Kisho Kurokawa architect & associates

1. Name, Address, and Name of the Representative of the Business Operator Handling Personal Information
   KISHO KUROKAWA architect & associates
   Address: Kojimachi 4-chome Chiyoda-ku, 2-7 Tokyo Japan 1020083
   Representative Director: Kyoichi Nagata
   
   
   
2. Acquisition and Use of Personal Information
   In case of acquiring personal information, the Company shall disclose to the public or notify the provider of the purpose of use, and shall acquire such information properly.
   The Company shall utilize the acquired personal information properly within the scope necessary to achieve the purpose of use.
   
   
3. Purpose of Use of Personal Information and Retained Personal Data
   The Company shall use the acquired personal information and retained personal data (1) within the scope of its business and (2) within the scope of the purpose of use.
   
   (1) Scope of Business
   -Architectural design and supervision, Urban development planning, Reginal development planning, Civil engineering design and supervision business
   -Planning , general plan, survey and investigation related to each of the above busines
   -Investment and financing for the projects incidental to each of the above business
   -All business incidental to each of the above busines
   -General administrative works.
   (2) Purpose of Use
   1) Personal information and retained personal data of clients/customers and suppliers (or executives if the client/customer or supplier is an organization such as a corporation)
   -Performance of contractual obligations and exercise of contractual rights, including provision and acceptance of products and services,
   -Performance of activities required for business operations, including business communications and meetings and response to inquiries
   -Information on and provision of after-sales services for provided products and services
   -Public relations activities of the Company, including proposal of plans for products and services, provision of information about new products and services, and invitations to events and seminars
   -Implementation of questionnaire surveys concerning or associated with the above-mentioned business activities, and
   -Performance of various activities concerning or associated with the above.
   
   2)Personal information and retained personal data acquired for contracted works
   -Surveys, statistical data processing, analysis and confirmation, preparation of relevant documents, etc. for the performance of contracted works, and
   -Implementation of questionnaire surveys and public meetings for the performance of contracted works
   
   3)Personal information and retained personal data of applicants for employment
   -Provision of information about and acceptance of applications for recruitment activities such as seminars, events, and company briefings,
   -Administrative work concerning recruitment activities, including the selection of recruits, and notification of the selection process and result to applicants,
   -Provision of information on health check-ups and paperwork for employment, and employment management after employment,
   -Improvement of recruitment activities and selection process, and
   -Other administrative matters concerning or associated with the above.
   
   4)Personal information and retained personal data of executives and employees (including former employees)
   -Personnel management, including recruitment, employment contracts, management of temporary workers dispatched from agencies, identification cards, employment management, promotions and pay rises, management of qualifications, in-house portal site, and legal retention of personal information of former employees,
   -Salary management, including payment of salaries and settlement of expenses,
   -Welfare services, including employment insurance, employees' pension, group insurance, and life insurance,
   -Business registrations of Architectural design office, bidder qualification applications, and registration of supervising engineers and chief engineers,
   -Business and bidding activities, including application for TECRIS and submission of proposals,
   -ICT management, including Microsoft Office 365, bulk data transfer services, safety confirmation system, in-house systems, including core administrative processing systems, and in-house technology development,
   -Safety management, including on-site safety management and overseas travel management,
   -Emergency communications, including development and training of an emergency communication system, and communication in case of emergency, etc., and
   -Other administrative matters concerning or associated with the above.
   
   5)Personal information and retained personal data of shareholders (or executives in the case of a corporation)
   -Various formalities concerning exercise of the rights of shareholders based on the Companies Act,
   -Delivery of various documents from the Company based on the Companies Act,
   -Provision of information on business activities, including delivery of business reports,
   -Preparation of a shareholder database in accordance with the standards prescribed by applicable laws and regulations,
   -Management of General Meeting of Shareholders, and
   -Other administrative matters concerning or associated with the above.
   
   6)Personal information and retained personal data concerning specific personal information (personal information including individual number) stipulated by the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (My Number Act)
   -Preparation of withholding certificates,
   -Preparation and submission of declarations, notifications, and applications concerning property accumulation savings for house construction and property accumulation pension savings,
   -Notification, application, and requests for payment concerning health insurance, employees' pension insurance, and corporate pension,
   -Notification, application, and requests for payment concerning employment insurance,
   -Notification of Category III insured persons under the National Pension system,
   -Preparation and issuance of legal documents concerning financial instrument transactions of executive and employee shareholder associations for their members, and
   -Other administrative matters concerning or associated with the above.
   
