related services, communications, reporting, inquiries, etc., and to perform contracts entered into with you, customers, and business partners
2	Sales operations	To conduct business negotiations, meetings, and proposals with you, our customers, and business partners, and communicate for these To send information on events and new services to you, our customers, and business partners To conduct questionnaires and survey analysis and service improvements for you, our customers, and business partners To provide after-sales service to you, our customers, and business partners
3	Business partner information	To conclude worker dispatch contracts, to manage dispatched workers at the dispatch source and destination, and to provide education for dispatched workers To conduct business communication and work management with employees of outsourcing companies, safety management, and education thereof To respond to requests for disclosure, provision, submission, etc. from clients, prime contractors, etc. within the scope of business execution based on contracts
4	Information on employees and their family members	To conduct employment management such as personnel and labor management, payroll management, human resource development, welfare benefits, and social insurance procedures To conduct employee health management, safety management, man-hour management, quality control, employee training, advertising and publicity operations, information sharing and communication within the LOGISTEED Group, and other management and associated actions necessary to handle personal information in the course of business operations
5	Recruitment operations	To implement work experience through internships, etc. To manage entries from applicants through company information sessions, recruitment media, etc. To manage recruiting operations, such as providing interview information to applicants, conducting recruitment screening, communicating regarding recruitment, and performing various pre-employment procedures To perform recruiting-related services within the LOGISTEED Group based on outsourcing contracts
6	Retired employee information	To send various communications after retirement related to corporate pension, social insurance, and other employment management matters To manage and operate alumni associations, etc. within the LOGISTEED Group To manage records of work, salary, health information, etc. during employment To respond to inquiries such as those on social insurance procedures, etc.
7	Shareholder information	To perform administrative work related to shares
8	Security (surveillance) camera video information	To conduct security management To conduct safety management
9	Video and audio information obtained through drive recorders, etc.	To avoid problems such as violations and lawsuits by clarifying the cause of accidents To analyze the cause of accidents, formulate recurrence prevention measures, and provide education and guidance To provide individual guidance for safe driving operation by utilizing video and audio information
10	Information obtained through system services, etc.	To sell, provide, and operate system services developed by the LOGISTEED Group To improve services by analyzing and improving the above systems, etc. To research and develop new solution systems, etc.
11	Other than the above	To respond to various inquiries and other correspondence addressed to VANTEC

Of the above, personal information provided based on outsourcing, personal information provided to third parties by companies, organizations, etc. based on the consent of the individual, and security (surveillance) camera information obtained by announcing the purpose of use do not fall under VANTEC’s retained personal data, as we do not have the authority to respond to requests for disclosure, etc.

4. Provision and Outsourcing of Personal Information to Third Parties

VANTEC shall not provide personal information to any third party without obtaining consent in advance, except in the following cases.

Cases in which the provision of personal information is required by laws and regulations.
Cases in which the provision of personal information is necessary for the protection of life, body or property of an individual, and in which it is difficult to obtain the consent of the person.
Cases in which the provision of personal information is especially necessary for improving public health or promoting sound growth of children, and in which it is difficult to obtain the consent of the person.
Cases in which the provision of personal information is necessary for cooperating with the government, local authorities, or an individual or entity entrusted by them in executing the operations prescribed by laws and regulations, and in which obtaining the consent of the person might impede the execution of the operations concerned.
Cases in which handling of personal information is commissioned to a third party within the scope of collection/usage purpose.
Cases in which personal information is provided as a result of the take-over of business in a merger or otherwise.
Cases in which VANTEC provides information on officers and shareholders contained in the information about their respective corporate body or other organizations, and that such information has already been disclosed by the person, corporate body or other organizations in compliance with the laws and regulations.

VANTEC may outsource the handling of personal information within the scope necessary for the purpose of use of personal information. We will establish our own standards for the selection of subcontractors and conduct screening, and at the same time implement appropriate supervision and management of subcontractors.
In addition, we will use personal information entrusted by customers within the scope of operations stipulated in outsourcing contracts, and will clarify in the contract how personal information will be handled at the end of the outsourcing contract.

5. Joint Use of Personal Information

VANTEC may jointly use personal information (excluding specific personal information) to the extent necessary to achieve the purpose of use of personal information as follows.

