Privacy Policy : CITIZEN MACHINERY CO., LTD.

1.: Acquisition and Use of Personal Information

1. Acquisition and Use of Personal Information

When collecting and using personal information, we clarify the purpose (hereinafter called “the purpose of use”) (except when the purpose of use is undeniably clear judging from the circumstances of acquisition of personal information, including the case of usual business customs such as business card exchange, etc.), and uses it to the extent required for the fulfillment of our business purpose and other defined purpose of use.

Our Business Purpose

1.: Production and sales of machine tools, industrial machinery and their peripheral equipment (hereinafter called “our products”) and their parts (which include those to be used for secondhand automatic lathes, etc. mentioned later, and hereinafter called “parts for products”);

2.: Planning and making proposals related to the above article, and provision of relevant services;

3.: Repair, maintenance and overhaul of machine tools and industrial machinery;

4.: Purchase and sales of secondhand automatic lathes and other machine tools (hereinafter called "secondhand automatic lathes, etc.").

Purpose of Acquisition and Use of Personal Information

Our purpose of acquisition and use of personal information is as follows:

1.

Sales of our products and secondhand automatic lathes, etc. (hereinafter called "our products, etc." collectively);

Communications and negotiations with our customers necessary for our business;
Delivery of our products, etc. to our customers;
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with our customers;
Meetings with our customers for determination of specifications of our products, etc. in connection with their dealings, and necessary communications with the customers in relation to the implementation of trial machining, etc.;
Reply to inquiries and consultations from our customers concerning our products, etc.;
Provision and delivery of our corporate information, catalogues and operation manuals of our products, etc., as well as various information concerning our products, etc., (hereinafter called "various materials", which include those posted on our website, etc.), to customers;
E-mail delivery to our customers who wish to receive them in connection with our products, etc.;
Invoicing to our customers for payment;
Communications with our customers concerning classes and/or training courses as well as exhibitions of our products, etc., and further guidance to those who wish to attend them;
Necessary communications, business negotiations and payment with and to various dealers for designing, producing, printing, translating and structuring of diverse data and materials (hereinafter called "dealers of diverse data and materials"); and
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with dealers of diverse data and materials.

2.

Sales of parts of our products;

Communications and negotiations with customers necessary for our business;
Reply to inquiries and consultations from customers concerning parts of our products;
Confirmation of orders from customers;
Delivery of parts of our products to customers; and
Invoicing to customers for payment.

3.

Manufacturing of our products, etc. and their parts, and procurement of their raw materials and parts;

Necessary communications and negotiations with suppliers of raw materials of our products, etc. and their parts (hereinafter called "suppliers");
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with suppliers;
Payment to suppliers;
Necessary communications and negotiations with dealers (hereinafter called "equipment suppliers") of manufacturing equipment of our products, etc. and their parts as well as facilities, etc. (including their accompanying or related information systems and software);
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with equipment suppliers;
Requesting maintenance, repair, and upkeep, etc. to equipment suppliers; and
Payment to equipment suppliers.

4.

Maintenance services related to our products, etc.;

Reply to inquiries and consultations from customers related to maintenance, repair, improvements, overhaul, and upkeep, etc. (hereinafter called "maintenance service" collectively) of our products, etc.;
Response to requests for maintenance service from customers;
Provision of information of maintenance service to customers;
Necessary communications, negotiations, and payment to service providers (hereinafter called "maintenance service providers") who are consigned with our maintenance service; and
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with maintenance service providers.

5.

Planning and making proposals concerning our products, etc.;

Making proposals to customers concerning utilization of our products, etc.;
Introduction of information of our website for solution service provision "alkapplysolution" to customers;
Reply to inquiries and consultations from customers concerning "alkapplysolution";
Issuance and abolition of ID for the use of "alkapplysolution" and confirmation of data contents provided by its registered users;
Reply to inquiries and consultations from registered users of "alkapplysolution" (hereinafter called "alkapplysolution registrants");
Administration and data analysis of utilization situation of "alkapplysolution" by alkapplysolution registrants;
Communications to alkapplysolution registrants concerning their utilization situation of "alkapplysolution";
E-mail delivery to alkapplysolution registrants who wished to receive them for details of "alkapplysolution" services;
Invoicing to alkapplysolution registrants for the payment of its service charge;
Security management of "alkapplysolution";
Necessary communications, negotiations and payment with and to service providers who were consigned with the works of the development, production, service provision and management, etc. of "alkapplysolution" (hereinafter called "alkapplysolution service providers"); and
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with alkapplysolution service providers.