   
4. Joint Use
   The Company shall use personal information jointly with others as described below.
   (1) Personal Data to be Used Jointly
   Data required to achieve the purpose of use, including name, date of birth, sex, address, telephone number, affiliation, position, and e-mail address
   (2) Scope of Persons Jointly Using Personal Data
   Employees of Nippon Koei Co., Ltd., and its group companies (see List of Group Companies for reference)
   (3) Purpose of Use
   Please refer to "3. Purpose of Use of Personal Information and Retained Personal Data"
   (4) Name, Address, and Name of the Representative of the Company Responsible for Management of the Said Personal Data
   KISHO KUROKAWA architect & associates
   Address: Kojimachi 4-chome Chiyoda-ku, 2-7 Tokyo Japan 1020083
   Representative Director: Kyoichi Nagata
   [Office responsible for managing personal information]
   Address: Kojimachi 4-chome Chiyoda-ku, 2-7 Tokyo Japan 1020083
   General Affair Department, KISHO KUROKAWA architect & associates
   Tel: +81-3-3238-8301
   
   
5. Provision to Third Parties
   In principle, the Company shall not provide personal information to any third party without obtaining the consent of the person concerned in advance. However, personal information may be provided to a third party without consent in the following cases: 1)Cases based on laws and regulations
   2)Cases in which there is a need to protect the life, body, or property of a person and when it is difficult to obtain the consent of the person concerned
   3)Cases in which there is a particular need to improve public health or promote the sound growth of children, and when it is difficult to obtain the consent of the person concerned, or Cases in which there is a need to cooperate with a central government organization or a local government, or a person entrusted by them to perform affairs prescribed by laws and regulations, and when there is a possibility that obtaining the consent of the person concerned would interfere with the performance of the said affairs.
   
   
6. Outsourcing of Personal Information Processing
   The Company may outsource the handling of personal information for certain business activities, in whole or in part, to a company with which it has concluded a non-disclosure agreement. The Company shall be responsible for the handling of personal information by the said company.
   
   
7. Security Control Measures for Retained Personal Data
   The Company has implemented the following measures for security control of retained personal data:
   (1) Formulation of Basic Policy
   -The Company has formulated a privacy policy prescribing compliance with applicable laws, regulations, and guidelines and establishment of contact points to ensure proper handling of personal information.
   (2) Formulation of Regulations on the Handling of Personal Data
   -The Company has formulated in-house regulations, including "Information Management Regulations" and "Detailed Provisions of the Management of Personal Information," stipulating the methods of handling personal data and responsible persons at each stage of data acquisition, use, storage, and provision.
   (3) Organizational Security Control Measures
   -The Company has appointed a responsible person at each stage of handling of personal data, defined the scope of employees who can access personal data, and established a reporting and communication system to inform the above-mentioned responsible persons in the event of suspected or confirmed leakage of personal information.
   -The departments and management departments in charge of the handling of personal data conduct regular checks of data handling and General Affair Department audits the said checks.
   (4) Security Control Measures for Employees
   -The Company provides employees with training in the management of information, including personal information.
   -The Company requires new employees to submit a written oath concerning information management in a form prescribed by the Company. When an employee resigns from the Company, the Company confirms that the said employee has returned confidential information, including personal information, to the Company and requires the resigning employee to submit a written oath on confidentiality obligation in a form prescribed by the Company.
   (5) Physical Security Control Measures
   -The Company controls entry to and exit from office buildings and the offices therein, confirms that all doors and windows are locked, and patrols the office buildings appropriately.
   -The Company prevents theft or loss of personal information by limiting unnecessary taking of such information outside the Company,
   -The Company has taken appropriate security measures against theft or loss of portable information devices and memory media.
   (6) Technological Security Control Measures
   -The Company provides each employee with an individual ID and password to log in to the in-house network and limits the scope of employees who can access information, including personal information.
   -The Company has taken measures to prevent unauthorized access to the in-house network by third parties, including measures against malware such as computer viruses.
   
   
8. Requests for Disclosure, etc. of Retained Personal Data
   Please contact the Contact Point in "10." below regarding requests for disclosure of the purpose of use and content of retained personal data, correction/addition/deletion and disuse/erasure of such data, discontinuation of provision of such data to third parties and disclosure of records of provision to third parties.
   However, the Company shall refuse data disclosure in any of the following cases.
   1)Cases in which it is impossible to confirm the identity of the applicant, for example, because of discrepancy between the name and/or address on the application form and on the identity verification document,
   2)Cases in which the application is made by an agent but his/her authority of representation cannot be confirmed,
   3)Cases in which the entries on the application form are incomplete,
   4)Cases in which the personal data of the applicant are not retained or the retained personal data of the applicant are not subject to disclosure,
   5)Cases in which disclosure may harm the life, body, property, or other rights and interests of the applicant or a third party,
   6)Cases in which disclosure may have a serious negative influence on the proper business operations of the Company, or
   7)Other cases that violate laws and regulations.
   
   
9. Contact Point for Inquiries and Complaints Concerning Handling of Personal Information
   Please address inquiries and complaints regarding the Company's handling of personal information to the contact point below.
   [Contact Point]
   General Affair Department, KISHO KUROKAWA architect & associates
   Address: Kojimachi 4-chome Chiyoda-ku, 2-7 Tokyo Japan 1020083
   Tel: +81-3-3238-8301
   
   
   
   

Established 21 January 2022

Revised 31 March 2022