Joint use within the LOGISTEED Group

No	Category	Content
1	Purpose of joint use	Purposes of use related to logistics operations and sales operations Mutual support for logistics operations; joint promotion of business strategy planning, sales proposals, business operations, etc.; sharing of customer information, etc. necessary for business operations; and development and operational management of system services Purposes of use regarding business partner information Management of dispatched workers and outsourcing companies, etc. by LOGISTEED, joint promotion of education and guidance for business partners, and business partner management services Purposes of use concerning information, etc. on employees (including retired employees) and their family members Handover of personnel and labor management operations of seconded employees, etc.; and employment management services (including shared services); development, operation, and use of unified systems for the LOGISTEED Group; human resource development and public relations activities as Group strategies; strengthening of Group governance; sharing of company information to strengthen the organizational capabilities of the LOGISTEED Group; and promotion of other measures necessary to improve efficiency and promote strategic issues through Group management Purposes of use related to recruitment operations Introducing and mediating employment applicants to LOGISTEED Group companies based on their requests; joint promotion of recruitment activities within the LOGISTEED Transport System Group; and recruitment-related services (including shared services)
2	Scope of joint users	LOGISTEED Group companies and health insurance associations LOGISTEED Group companies belong to. Joint users will be limited to the minimum number of users necessary for the execution of business within the scope of the purpose of joint use in 1 above.
3	Items subject to joint use	Personal information necessary for the achievement of the purpose of joint use described in 1. above. Customer information (company name, address, name of person in charge, title, telephone number, etc.), delivery destination information (address, name, telephone number, etc.) Information on employees of cooperating companies (name, age, qualifications and licenses, telephone number, etc.) Information on employees (including retired employees) of LOGISTEED Group companies and their family members(name, department, title, address, employee number, system registration ID, e-mail address, career information, image/video information, audio information, information on family members, etc.) Information on employment applicants (entry information such as school name, name, address and contact information) VANTEC will not share specific personal information with any third party, except in cases where the sharing of specific personal information is permitted by laws and regulations.
4	Person in charge of management of joint use	General Manager, Information Security Office, LOGISTEED, Ltd. Address: 2-9-2 Kyobashi, Chuo-ku, Tokyo 104-8350, Japan (Representative of the corporate entity: Hiroaki Takagi, Representative Director, President and Chief Operating Officer (COO))
5	Inquiries concerning this joint use	Information Security Office, LOGISTEED, Ltd. Tel: 81-(0)3-6263-2822　Business hours: 9:00-17:30 (excluding weekends and public holidays)

Joint use with partners outside the LOGISTEED Group

No	Category	Content
1	Purpose of joint use	Under the Smart & Safety Connected Vehicle (SSCV) system provided by LOGISTEED Group, personal information may be used jointly with a partner only when the LOGISTEED Group uses an external system, etc. owned by a non-group partner to build systems and provide services.
2	Scope of joint users	GO Inc. a non-LOGISTEED Group company partner established under an agreement for the joint development and operation of SSCV.
3	Items subject to joint use	Personal information necessary for the establishment and operation of solution systems and provision of services (video information, audio information, etc.).
4	Person in charge of management of joint use	General Manager, Information Security Office LOGISTEED, Ltd. Address: 〒104-8350 2-9-2 Kyobashi, Chuo-ku, Tokyo (Corporate Representative: Yasuo Nakatani, Representative Director, Executive Chairman, President and CEO)
5	Inquiries concerning this joint use	General Manager, Information Security, LOGISTEED, Ltd. Tel: 03-6263-2822 Business Hours: 9:00 - 17:30 (except Saturdays, Sundays and holidays)

6. Handling of Specific Personal Information

VANTEC will comply with the “Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures” (hereinafter, “Numbers Act”), the “Act on the Protection of Personal Information” and the “Guidelines for Proper Handling of Specific Personal Information (for Private Entities).”
In addition to the “Personal Information Protection Policy,” VANTEC will establish a “Basic Policy on the Proper Handling of Specific Personal Information” to ensure the proper handling of specific personal information.
VANTEC shall acquire and use specific personal information to the extent necessary to achieve the purposes of the administrative procedures for social security, tax, and disaster countermeasures stipulated in each item of Article 9 of the Numbers Act.
The main scope of use of the specific personal information handled by VANTEC is as follows.