6.

Research, development and design concerning our products, etc.

Necessary communications, negotiations and payment with and to service providers consigned by us with the works of development, planning and designing, etc. (hereinafter called "development service providers");
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with development service providers;
Communications and account settlement to and with those researchers who jointly work with us for research and development (hereinafter called "collaborative researchers"); and
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with collaborative researchers.

7.

Purchase of used automatic lathes, etc.;

Reply to inquiries and consultations from customers (hereinafter called sellers) who wish us to purchase their used automatic lathes, etc.;
Communications and negotiation with sellers necessary for our business;
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with sellers; and
Payment to sellers.

8.

Others;

Communications, negotiation and payment with and to dealers of buildings, facilities, etc. (hereinafter called "dealers of office facilities") (which include information systems and software) of our offices, branches, etc.;
Conclusion, negotiation, exercise of rights, and fulfillment of contracts with dealers of our office facilities;
Requesting dealers of office facilities to make maintenance, repair and upkeep of our offices, branches, etc.;
Management of office access (entering and leaving) and our security;
Management of our intellectual property rights;
Management of receivables and debt in connection with pursuing of our business purposes;
Exercise of legal rights, and fulfillment of legal duties in connection with pursuing of our business purposes;
Information disclosure to a third party (which include dealers of diverse data and materials, suppliers, equipment suppliers, maintenance service providers, alkapplysolution service providers, development service providers, and dealers of office facilities) in the case of consignment of the works necessary for pursuing the business purpose using personal information (The handling of personal information in this case is also described in 5. Disclosure of Personal Information to a Third Party.);
Implementation of measures required for dispute resolution related to us; and
Implementation of other measures incidental or related to each purpose of use of personal information.

We use following personal information to the extent required for the fulfillment of our business purpose as given below.

a.

(Purpose of Use of Personal Information of Executives and Employees) (which include temporary staff, staff accepted from other organizations and staff seconded from us. Hereinafter called "executives and employees")

Human resources management, performance assessment, assignment decision, and preparation of organization chart, etc.;
Business communications;
Decision of payroll and payment;
Legally required procedures including social insurance and tax matters;
Human resources development including education and training;
Provision of benefit package;
Employment management including health and working condition management;
Communications with our labor union; and
Business information system.

b.

(Purpose of Use of Personal Information of Family of Our Executives and Employees)

Legally required procedures including social insurance and tax matters;
Communications at the time of emergency, etc.

c.

(Purpose of Use of Personal Information of Applicants for Employment (hereinafter called "employment applicants"))

Communications with employment applicants, and provision of information on employment;
Reply to inquiries and consultations with employment applicants;
For screening employment applicants; and
Decision of assignment after preliminary offering of employment, and relevant management.

d.

(Purpose of Use of Personal Information of Those Who Retired)

Communications after their retirement;
Legally required procedures after their retirement; and
Informing them of commemorative functions organized or participated by us.

Whenever we acquire personal information for the purpose other than the above,the purpose of its use should be clarified on all such occasions.

2.: Management of Personal Information, etc.

2. Management of Personal Information, etc.

We manage personal information, etc. in a manner specified below.

1.: For the purpose of preventing leakage, falsification, loss, and use of personal data for purposes other than those for which it was originally intended, as stipulated in the Act on the Protection of Personal Information, we hereby specify the company regulation (hereinafter called “the company regulation”), abides by it, and appropriately control personal information.

