Privacy Policy
Guidelines on the Protection of Personal Information
1. abide by laws and rules,
2. comply with internal regulations and rules,
3. adhere to corporate ethics, and
4. act in conformity with the corporate vision.
These are not limited to legal compliance but extend to ethical compliance; a set of ethics guidelines representing values that must be shared with all relevant people, companies, shareholders, and society at large.
1. identify the purpose of using personal information before acquisition and will not use it for any other purpose, nor will we use or provide it beyond the limits agreed on by the customer;
2. be fully aware of the risks of leakage, loss, and damage of personal information in our possession and will take appropriate preventive and corrective measures;
3. comply with laws and regulations, national guidelines, and other norms on protecting personal information;
4. regularly review our management systems for protecting personal information and continue to improve them to ensure they are effective; and
5. respond to complaints and consultations regarding personal information.
Incidental to the enactment and enforcement of the Personal Information Protection Act, we declare our policy as prescribed in this code of ethics:
(1) Disseminating among employees the laws and regulations that must be complied with and implementing them
(2) Developing a compliance system
(3) Inspecting implementation status and providing penalties for violations
(4) Regularly reviewing and continuously improving these items
Revised on December 28, 2021
Itaru Kobayashi, Representative Director
Farmind Corporation
Handling of Personal Information
Personal information of customers
- To process payment for products and services purchased and ship them
- To respond to inquiries about products and services
- To select winners of the campaigns we conduct, ship prizes, provide campaign information, and respond to inquiries
- To provide information on new products, services, and campaigns via catalogs, direct mail, social media services, etc.
Personal information of officers and employees of business partners and other companies
- To promote sales of our products and make proposals to stores
- To process transactions, from receipt of orders to billing and payment
- To respond to inquiries about products and services
Personal information of shareholders
- To exercise rights and perform obligations under the Companies Act and other laws and regulations
- To provide information about the Company, including business reports
- To manage shareholders under various laws and regulations
Personal information of government officials
- To make communication, reports, inquiries, etc. necessary for performing business
Personal information of job applicants
- To provide or announce information on recruitment and job openings to applicants
- To screen applicants
Personal information of employees (including their family and former employees; the same applies hereinafter)
- To manage personnel, employment, labor, payroll, and social insurance
- To control security with video, camera, or online monitoring
- To manage company-provided equipment
- To confirm their safety and make emergency contact in the event of a disaster etc.
- To dispatch workers
- To give publicity with our promotional materials etc.
*Your calls to our customer service center will be recorded to understand the content of conversations accurately and respond to inquiries or requests properly. In addition to responding to inquiries properly, the recorded conversations may also be used to improve the quality of services and products.
*For security and safety purposes, we may record images and voices of visitors to the Company.
Information on us, including the company name and location
Farmind CorporationKanda-Izumicho Bldg., 1, Kanda-Izumicho, Chiyoda-ku, Tokyo
Itaru Kobayashi, Representative Director
Personal Information Protection Manager
Manager: General Affairs Manager, AdministrationDepartment: General Affairs Department, Administration
Contact: The same as the contact for inquiries and complaints about personal information
Purposes of using retained personal data
The same as 1. “Purposes of using personal information”Contact for inquiries and complaints about personal information
General Affairs Department, Administration, Farmind CorporationKanda-Izumicho Bldg. 8F, 1, Kanda-Izumicho, Chiyoda-ku, Tokyo 101-0024
Tel: +81(0)3-5835-2143
Reception hours: 9:30 AM to 12:00 PM / 1:00 PM to 4:30 PM
Excluding Saturdays, Sundays, national holidays, and the year-end and New Year holidays
Accredited personal information protection organization
The Company is subject to the following accredited personal information protection organization. The organization accepts complaints and consultations about personal information as follows:[Name of the accredited personal information protection organization and the contact for complaints and consultations]
*The following accepts only complaints about the handling of personal information.
JIPDEC, accredited personal information protection organization secretariat
Roppongi First Building, 9-9 Roppongi 1-chome, Minato-ku, Tokyo 106-0032
Tel: +81(0)3-5860-7565
Reception hours: 9:30 AM to 12:00 PM / 1:00 PM to 4:30 PM
Excluding Saturdays, Sundays, national holidays, and the year-end and New Year holidays
Procedure for responding to requests for disclosure, etc.
The person concerned or the agent may request notification or disclosure of usage purpose, correction, addition or deletion of content, discontinuance of use, erasure, discontinuance of third-party provision, and disclosure of records on third-party provision regarding the personal information in our possession subject to disclosure.(i) Contact for requests
Kanda-Izumicho Bldg. 8F, 1, Kanda-Izumicho, Chiyoda-ku, Tokyo
General Affairs Department, Administration, Farmind Corporation
(ii) Procedure for a request for disclosure etc.