Administration in which VANTEC receives specific personal information from employees, etc. and submits it to the district tax office director, the mayor of the municipality, the Japan Pension Service, etc. by stating it in necessary documents such as withholding tax certificates for salaries and retirement income, reports of salary payment, notification of employment insurance, and various statutory reports such as notification of acquisition of health insurance and employee pension insurance eligibility
Administration in which VANTEC receives specific personal information and submits it to the district tax office director by stating it in various payment records, such as records of payment of remuneration, fees, etc., records of payment of dividends, distribution of surplus, and interest on funds, payment report for real estate rentals, etc., and records of payment of consideration for the transfer of real estate, etc.
Performance of administration entrusted to VANTEC by administrative agencies, etc. or other business operators to handle specific personal information

VANTEC will not provide your specific personal information to any third party, except in cases where specific personal information is stipulated by laws and regulations, etc. We also do not jointly use such information. However, we may provide specific personal information in cases falling under any of the items set forth in Article 19 (Restrictions on Provision of Specific Personal Information) of the Numbers Act.
VANTEC may outsource the handling of specific personal information within the scope of the purposes of use stipulated by laws and regulations, etc.
If you wish to request disclosure, correction, addition, deletion, suspension of use, suspension of provision to a third party, or notification of the purpose of use of specific personal information held by VANTEC, or if you wish to make a complaint, please follow VANTEC's “ Requests for Personal Data Disclosure, Complaints or Consultation.”

7. Security Management Measures for Proper Handling of Personal Information

In order to engage in the proper handling of personal information as an organization, VANTEC has established a Personal Information Protection Policy and formulated internal regulations such as Personal Information Protection Management Rules and Guidelines in accordance with said policy.
In addition to the maintenance of such regulations, we take specific security management measures to prevent leakage, loss, or damage of personal information from the following five aspects (organizational, human, physical, technical, and understanding of the external environment) when actually handling personal information.

Security management measures	VANTEC’s initiatives
Organizational measures	Appointment of a person responsible for the handling of personal information, and maintaining a reporting and communication system in case of personal information leaks or any other facts or signs of non-compliance with laws or handling rules Conducting periodic self-inspections and audits of the status of handling of personal information
Human measures	Regularly educating all employees on compliance issues related to the handling of personal information Prescribing confidentiality of personal information in Rules of Employment, etc.
Physical measures	In areas where personal information is handled, implementing access control and restrictions on equipment, etc. brought in, in addition to measures to prevent access to personal information by unauthorized persons Implementing measures to prevent theft or loss of equipment, external storage media, and documents used to handle personal information, in addition to restrictions on the means by which personal information may be taken out
Technical measures	Implementing management of access rights and limiting the scope of persons in charge and personal information databases, etc. handled Building a system to protect information systems handling personal information from unauthorized access from outside or unauthorized software
Understanding of the external environment	Implementing security control measures based on regular collection and tracking of the following information regarding the personal information protection systems of transfer destinations Details of the establishment of systems and implementation of measures for the protection of personal information at transfer destinations to which information is provided The name of the country in which the transfer destination is located and the systems for protecting personal information in that country, in addition to whether or not there are any systems in that country that may affect the implementation of the measures in 1)

8. Systems for the Protection of Personal Information in Foreign Countries

VANTEC may provide personal information to a third party in a foreign country through outsourcing, etc. of a part of our operations handling personal information. We use appropriate and reasonable methods to confirm the personal information protection systems of the country to which the personal information is transferred, such as through the website of the Personal Information Protection Commission.
“Survey on Systems for the Protection of Personal Information in Foreign Countries”

9. Use of Cookie and Web Beacons

Cookies and web beacons (clear GIF s) are used on some parts of our website to offer more convenient web experience.
You can set to refuse a cookie or to display a warning message when you receive it by adjusting the web browser setup. For more details, please refer to the instructions of your web browser. Moreover, you can reject web beacons by refusing the receipt of cookies.
However, please understand that you may not be able to use all or part of the services VANTEC provides on our website if you refuse the receipt of cookies.

Glossary

(1) Cookie

Refers to information exchanged mutually between a web server that controls the website and your web browser. Cookies may be stored as files in your computer disk. If you use a cookie, the web server can track and record information about which pages in the website the particular computer has visited, etc. However, unless you enter your personal information on the website, we cannot identify who you are.