2.: In terms of anonymized and processed data, we will develop a company regulation for controlling them in an appropriate manner. For processing the data, we observe the company regulation while adopting appropriate processing methods, and taking measures for ensuring safe data management. In addition, we disclose the titles of personal information contained in the anonymized and processed data.

3.: We ensure the implementation of adequate education and training to our employees on appropriate handling of personal information, etc.

3.: Use of Personal Information, etc.

3. Use of Personal Information, etc.

1.

We never use personal information beyond the scope required for achieving the purpose of intended use except the following cases.

The case in which the principal who provided his / her own personal information (hereinafter called "the principal") agrees;
The case in which the purpose of use of personal information is changed to the extent where the post-change purpose is reasonably recognized as related to the pre-change purpose, and the change is duly informed to the principal or publicized; and
The case in which the use of personal information is allowed by the Act on the Protection of Personal Information, etc.

2.: For handling anonymized and processed data, we never collate them with other information for the purpose of discerning the principal.

4.: Implementation of Adequate Information Security Measures

4. Implementation of Adequate Information Security Measures

We take necessary measures, in accordance with our regulations, such as access control and transfer restrictions of personal data, as well as prevention of injustice access from outside of the company in order to ensure the safe management of personal data. Also, at the time of developing anonymized and processed data, we take similar measures, based on the company regulations, for processing methods, etc. of such data, the requirement of which is stipulated in the Enforcement Regulation of the Act on the Protection of Personal Information.

5.: Disclosure of Personal Information to a Third Party

5. Disclosure of Personal Information to a Third Party

1.: We may jointly use personal information in such cases where it is deemed necessary for the appropriate achievement of our afore-mentioned purpose of use. Details of such cases are given below.

Personal Information	Personal Information Items for Joint Use	Scope of Joint Users	Purpose of Use by Joint User	Responsible Person for the Management
Personal Information of Customers and alkapplysolution Registrants	Items necessary for the fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"(Name, Workplace, Affiliation, Post, Phone No., Mail Address, etc.)	The company, affiliated companies^1 , associated companies^2 Dealers of our products which take charge of customers	Appropriate fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"	Head of the Division which takes charge of dealings with customers and alkapplysolution registrants
Personal Information of Suppliers, Equipment Suppliers, Sellers, Dealers of Diverse Data and Materials, Maintenance Service Providers, alkapplysolution Service Providers, Development Service Providers, Collaborative Researchers, and Dealers of Office Facilities	Items necessary for the fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"(Name, Workplace, Affiliation, Post, Phone No., Mail Address, etc.)	The company, affiliated companies, associated companies	Appropriate fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"	Head of the Division which takes charge of dealings with these clients
Personal Information of Executives and Employees	1. Name, address, age, date of birth, gender, staff number, affiliation, position, rank, responsible office, employment type, phone number, e-mail address and user code^*3 2. Salary, bonus, retirement allowance 3. Performance assessment, educational background, work experience, qualification and license in possession, reward and punishment 4. Family structure, names of family members, situations of family 5. Health conditions, medical history, etc. 6. Face photograph	The company, affiliated companies, associated companies, the parent company^4, affiliated companies of our parent company^5, associated companies of our parent company^*6, our labor union, health insurance society, company in charge of welfare Companies with staff secondment agreements with us	Appropriate fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"	Head of the Division which takes charge of human resources management of the company
Personal Information of Family of Executives and Employees	1.Name, address, age, date of birth, gender, phone number and mail address, etc.	The company, our affiliated companies, our associated companies, health insurance society Companies with staff secondment agreements with us	Appropriate fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"	Head of the Division which takes charge of human resources management
Personal Information of Employment Applicants	1. Name, address, age, date of birth, gender, phone number and mail address 2. Educational background, work experience, qualification and licenses in possession, reward and punishment 3. Presence or absence of dependents 4. Face photograph	The company, affiliated companies, associated companies	Appropriate fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"	Head of the Division which takes charge of human resources management
Personal Information of Retirees	1. Name, address, age, date of birth, gender, phone number and mail address 2. Salary, bonus and retirement allowance 3. Face photograph	The company, our affiliated companies, our associated companies	Appropriate fulfillment of the purpose of use of personal information listed in "Purpose of Acquisition and Use of Personal Information" in "1. Acquisition and Use of Personal Information"	Head of the Division which takes charge of human resources management

*1: Companies in which we possess a majority of voting rights.