[Procedure for a request for disclosure, etc.]
*You cannot directly visit us for a request nor will a request by telephone, e-mail, or facsimile be accepted.
*The documents you send also include personal information, so please send them in such a way that your shipment can be tracked and confirmed. Please note that unless you send it in a way that allows tracking and confirmation, we cannot deal with it when it fails to arrive at us.
(2) As a rule, we will respond in writing to the person concerned (mailing a sealed letter).
*Please note that, for disclosure by electromagnetic record, we cannot respond in any other way.
*Personal information (PDF data) will be sent with password protection, and you will receive a separate e-mail containing the password.
(4) If we cannot comply with your request for disclosure etc., we will notify you of the reason why.
[Documents necessary for a request for disclosure etc.]
(A request by the person concerned)
(with necessary information stated)
*Please download the form from the link above.
- A copy of a document identifying the person concerned (any of a driver’s license, passport, or the front side of the My Number card)
(A request by an agent)(with the necessary information stated)
*Please download the form from the link above.
*Without a registered seal, a pledge by handwriting of the person concerned will be attached to show that the affair is delegated (in a free format).
*If there is no official seal, a handwritten letter from the person stating the power of attorney (free format) is required.
- Copies of the front of identification (driver's license, passport, or My Number card) for the person and the agent.
(If the agent is legal representative of the minor)*A copy of a family register and residence certificate is limited to those issued within six months.
Please black out your registered domicile or My Number in the document to make it illegible.
(If the agent is legal representative of the adult ward)
*A copy of a certificate of registered information related to guardianship registration is limited to those issued within six months.
[Fee for a request for disclosure, etc.]
We will charge 1,000 yen (tax included) per request.
Please enclose a fixed-denomination postal money order certificate (limited to those within the valid period) with your request and other documents.
Please note in advance that the fee will not be returned even if there is no retained personal data, or disclosure etc. are not legally allowed.
*The requester will bear any fee prescribed by the post office (separate from the denomination).
Measures taken for security management of retained personal data
(i) Formulation of a basic policy
To ensure the proper handling of retained personal data, we have formulated the Guidelines on the Protection of Personal Information regarding compliance with relevant laws, regulations, and guidelines, point of contact for questions and complaints, and other matters.
(ii) Development of rules on the handling of retained personal data
We have formulated regulations on personal information protection regarding handling procedures, responsible persons, persons in charge, and their duties for each phase of acquisition, use, keeping, provision, deletion, destruction, etc. of retained personal data.
(1) We have appointed responsible persons for handling retained personal data, identified the employees handling retained personal data and the scope of retained personal data handled by the employees, and provided a system to report any violations or possible violations of laws or handling regulations to the responsible persons.
(2) We regularly conduct self-inspection of the handling of retained personal data and have outside departments or entities conduct audits.
(1) We provide regular training to employees on matters to be observed in handling retained personal data.
(2) We require all employees to submit a written oath of confidentiality, including for retained personal data.
(1) We control employees accessing and the equipment brought into the area where retained personal data is handled and take measures to prevent unauthorized persons from accessing retained personal data.
(2) We take measures to prevent theft and loss of equipment, electronic media, and documents handling retained personal data and other measures so that retained personal data will not be easily identified when such equipment or electronic media are transferred, including transfer within the office.
(1) We implement access control to limit persons handling the personal information database and the scope of the database handled.
(2) We have introduced a system to protect information systems handling retained personal data, against outside unauthorized access and illegal software.
(1) Business partners
The names of representatives and persons in charge, organization information of persons in charge (company names, official titles, departments, etc.), and contact information (addresses, telephone numbers, fax numbers, email addresses, etc.)
(2) Employees and job applicants
Names, addresses, telephone numbers, email addresses, resume information, information for personnel management and welfare, information on employee ability, etc.
(ii) Scope of joint users
The Company and its affiliated companies
(iii) Purposes of joint use
Information of business partners may be used for business activities, communication, transaction management, information provision, and other administrative affairs necessary for business with partners. Information of employees and job applicants may be used for recruitment activities and personnel management.
(iv) Person responsible for joint use
Farmind Corporation
(v) Acquisition method
Directly acquired from business partners, employees, and job applicants
(1) it is provided under laws and regulations;
(2) it is necessary for protecting human life, body, or property, and it is difficult to obtain the consent of the person concerned;
(3) it is particularly necessary for the improvement of public health or the promotion of healthy development of children, and it is difficult to obtain the consent of the person concerned; or
(4) it is necessary to cooperate with a national government organ, local government, or person delegated thereby to perform business prescribed in laws and regulations, and obtaining the consent of the person concerned is likely to interfere with the performance of the business.