(2) Web beacon

Refers to technology that functions with a cookie and can find out how many times a particular page has been viewed. However, unless you enter your personal information when receiving cookies, we cannot identify who you are.

10.Treatment of Complementary Rules on the Handling of Personal Data Transferred from within the EU by Adequacy Decision

Please confirm the following details regarding the handling of personal data of individuals, customers, and business partners residing in one of the EEA member countries, i.e., European Union (EU) member countries, Iceland, Liechtenstein, and Norway, when such data is acquired and transferred in Japan.
The European Commission has decided on the adequacy of data protection in Japan. Based on this, VANTEC adheres to complementary rules for the handling of personal data and appropriately manages transferred personal data.
You, our customers, and business partners may request VANTEC to access their respective personal data and to correct or delete inaccurate personal data. For details, please inquire using the following contact.

11. Request for disclosure of retained personal data, disclosure of records of provision to third parties, complaints, requests for consultation

When you request disclosure (including disclosure of records related to provision to third parties), correction, addition, deletion, suspension of use, erasure, suspension of provision to third parties, or notification of the purpose of use (hereafter, "disclosure, etc.") in regards to your personal information provided to VANTEC CORPORATION and disclosure of records provided to third parties (excluding, however, personal information that we do not have the authority to respond to requests for disclosure, such as personal information provided based on outsourcing, personal information provided to third parties by companies, organizations, etc. based on your consent of the individual, and security (surveillance) camera information obtained by announcing the purpose of use), or when you wish to file complaints or receive consultation, please follow the procedures below.

Request procedure

If you wish to request disclosure, etc. of the personal information you provided to VANTEC CORPORATION, please contact us using the contact details provided in Contact Us below.
We will send you by mail a set of necessary documents including a “Request Form for Notification/Disclosure, etc. of Purpose of Use of Retained Personal Data.”
Please fill in all the necessary items on the “Request Form for Notification/Disclosure, etc. of Purpose of Use of Retained Personal Data” and other necessary documents, attach documents to verify your identity (“Identification Documents”) and proof of fee payment, and send these to the address below by “recorded delivery mail.”

Fees

A fee of 800 yen will be charged for disclosure of personal information (including disclosure of records related to provision to third parties) and notification of purpose of use. For details, please refer to the enclosed “How to Pay the Fee.” Note that no fee is charged for correction, addition, deletion, suspension of use, erasure, or suspension of provision of personal information to third parties.

For complaints and consultation on VANTEC’s handling of personal information, please contact us via telephone, etc. using the contact details below.

12.Please Read

While most of VANTEC's services can be used without requiring your personal information, please note that there are some services that are not available unless your personal information is submitted to us.
Please note that VANTEC is not responsible for the security of your personal information in any non-VANTEC websites linked to the VANTEC website.
When you enter your personal information on VANTEC website, you are required to agree to the purpose of use, etc. specified on the VANTEC website. Otherwise, you may not use our services (including inquiries). In addition, if you are aged 15 or younger, please enter your personal information with the consent of your parent or guardian.

13. Special Notes

Personal Information Protection Policy of VANTEC shall be governed by the laws of Japan.
VANTEC may revise this document, "Privacy Policy," to improve the handling of personal information, and/or in accordance with the revision of laws and regulations or other norms.
The implementation of this document, "Privacy Policy," shall be on or after the issued date (including update date).
If individual VANTEC website pages list their own personal information policy, or when they are linked to such policy, the provisions in this "Privacy Policy" shall supersede such policies.
When you contact us by telephone, conversations may be recorded to ensure accurate response.

14. Contact Us

For requests concerning disclosure of personal information, complaints, and any other inquiries regarding our personal information protection, please use the following contact.
4F Minatomirai Center Building, 3-6-1 Minatomirai, Nishi-ku, Yokohama, Kanagawa 220-0012 Japan
Personal Information Protection Inquiry Office, VANTEC CORPORATION

Tel：045-306-5233
Business hours: 9:00-18:00 (excluding weekends and public holidays)
* This is not an inquiry contact for VANTEC’s products and services.

Established: March 1, 2006
Revised: Dec 1,2023

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