*2: Companies in which we possess more than 20% of voting rights.

*3: IDs and user names for logging in to our information system.

*4: The company which possesses a majority of our voting rights.

*5: Companies in which our parent company, excluding us, possesses a majority of voting rights.

*6: Companies in which our parent company (excluding us, our affiliated companies and our associated companies) directly or indirectly holds 20% or more of voting rights.

2.: In the case of consignment of our business to a third party organization, we may disclose personal information to the consignee to the extent required for the fulfillment of our afore-mentioned business purpose . We will make necessary and appropriate supervision on the consignee in such cases.

3.

We may disclose personal information to a third party in one of the following cases given below:

The case in which the principal agrees to disclosure;
The case in which laws and regulations so stipulate;
The case in which it is necessary for the protection of life, body or property of individuals;
The case in which government organizations, local authorities or the one who was entrusted by them so requests, and if it is deemed necessary to comply with the request;
The case in which the succession of business takes place due to our merger our with other organizations or for other reasons.

4.: After the preparation of anonymized and processed data, if the necessity of the disclosure of the data to a third party arises, we will, in advance, publicize the title of the personal information contained in the data to be disclosed, together with the method of data disclosure. In addition, we will clearly indicate the data to be disclosed are anonymized and processed data.

6.: Disclosure and Correction, etc. of Personal Data in Possession

6. Disclosure and Correction, etc. of Personal Data in Possession

With regard to personal data which we possess, if you are the person concerned of the personal data, and if you request 1) disclosure, 2) notice of the purpose of use, 3) correction, addition or removal of contents, 4) suspension of use or deletion, or 5) suspension of provision to a third party (hereinafter collectively called "disclosure, etc.") of your own personal information, you are kindly requested to follow the procedures given below.

1.: You are kindly requested to fill in the "Request Form for Disclosure, etc." given below, and enclose it together with return postage stamp of (2) below, and the document of (3) below, and send them, by registered mail, to the reference described at the end of this Policy. (If you are a proxy specified in (4) below, you are kindly requested to enclose, on top of the above-mentioned requirements, the document to verify the status of the proxy as well as the document to prove the proxy's identity as specified in the same (4).)

Request Form for Disclosure, etc.

2.: When requesting for disclosure, etc. of personal data, you are kindly requested to enclose return postage stamp equivalent to 624 yen (actual cost incurred to you) for the cost of registered mail (reception is limited to the principal). Please note that the excess postage is not refunded. We appreciate your understanding that we are not able to entertain your request for disclosure, etc. in the case of absence or shortage of return postage stamp enclosed.

3.: You are also kindly requested to enclose your identity verification document(s) together with "Request Form for Disclosure, etc."

Examples of identity verification documents

Identity Verification Documents	Matters to be Attended
Copy of Driver's License	Name, face photo and present address must be described. It must be within the expiry date.
Copy of Passport	Name, face photo and present address must be described. It must be within the expiry date.
Certified Copy of Resident Register	Within 3 months from the date of issue.
Copy of Pension Book and Copy of Public Utility Charge Bills	(Copy of Pension Book) Name and present address must be described. It must be within the expiry date. (Copy of Public Utility Charge Bills) Bills of electricity, gas or water charge with the description of the principal's name and address.
Copy of Health Insurance Card and Copy of Public Utility Charge Bills	(Copy of Health Insurance Card) Name and present address must be described. It must be within the expiry date. (Copy of Public Utility Charge Bills) Bills of electricity, gas or water charge with the description of the principal's name and address.
Copy of Residency Card	Document to verify the status of residence in Japan. It must be within the expiry date.

*: If your legal domicile is described in the copy of identity verification documents, you are requested to mask it (paint in black).

