Public Disclosure Matters Regarding Personal Information
Sakata Warehouse, Inc.
PMS Management Representative: Junko Maeda, Director of General Affairs & Accounting Dept.
In accordance with the “Act on the Protection of Personal Information” and JIS Q 15001:2006, we hereby disclose the following matters (including matters to be placed in a state where the individual can easily know).
- A. Business Description
- General warehousing, trunk rooms, transportation and forwarding, and management of affiliated companies.
- B. Scope of Use
- (a) Reception of applications and processing of cancellations related to the above business activities.
- (b) Management necessary for continuous service provision and post-cancellation administrative management.
- (c) When entrusted with the processing of personal information (in whole or in part) by a customer, to utilize it for the proper execution of said operations.
- (d) Use based on contracts with customers and relevant laws and regulations.
Table of Contents
1. Purpose of Use of Personal Information
2. Provision of Personal Information to Third Parties
3. Entrustment of Personal Information
4. Procedures for Responding to “Requests for Disclosure, etc.”
5. Contact Desk for “Complaints and Consultations”
1. Purpose of Use of Personal Information
(1) Purpose of Use of Personal Information
When acquiring personal information directly from an individual in writing, we will clarify the purpose of use each time. In other cases of direct or indirect acquisition, information will be handled within the scope of the following purposes.
| Personal Information Content | Purpose of Use |
|---|---|
| ① Customer Information | For communication regarding sales activities and the execution of entrusted operations. |
| ② Registered Staff Information | For providing employment information and communication regarding the execution of operations. |
| ③ Partner/Supplier Information | For communication regarding outsourcing and its management. |
| ④ Employee Information | For personnel management (HR, general affairs) and related communications. |
| ⑤ Applicant Information | For recruitment selection and related communications. |
| ⑥ Inquirer/Consulter Information | For responding to inquiries, complaints, consultations, and requests for disclosure. |
| ⑦ Shareholder Information | For shareholder management and notification/communication regarding the exercise of rights under the law. |
(2) Purpose of Use of Entrusted Personal Information
Our purposes for using personal information entrusted to us are as follows:
| Personal Information Content | Purpose of Use |
|---|---|
| ① Client Employee Information | Management materials for education and consulting services. |
| ② Recipient/Address Information | For logistics (Distribution Center) operations. |
(3) Acquisition via Merger, Demerger, or Business Succession
There is no acquisition of personal information through merger, demerger, or business succession.
(4) Matters Regarding “Joint Use”
We jointly use personal information within the Sakata Group (affiliated companies) as listed below, with our company as the parent.
Sakata Group (Affiliated Companies)
■ Sakata Warehouse, Inc. (This Company)
■ Sakata Sangyo, Inc.
Business: In-plant business contracting, HR staffing/placement, building maintenance, and landscaping.
Location: 2-9-25 Tomobuchi-cho, Miyakojima-ku, Osaka-shi, Osaka
Responsible party: General Affairs & Accounting Dept.
■ Sakata Ascent, Inc.
Business: Distribution center management, warehouse business contracting, HR staffing/placement, and HRM.
Location: 2-9-25 Tomobuchi-cho, Miyakojima-ku, Osaka-shi, Osaka
Responsible party: General Affairs & Accounting Dept.
Jointly used personal information is as follows, and the purpose of use is as stated in “1. Purpose of Use of Personal Information” (all items are subject to joint use).
| ① Customer Information | Used by sales representatives of each company. |
|---|---|
| ② Partner/Supplier Information | Used by outsourcing managers of each company. |
| ③ Employee Information | Used by all employees of each company, excluding private details. |
| ④ Applicant Information | Used by those involved in recruitment at each company. |
This personal information is obtained directly from the individual through documents such as business cards and application materials.
2. Provision of Personal Information to Third Parties
We manage acquired personal information appropriately and will not provide it to third parties without prior consent, except in the following cases:
- Cases based on laws and regulations.
