Trusted Partners G.K. (“we”, “us”, “our”, “Trusted Partners” or “the Company”) acknowledges that it has an important duty as a business enterprise to protect the personal information provided by you to the Company. The Company will make every effort to protect such personal information through the accurate and safe handling thereof in accordance with this Privacy Policy as well as the Act on the Protection of Personal Information and their related regulations and guidelines.

1.      Collection of Personal Information

The Company may collect your name, date of birth, address, telephone number, email address, visa status, work history and other information provided in your resume etc. Such information will be collected only to the extent necessary for the purposes of use listed in Section 3 below, and only directly from you or from third parties* with your consent or by fair and appropriate means.

For sensitive personal information such as race, beliefs, medical history, criminal record, sexual orientation and activities relating to labor union, the Company will not collect such personal information unless it is directly collected with your consent or prescribed by laws and regulations.

*The collection from third parties include obtaining publicly available information (company information, industry information, specialized magazines, books, the Internet, etc.) and receiving information in good faith from the reputable people in the relevant industries etc.

2.      Management of Personal Information

The Company has established internal information management systems and database management procedures, and takes required and appropriate safety measures to protect the collected personal information against the risk of unauthorized access as well as the risk of loss, leakage, destruction, tampering, etc., of such personal information. The Company has also taken an appropriate action to ensure the secure traceability of access to personal information.

3.      Purposes of Use of Personal Information

The Company uses personal information for the following purposes:

·        Appropriate recruitment and worker dispatched labor/outsourcing services for job seekers and services particularly in the areas of recruitment and administrative processes (collectively called “Our Services”), where the Company performs candidate registration and job matching, and provides recruitment information to job seekers and relevant information to companies seeking workers.

·        Any service related to Our Services including: questionnaires on opinions and feedback to improve Our Services; notices about information of seminars, events, campaigns and Our Services; statistical processing of profiles of registrants to analyze and understand market trends; provision of appropriate responses to inquiries, complaints and consultations; work related to ensuring the secure traceability of the transfer of personal information with third parties; and other related services.

·        Recruitment and employment management operations for the employees of the Company. If any personal information is to be used outside the scope of the above purposes, then the Company shall notify you in writing or by any alternative means, and proceed such use only after obtaining your consent. The collected personal information will not be disclosed or provided to companies seeking workers or any third party without your consent. However, the personal information may be provided without the individual’s prior consent in the following circumstances:

1.      If the disclosure is necessary for the protection of your life, body, or property and it is difficult to obtain your consent thereto;

2.      If the disclosure is especially necessary for the protection for improving public health or promoting the sound growth of children and it is difficult to obtain your consent thereto;

3.      If the disclosure is necessary for cooperating with a state body, a local government, or those who are entrusted by such organizations in performing the services prescribed by laws and regulations and obtaining your consent is likely to impede the performance of such services;

4.      If the disclosure is requested by the court, public prosecutor’s office, police, bar association, Consumer Information Center, or other organization which has an equivalent authority of such organizations;

5.      If the disclosure is permitted under applicable laws and regulations.

4.      Disclosing your Personal Information to Third Parties

To the extent necessary or appropriate and without notifying you, we may disclose your Personal Information to external third parties in the following circumstances:

·        to third parties we employ to perform business functions and services on our behalf. Examples of service providers include providing payroll services to enable us to pay our employees and temporary workers who work on client premises; background screening and verification services; data storage facilities; hosting our Web servers; managing job posting applications via our third-party provider; analysing data and producing statistics and legal, accounting, audit and other professional services.

·        If engaged through Trusted Partners, processing of pay and other benefits related to your engagement may be processed by third parties in and outside Japan.

·        to government agencies if required by applicable laws or regulations.

