PRIVACYPrivacy Policy

KVC Co., LTD.(our company as referred below) will establish and implement the following basic policies professionally in order to handle the personal information of customers and stakeholders related to our company.

Basic Policy

  1. 1.We will abide by legislation, rules, and regulations on Personal Information.
  2. 2.We will define the in-house rules necessary to protect Personal Information, establish programs to abide by those rules, and our directors and employees shall practice these rules and policies.
  3. 3.We will collect Personal Information according to appropriate methods in accordance with in-house rules, and only use that information limited to the scope for which the information was agreed for use, and never disclose or provide that information to a third party unless there is a suitable reason to do so.
  4. 4.We will take organizational, personnel, physical and technical safety measures, and policies necessary to prevent and correct unauthorized access to the personal information retained, as well as prevent loss, destruction, modification and leakage of personal information.
  5. 5.We will periodically audit how personal information is protected, and accordingly review in-house rules and management methods, as well as sustain suitable corrective policies, as necessary.
  6. 6.We will educate and train our directors and employees on protecting personal information and suitable ways to manage personal information, to thoroughly ensure that personal information is appropriately handled throughout daily business activities.
  7. 7.We will quickly confirm the identity of the requesting individual and take measures to accommodate the request and inquiry. In case we are requested to disclose, amend, terminate use, or delete personal information.

Personal Infomation

Personal information is information that can potentially identify one Individual, including name, address, telephone number, mail address, etc. For Those in the EEA (European Economic Area), are also abiding by the EU regulation of General Data Protection Regulation ("GDPR"). Customer information will be protected even the information possessed is not enough to identify one Individual. It can be easily combined with other information, therefore, personal information include things that can identify individuals.

01Matters concerning the purpose of the use of personal information

(1) In case of directly acquiring personal information other than in writing and indirectly acquire personal information, when obtaining personal information written directly from the person himself/herself.
The purpose of use will be indicated each time. But, When personal information is acquired directly or indirectly by other methods. We will handle it within the limits of the following purposes.

  1. ①Personal information about business partner:
    Direct mails on product information, Questionnaires, Catalog shipping, Offers, Orders, Manufacturing orders, Order confirmation, Invoices, Payment statements and IR materials, Delivery and collection of products, etc. and other contact and management related documents for accepting our reliability.
  2. ②Personal information about shareholders:
    Notice of Convocation of General Meeting of Shareholders, Reports, Notices of Resolutions and IR materials, etc., and necessary Communication and Management work in relation to Shareholders
  3. ③Personal information of employees:
    The necessary communication and management work in relation to employees

(2) Matters concering on the voluntariness of the person giving or not giving personal information to us.Submission of personal information is voluntary, but it is necessary for our company's business.
Therefore, due to insufficient / incorrect provision of information or refusal to provide services which hindered our business execution, we will not contact you. When troubles such as getting involved in crime or danger happened, you need to bear all the responsibility.

(3) Matters concerning the handling of entrusted personal information
Personal information deposited as a result of entrusting the data processing work by the computer from each of our business sites will be handled within the scope of the purpose of the business execution.

(4) Matters concerning acquisition by merger, company split, business succession
When we acquire personal information acquired from the other company through a merger, division company, or business succession carried out at our company, we may handle it within the purpose of use described in (1) above.

(5) Matters concerning shared use
The Group company may occasionally use personal information within the scope of the purpose of use described in (1) ① and ③ above.

02About third-party provision of personal information

We will properly manage the personal information acquired to achieve the purpose of use. We will not provide it to third parties without obtaining the consent of the individual concerned in advance. However, in the following cases, personal information may be provided without his/her consent, to the extent not contrary to the relevant laws and regulations.

  • * When based on laws and ordinances.
  • * In cases where it is necessary to protect human life, body, or wealth, and when it is difficult to obtain your consent.
  • * In cases where it is necessary to cooperate with the government agencies, local governments, or persons entrusted with them to carry out the affairs prescribed by laws and regulations. And it may hinder the execution of the case by obtaining the consent of the concerned person.

03Matters concerning procedures for responding to requests disclosure etc

For request of disclosure, content correction, deletion, suspension of use, and suspension of provision to a third party from the person or his/her agent related to the personal information subject to disclosure. We will respond by the following method.