- Cases where it is necessary for the protection of life, body, or property and obtaining consent is difficult.
- Cases specifically necessary for improving public health or promoting the sound growth of children and obtaining consent is difficult.
- Cases where cooperation is required for a national or local government agency to perform duties prescribed by law, and obtaining consent may impede said performance.
3. Entrustment of Personal Information
We may entrust a portion of operations involving personal information to other service providers. These providers are selected based on our reliability standards, and contracts regarding the handling of personal information are executed.
4. Procedures for Responding to “Requests for Disclosure, etc.”
We respond to requests for disclosure, correction, or suspension of use from the individual or their agent.
(1) Personal Information Subject to Disclosure Requests
This applies to personal information provided directly by the individual to us, excluding information provided via business entrustment.
(2) Where to Submit “Requests for Disclosure, etc.”
Please request the designated application form from our Complaint/Consultation Desk and send it by mail with the necessary documents. Mark the envelope in red: “Disclosure Request Documents Enclosed.”
Complaint/Consultation Desk, Sakata Warehouse, Inc.
2-9-25 Tomobuchi-cho, Miyakojima-ku, Osaka-shi, Osaka 534-0016, Japan
TEL: 06-6927-5530 FAX: 06-6927-5510
Hours: Weekdays 9:30 AM – 5:00 PM (Excluding weekends and holidays)
(3) Documents (Forms) to be Submitted
When making a request, please fill in all designated items on Application Form (A) and enclose Identity Verification Documents (B).
- A. Designated Application Forms
- “Personal Information Subject to Disclosure” Disclosure Application Form
- “Personal Information Subject to Disclosure” Change/Suspension of Use Application Form
- B. Identity Verification Documents
- One copy of a public document, such as a certificate of residence (Juminhyo).
(4) Requests by Agents
If the person making the request is a proxy authorized by the individual, enclose the following in addition to the previous items:
- One Power of Attorney and
- One copy of the agent’s public document (e.g., certificate of residence).
(5) Fees and Collection Method
1,000 yen per application. Please enclose 1,000 yen worth of postage stamps with the application documents.
*If the fee is insufficient or missing, we will notify you; however, if payment is not made within the specified period, the request will be treated as if it were not made.
*No fee is required for changes or suspension of use.
(6) Response Method
We will respond in writing to the address stated on the application form.
(7) Purpose of Use of Personal Information Acquired via Disclosure Requests
Information acquired through disclosure requests will be handled only within the scope necessary for the request. Documents will be stored for 2 years after the response and then disposed of.
*Reasons for Non-Disclosure of Personal Information
In the following cases, information will not be disclosed. We will notify you of the reason for non-disclosure. Fees are still applicable in these cases.
- Identity cannot be verified (e.g., address mismatch).
- Proxy authority cannot be verified.
- Deficiencies in the application documents.
- Risk of harm to the life, body, property, or other rights of the individual or a third party.
- Risk of significant hindrance to the proper execution of our business.
- Violation of other laws and regulations.
5. Contact Desk for “Complaints and Consultations”
For complaints or inquiries regarding our handling of personal information, please contact:
(1) Where to Submit Complaints and Consultations
Complaint/Consultation Desk, Sakata Warehouse, Inc.
2-9-25 Tomobuchi-cho, Miyakojima-ku, Osaka-shi, Osaka 534-0016, Japan
TEL: 06-6927-5530 FAX: 06-6927-5510
Hours: Weekdays 9:30 AM – 5:00 PM (Excluding weekends and holidays)
*Please note that we cannot accept requests made in person at our office.
(2) Purpose of Use of Personal Information Acquired via Complaints/Consultations
Handled only within the scope necessary for the response. Information is stored for 2 years and then disposed of.
(3) Authorized Personal Information Protection Organization
Currently, we do not belong to any Authorized Personal Information Protection Organization.