Handling of Personal Information

HOYA Digital Solutions Co., Ltd. (Hereinafter referred to as "we".) complies with the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (Hereinafter referred to as "Number Act".), the Guidelines on the Proper Handling of Specific Personal Information (Business Operators), the Act on the Protection of Personal Information (Personal Information Protection Act), and the guidelines of each ministry and agency regarding the handling of Individual Numbers and Specific Personal Information (Hereinafter referred to as "Specific Personal Information".).

Purpose of use

We will use the provided specific personal information for the following purposes.

  1. Specific personal information of business partners

    • Preparation of payment records stipulated in the Income Tax Act, such as payment records related to remuneration, fees, and contracts
  2. Specific personal information of shareholders

    • Preparation of payment records regarding dividends and distribution of surplus
  3. Specific personal information of our employees, etc.

    < Tax >

    • Withholding record preparation affairs
    • Preparation of application for (change in) exemption for dependents of employment income earner, application for exemption for insurance premiums, and application for special exemption for spouses of employment income earners
    • Preparation of salary payment reports
    • Preparation of Notification of Change of Salaried Workers Pertaining to Special Collection of Salary Payment Report
    • Preparation of application form for switching to special collection
    • Preparation of Payment Record for Retirement Allowance Recipients
    • Preparation of returns on retirement income
    • Preparation of application form, notification form, and preparation of application form concerning savings in property accumulation housing and property accumulation pension
    • Defined contribution pension notification, application / billing work
    • Provision, with regard to a person who is a member of a member shareholding association, to said shareholding association for the purpose of preparation of a payment record by said member shareholding association
    • Other tax affairs stipulated in Article 9 of the Number Act

    < Social insurance >

    • Health insurance, employee's pension insurance notification, application and claim procedures, etc.
    • National pension No. 3 notification procedure
    • Preparation of notification of employment insurance and industrial accident insurance, application and claim, certificate
    • Other work related to social insurance as prescribed in Article 9 of the Number Act
  4. Specific personal information, etc. of spouses and relatives, etc. of our employees, etc.

    < Tax >

    • Preparation of tax withholding
    • Preparation of application for (change in) exemption for dependents of employment income earner, application for exemption for insurance premiums, and application for special exemption for spouses of employment income earners
    • Preparation of salary payment reports
    • Other tax affairs stipulated in Article 9 of the Number Act

    < Social insurance >

    • Health insurance, employee's pension insurance notification procedures
    • National pension No. 3 notification procedure
    • Other affairs concerning social insurance as prescribed in Article 9 of the Number Act

Matters concerning safety management measures

We shall separately establish and comply with the "Personal Number and Specific Personal Information Handling Regulations" in order to prevent leakage, loss or damage of specific personal information, etc. and to manage other personal numbers appropriately.

Handling of Entrustment

We may entrust the handling of Specific Personal Information, etc. to a third party. In this case, we shall exercise necessary and appropriate supervision over outsourcees in accordance with the Numbers Act and the Personal Information Protection Act.

Continuous improvement

We shall endeavor to continuously improve the handling of Specific Personal Information, etc.

Disclosure of Specific Personal Information, etc.

We shall respond without delay to any request by a principal or his/her agent for disclosure of retained personal data pertaining to the said specific personal information, etc., except for the following items.

  • When there is a risk of harming the life, body, property or other rights and interests of the person or a third party
  • When there is a risk of causing a serious hindrance to the proper execution of the business of our company
  • When it violates laws and regulations

For inquiries regarding disclosure of specific personal information, etc., please refer to the following.

6th Floor, Nakano Central Park South, 4 -10 -2 Nakano, Nakano-ku, Tokyo 164 -8545
HOYA Digital Solutions Co., Ltd. Specific Personal Information Handling Office
TEL: 03-5913-2304

Enactment date December 1, 2015
HOYA Digital Solutions Co., Ltd.