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About Personal Information Protection

Date of enactment: August 20, 2018

1. VANTEC HTS FORWARDING, LTD.'s Approach to Personal Information Protection

VANTEC HTS FORWARDING, LTD., (hereinafter called "this company") handles a variety of information including this company's own technology information and information obtained from our customers as global solution provider providing seamless services to global supply chains. Accordingly, this company has worked on establishing and implementing an information management system designed to respect the value of such information. Against this background, this company has prescribed rules and established a management system regarding personal information protection. It has also provided the personal information protection policy that is set out below, made sure that directors and employees know about it, and ensured there is appropriate protection of personal information in accordance with this policy.

2. Personal Information Protection Policy

  • 2.1. Formulation of Personal Information Protection Management Rules and Continuous Improvement of Personal Information Protection Management System
    This company 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. This company shall maintain and continue to improve these rules.
  • 2.2.Collection, Usage, and Provision of Personal Information and Prohibition of Use beyond Original Purpose
    In consideration of the fact that this company is entrusted with the customer's information in its business activities, this company 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. This company shall not use personal information for other than the purpose of such information, and shall take measures to prevent such misuse.
  • 2.3.Implementation and Corrective Actions of Safety Measures
    In order to secure the accuracy and safety of personal information, this company shall implement measures 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. In case some security issues are identified, this company shall immediately take actions to correct them.
  • 2.4.Compliance with Laws and Codes
    This company shall comply with Japanese laws and codes applicable to the protection of relevant personal information. Moreover, this company shall adapt its personal information management rules to comply with these laws and codes.
  • 2.5.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, this company shall respond in good faith respecting the rights of the individual pertaining to the personal information.

3. Scope of application

This document shall be applicable to all personal information that this company handle in our business operations.

4. Definition of personal information

Based on VANTEC HTS FORWARDING, LTD.'s Approach to Personal Information Protection and Personal Information Protection Policy, this company protects and manages personal information with the greatest care and to the best of its ability.
This company 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 a physical characteristics, property, occupation and status.

5. Collection/Usage Purpose and Provision to Third Party

  • 5.1.This company shall acquire and use personal information only within what is necessary for the following purposes. In addition, when this company requests personal information, collection/usage purpose shall be clarified in advance and customer's consent must be obtained.
    • 1)Execution of the contract between this company and a customer.
    • 2)Communication for business negotiations and meetings with a customer
    • 3)Provision of after-sales service to a customer
    • 4)Sending information on events and new services
    • 5)Response to various inquiries from a customer
    • 6)Analysis based on questionnaires to improve services
    • 7)Provision of personal information to this company's group companies involved in collaborative business activities with this company
    • 8)Provision of recruitment information to and communication with applicants for employment
  • 5.2.This company shall not provide personal information to any third party without obtaining consent in advance, except in the followings cases.
    • 1)Cases in which the provision of personal information is required by laws.
    • 2)Cases in which the provisions 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.
    • 3)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.
    • 4)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 in which obtaining the consent of the person might impede the execution of the operations concerned.
    • 5)Cases in which handling of personal information is commissioned to a third party within the scope of collection/usage purpose.
    • 6)Cases in which personal information is provided as a result of the take-over of business in a merger or otherwise.
    • 7)Cases in which this company provides information on board members 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 law.
  • 5.3.This company may provide personal information i.e., name, home and work addresses, phone number, fax number, e-mail address, to our group companies when required for joint projects. Under such circumstances, personal information is provided in print or electronic media. You are entitled to request us to stop providing your personal information to our group companies.

6. Use of Cookie and Web Beacon

Some parts of this company's website use cookies and Web beacons (clear GIFs) to enable you to access this website more conveniently. You can refuse to receive cookies or ask for the display of a warning message when you have received cookies by adjusting the settings of your web browser. For details, please refer to the Help function of your browser. You can also reject Web beacons by rejecting the reception of cookies. However, please understand that all or part of the services provided by our website may become unavailable if you refuse to receive cookies.


6.1. Cookie

This refers to information that is exchanged between a web server that manages a website and your browser. Cookies may be stored as files on your computer's hard disk. The use of cookies makes it possible for the web server to record information such as which pages on the website a particular computer has visited. However, note that we cannot identify who you are unless you enter your own personal information into the website.

6.2. Web beacon

This refers to technology that functions together with a cookie to enable us to determine how many times you have accessed a specific page. However, note that we cannot identify who you are unless you enter your own personal information when receiving cookies.

7. Requests for Personal Information Disclosure, Complaints or Consultation

When you request disclosure, correction, addition, deletion, suspension, suspension of provision to third parties, or notification of the purpose of use (hereafter, "disclosure, etc.") in regards to your personal information provided to this company, or when you wish to file complaints or receive consultation, please follow the procedures below.