(1) Matters for which disclosure is requested
For the items of personal information to be disclosed that we are subject to disclose, please contact the department in charge of our company below. Moreover, please describe the items that are sufficient to identify the disclosure target personal information subject to the prescribed application form. In addition, please also inform the secretariat if you need information that will contribute to the identification.

(Department in charge)
46-2, Nishinaka-cho, Nishinosho, Kisshoin, Minami-ku, Kyoto 601-8303, Japan
KVC CO.,LTD. Control Division
TEL: +81(0)75-321-3361

(2) Request for Disclosure
For requests for disclosure, please contact the department in charge of our company.

(3) Documents (forms) to be submitted upon request for disclosure etc.
In the case of requesting disclosure, we will enclose the following documents for confirming the identity after contacting us in advance by telephone or e-mail addressed to our department in charge.
Documents for identity verification(One of the following types of copy)

  • * Passprort;
  • * Driver's license;
  • * Insurance card of various insurance(Health insurance card holder);
  • * Insured person's certificate of long-term care insurance;
  • * Pension book;
  • * Certificate of residence;
  • * Also, we will inform you in advance, if we approved the documents as per the above documents;

(If you have changed your current address ,the following items are needed: a certificate of residence certifying the residential history, copy of the passport or permanent domicile certificate (do not need to copy the "Register of origin"), resident card, family register. Please enclose the one that was issued within 3 months.

(4) Request for disclosure etc. by proxy
Whether the person seeking disclosure is a statutory agent of a principal who is a minor or an adult ward or if he is an agent delegated by the principal for requesting disclosure etc. Please enclose the following documents in addition to the documents in the preceding paragraph.

A. In case of legal representative

* Documents for confirming the legal representation right (If you are a legal representative of an adult, you can also copy a certificate of registration matters, if you are a custodian, a copy of your insurance card filled with dependents)・・・1 Copy

B. In the case of an agent by delegation

  • * Power of attorney;・・・1 Copy
  • * Personal seal certificate;・・・1 Copy
  • * Documents for confirming that the agent is the agent himself / herself (A copy of an official document such as an agent's driver's license or passport)・・・1 Copy

(5) Fees required for disclosure and how to collect them
For each application 1,000 yen;
Please enclose the postal periodic small orders or postage stamps for 1,000 yen of money in the application documents. In addition, In case of fee shortage and the fee are not enclosed, we will contact you. But if there is no payment within the prescribed period, we will not follow up the case, and will refrain from further action in this regards.

(6) How to respond to requests for disclosure
We will reply in writing to the applicant's written application address.

(7) Purpose of use of personal information acquired concerning request for disclosure
Personal information acquired in accordance with the request for disclosure etc. will be handled only within the range necessary for requesting disclosure. In addition, documents submitted will be stored for 1 year after we ship the response document to the request for disclosure, then,we will destroy it. We will strictly manage storage and disposal based on our internal standards.

(8) Freedom of non-disclosure of personal information to be disclosed
In the following cases, we cannot disclose personal information. If we make such a decision, we will inform you in writing by attaching to the applicant's written application address with a statement to that effect and the reason. Also, in such cases, we will charge the above-prescribed fee as well.

  • * When we can not verify your identity, such as when the address stated in your application does not match the address stated in the documents for identity verification and the address that we recognize;
  • * In case of not being able to confirm proxy authority on application by proxy;
  • * When there is a deficiency in the prescribed application documents;
  • * In the case where the subject of request for disclosure does not correspond to the disclosed personal information;
  • * When there is a danger of harming the life, body, property or other interests of the person or the third party;
  • * When there is a risk of seriously hindering the proper implementation of our business;
  • * In case of violating other laws and ordinances;

04Matters concerning reception desk for complaint

For complaints concerning our company's handling of personal information, please contact us. Please note that we cannot accept your consultation by coming to our company directly without an official invitation.

(Complaint reception desk)
46-2, Nishinaka-cho, Nishinosho, Kisshoin, Minami-ku, Kyoto 601-8303, Japan
KVC CO.,LTD. Control Division
TEL: +81(0)75-321-3361
MAIL: kvc@kvc-kyoto.co.jp

CONTACT

Please contact us for any inquiries or questions about product information, quotations, quality, delivery and other.