*: We appreciate your understanding that we are not able to accept the copy of notice card or personal number card, stipulated in the Act of Use of Personal Identification Number in Public Administration Procedures, as identity verification documents.

4.

If a proxy, on behalf of the principal, requests for the disclosure, etc. of personal data, the proxy is requested to enclose the document to verify the status of the proxy as well as the document to prove the proxy's identity, in addition to the return postage stamp and the document specified in the above (2) and (3).

(Document to prove the proxy's identity)

The identity verification document related to the proxy as mentioned in the above.

(Document to verify the status of proxy)

(1)	In the case of legal representative of minor or adult ward: Either of the followings is required. a. Copy of extract of family register of the principal. b. A certificate of registered matters specified in Article 10 of the Act of Guardianship Registration.
(2)	In the case of privately appointed proxy: The proxy is requested to enclose a letter of attorney to verify the status of the proxy with an impression of the registered seal of the principal (Please note it is not the registered seal of the proxy.) together with the principal's seal registration certificate (Please note it is not the seal registration certificate of the proxy.).

5.

If the request for disclosure, etc. of personal information corresponds to one of the followings, we are not able to comply with your request.

a	The case where we are unable to confirm your status of being the principal or the proxy.
b	The case where there exists defect in the content of Request Form for Disclosure, etc.
c	The case where we possess no such personal information of the principal. (This includes the case where such personal information was disposed of after the lapse of the predetermined storage period.)
d	The case where the disclosure might harm the life, body, property or other rights or interests of the principal or a third person.
e	The case where the disclosure might substantially impede our business.
f	The case where the disclosure might violate laws and regulations.
g	The case where the disclosure needs special procedures required by laws and regulations.
h	The case where the disclosure might foster or induce illegal or unjust acts.
i	The case where the disclosure might undermine the maintenance of national security, public safety or order.
j	The case where the request is made by a government organization, local authorities or the one who was entrusted by them, and even if it is deemed necessary to comply with the request, the request might hinder the business of the requester.

6.

In case of the request for deletion of, or suspension of use of personal information, we comply with the request only when we consider the situation corresponds to one of the followings. Also please note that deletion of, or suspension of use of personal information may affect the service provision to the principal.

a	The case where the relevant personal data has been used beyond the scope of the purpose of use stipulated in this Policy.
b	The case where we obtained the relevant personal information by fraudulent means.
c	The case where we consider it appropriate to delete or suspend the use of the relevant personal data.

7.: As for the results of your request for disclosure, etc. of personal information, our reply is made in writing. (Please note that in the case of the request by the proxy, our reply is not sent to the principal, in principle, but to the proxy.) Please also not that it may take time to answer in order to confirm the contents of the relevant personal data, and to ensure the accuracy of our reply.

8.: The Request Form for Disclosure, etc. and the documents (3) and (4) are not returned. While the Request Form for Disclosure, etc. is properly kept by us, the documents (3) and (4) above are disposed of, upon the completion of the purpose of disclosure etc., by us and by appropriate means.

9.: The personal information of the principal and the proxy obtained at the time of the request for disclosure, etc. is used to the extent required for corresponding to the request.

10.: As for the scope of our disclosure, etc. of personal data, please note that we are able to handle only for the scope which we have due authority to do so.

11.: We kindly ask for your understanding that we are not able to bear the cost for the request for disclosure, etc. of personal data (including the cost of registered mail in (1) above).

7.: Revision of This Policy

7. Revision of This Policy

In response to the revision, if any, of the Act on the Protection of Personal Information, etc., we will review our company regulations including this Policy at any time, and suitably revise them as required in order to handle personal information, etc. in an appropriate manner.
The revised Policy will be posted on our website without delay.

8.: Reference related to Request for Disclosure, etc. and this Policy

8. Reference related to Request for Disclosure, etc. and this Policy

Citizen Machinery Co., Ltd.
Personal Information Handling Secretariat
4107-6 Miyota, Miyota-machi, Kitasaku-gun, Nagano-ken, 389-0206, Japan

Privacy Policy

Policy for Protection of Personal Information