  • 1)If you wish to request disclosure, etc. of the personal information you provided to this company, please refer to Requests Regarding Disclosure of Information.
  • 2)For complaints and consultation on our handling of personal information, please contact us via telephone, etc. at this contact window below.

8. Please Read

  • 8.1.You can use most of the services provided by this company without having to enter personal information. However, please be aware that there are some services that we cannot provide without receiving personal information from you.
  • 8.2.Please note that this company bears no responsibility for ensuring the security of your personal information in other companies' websites that are linked to our website.
  • 8.3.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, anyone aged 15 or younger shall personal information with the consent of his/her parent or guardian.

9. If You Are a Resident in EEA (European Economic Area), Please Refer This Article.

Here is a section to explain how to use and process your personal data In accordance with EU General Data Protection Regulation (No.2016/679) (“GDPR”) by this company. This company will be a controller of personal data, therefore this privacy policy explains how your data will be collected, processed, transferred and retained and your rights in respect of such data.

  • 9.1.Collection and Processing of Personal Data
    • 1)This company will collect personal data within the scope of forwarding business, including overseas moving business, and the business incidental thereto. In overseas moving business, this company will not collect personal data other than that an individual consent to this privacy policy. The main personal data to be collected is as follows; company name, department name, name, phone number, e-mail address, information on passport, credit card number, etc.
    • 2)The personal data will be processed for the following purpose; please refer the Article 5. “Collection/Usage Purpose and Provision to Third Party”
  • 9.2.Justification of Processing Data

    This company will process personal data based on one of legal bases provided for in the GDPR. There are three grounds most likely to be relevant to processing data within this company:

    • 1)The individual has given their consent to the processing;
    • 2)The processing is necessary for the performance of a contact;
    • 3)The processing is necessary for the purpose of legitimate interests of the data controller.
  • 9.3.Sharing Personal Data

    This company will not provide personal data to other parties with whom this company does not have a process agreement, except when legally required and permitted or when legitimately processed within the scope of the use according to the section 9.1 and 9.2.

  • 9.4.In Overseas Moving Business, Transfer of Personal Data to Outside the EEA

    In overseas moving business, providing personal data to this company whose headquarter is located in Japan will be transfer to outside the EEA. Outside the EEA, a country does not have the same data protection laws as the EEA and many of the rights provided in the EEA to the data subjects of the data will not be provided necessarily. Based on GDPR, sufficient measures concerning the protection of personal data are being implemented by this company, but consent of a customer is necessary for transfer. This company considers that a customer consents personal data transfer to outside the EEA in case where a customer applies by him/herself, or in case where, based on customer's consent, an alternate person provides customer's personal data on behalf of a customer or a partner company of this company provides customer's personal data through the certain route.

  • 9.5.Rights Regarding Your Personal Data

    As a data subject, you have different rights regard to your personal data. For example, you have the right to withdraw your consent, to request inspection, deletion, or correction of your data, to object to the processing your data, and the right of data portability.

  • 9.6.Technical and Organizational Measures

    This company has taken the following appropriate technical and organizational measures to protect your data from unlawful processing:

    • 1)People who can access data are limited and confidentiality is obliged.
    • 2)This company complies with a user name and password policy for systems access.
    • 3)This company protects personal data with password, if necessary.
    • 4)This company backups personal data in order to be able to recover it in the event of physical or technical incidents.
    • 5)This company regularly tests and evaluates the measures.
    • 6)This company's employees have been informed about the importance of the protection of personal data.
  • 9.7.Retention Periods

    This company does not store personal data longer than necessary for the purpose for which it was provided or required by law.

10. Special Notes

  • 1)Personal Information Protection Policy of this company shall be governed by Japanese law and other applicable laws.
  • 2)This company may revise this document, "About Personal Information Protection," to improve the handling of personal information, and/or in accordance with the revision of laws or ordinances, or other rules and regulations.
  • 3)The implementation of this document, "About Personal Information Protection," shall be on or after the issued date (including update date).
  • 4)If individual this company's website pages list their own personal information policy, or when they are linked to such policy, the provisions in this "About Personal Information Protection" shall supersede such policies.
  • 5)When you contact us by telephone, conversations may be recorded to ensure accurate response.

11. Contact us

For requests concerning disclosure of personal information, complaints, and any other inquiries regarding our personal information protection, please contact the following.

c/o Personal Information Protection Inquiry Office
1-8-10, Harumi, Chuo-ku, Tokyo
104-6027, Japan
Tel: +81-3-6864-6500
Click here to e-mail

Any personal information sent to this inquiry address is erased as soon as we respond to the inquiry. This company does not retain personal information.

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