·        to comply with applicable laws, the service of legal process, or if we reasonably believe that such action is necessary to: (a) comply with the law requiring such disclosure; (b) protect the rights or property of Trusted Partners or its group companies and it is difficult to obtain your consents in advance; (c) prevent a crime, protect national security or for fraud detection or prevention and it is difficult to obtain your consents in advance; or (d) protect the personal safety of individuals using our website or members of the public and it is difficult to obtain your consents in advance.

·        to third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them; and

·        to third-party IT consultants carrying out testing and development work on our IT systems, other service providers (including providers of relevant IT solutions) who we may appoint as data processors and who may be based outside of Japan where your data may be stored.

Where applicable, we will impose appropriate contractual, security, confidentiality and other obligations on to third party service providers and processors we have appointed, based on the nature of the services they provide to us. We will only permit them to process your Personal Information in accordance with the law and our instructions. We do not allow them to use your Personal information for their own purposes and when our relationship ends, we will ensure your Personal Information is securely returned or destroyed or anonymised so that you can no longer be identified.

5.      Outsourcing

The Company may outsource the handling of the collected personal information for its business such as mailing, statistical processing to analyze and understand market trends, etc., in the course of providing Our Services and running our employment management operations.

The Company will select outsourcing companies under strict conditions that guarantee that they maintain sufficient standards in protection of personal information. All outsourcing companies will sign a confidentiality agreement before they start providing their services and the Company will supervise them appropriately to secure the safe management of personal information.

6.      Association with SNS account

This website may allow you to sign in and associate your social network accounts (including LinkedIn) with the Company. By associating your account/s with the Company, you give us permission to access information that you have made available in such social network account/s. The Company will use the information in accordance with this Privacy Policy. Please refer to the policy of the connected destination website/s for detailed information about how they manage your information.

Reference Information:

LinkedIn Privacy Policy: https://www.linkedin.com/legal/privacy-policy

7.      Change, Disclosure, Correction and Deletion of Personal Information

The Company strives to keep the personal information accurate and up-to-date at all times. With respect to changing, disclosing, correcting, adding and/or deleting any personal information entrusted to the Company, discontinuance of any personal information by the Company, or in case of any questions regarding such personal information, the principal should get in touch with the contact desk below and/or the consultant in charge. The Company will take the necessary procedures accordingly only if it can confirm that the requester is the principal (if the Company makes any corrections or deletions, the Company will notify the principal in a reasonable and appropriate manner).

Contact Desk for Inquiring Personal Information:

Trusted Partners G.K.

Marunouchi Trust Tower Main 20F, Marunouchi 1-8-3, Chiyoda-ku, Tokyo, 100-0005,

Email: info@trustedpartners.jp

The Company will not return documents provided to it in order to receive Our Services to either the registrants or any third party under any circumstances. The Company may remove the personal information of registrants from its files without obtaining prior consent if it determines that such information no longer needs to be kept.

8.      Changes in the Privacy Policy

The Company reserves the right to change this Privacy Policy without obtaining prior consent from you when any amendment, change, addition or clarification is deemed necessary. In such event, you will be notified by the Company of the changes through postings on its website and/or through other appropriate means.

By using Our Services after such changes have been notified by such means, you are deemed to have agreed to the changes in the Privacy Policy.

9.      Cookies

Our website may use cookies (small data file that is saved a user’s device when the user visits a website) to improve the effectiveness of Our Services to you. You may able to turn off cookies on your browser; however, switching off cookies may restrict your use of our website.

In addition, we may use analytics and statistical tools including Google Analytics to improve the effectiveness of Our Services to you. Cookies information may be provided to such tool providers for the purpose of analytics.

For more information about cookies, please visit

https://www.microsoft.com/ja-jp/safety/terms/cookie.aspx

For more information about Google Analytics, please visit

https://www.google.com/analytics/terms/jp.html

10.  Disclaimer

Our website may provide links to other websites which are not operated by us for general information purposes. Trusted Partners will not be liable for any loss or damage whatsoever arising out of your use of any linked website.

Last updated: March 7, 2024