Privacy Policy

co-meeting, Inc. (the “Company”) understands the importance of protecting customer’s personal information, and will observe the Act on the Protection of Personal Information (the “Act”) and endeavor to handle and protect personal information in an appropriate manner in accordance with this Privacy Policy (the “Privacy Policy”).

1. DEFINITION

In the Privacy Policy, “personal information” means information relating to a living individual which falls under any of the following items:

(1) information containing a name, date of birth, or other descriptions, etc. (meaning any and all matters stated, recorded or otherwise expressed using voice, movement or other methods in a document, drawing or electromagnetic record) whereby a specific individual can be identified (including information which can be readily collated with other information and thereby identify a specific individual)

(2)  information containing an individual identification code

2. PURPOSE OF USE OF PERSONAL INFORMATION

The Company shall use customers’ personal information for the following purposes:

2.1 Provision of the service on the Website (meaning the website on the Internet operated by the Company with any of the domains of “co-meeting.com”, “co-meeting.co.jp” and “co-meeting-inc.com”, including the new website in cases where the domain or content of the Website is changed; hereinafter the same shall apply) ;

2.2 Responding appropriately to customer inquiries, etc. with respect to the service on the Website;

2.3 Sending information regarding the service on the Website, notification and other information considered useful for customers;

2.4 Creation of statistical data processed from personal information to improve the service on the Website;

2.5 Research and Development of the Company’s new services;

2.6 Sending greeting cards, gratitude letters, etc.; or

2.7 other purposes related to the above purposes.

3. CHANGE OF PURPOSE OF USE OF PERSONAL INFORMATION

The Company may change the purpose of use of personal information to the extent that the purpose of use after the change is reasonably recognized to be related to the original purpose of use. When the purpose of use has been changed, the Company shall notify the customer of, or publicly announce, the purpose of use after the change.

4. RESTRICTION ON USE OF PERSONAL INFORMATION

The Company shall not use personal information, without the consent of the relevant customers, beyond the scope necessary for the achievement of the purpose of use, unless permitted by the Act or other laws or regulations; provided, however, that this provision shall not apply if such use is:

4.1 based on laws and regulations;

4.2 necessary for the protection of the life, body or property of an individual and it is difficult to obtain the consent of the Individual (meaning the individual which is identified by the personal information; hereinafter the same shall apply);

4.3 specially necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the consent of the Individual; or

4.4 necessary for cooperating with a national government, a local government, or a person or entity entrusted thereby in executing the affairs prescribed by laws and regulations and acquisition of the consent of the Individual may impede the execution of the affairs concerned.

5. PROPER ACQUISITION OF PERSONAL INFORMATION

5.1 The Company shall acquire personal information by proper means, and shall not acquire it by deception or other wrongful means.

5.2 Except in the following cases, the Company shall not acquire special care-required personal information (defined in paragraph 3 of Article 2 of the Act) without obtaining a prior consent of the Individual.

(1) such acquisition is any of Items of Article 4;

(2) cases in which the said special care-required personal information is being made open to the public by the Individual, a government organization, a local government, a person set forth in Items of paragraph 1 of Article 76 of the Act or other persons prescribed by rules of the Personal Information Protection Commission;

(3) cases in which the Company acquires special care-required personal information clearly recognized from the Individual’s appearance by seeing or taking pictures; or

(4) cases in which the Company receives special care-required personal information, in the manner in which provision of such information to the Company by the providing party is not regarded as the provision to third party under the circumstances equivalent to Items of Article 7.1.

5.3 The Company shall, when receiving personal information from a third party, confirm the following matters pursuant to rules of the Personal Information Protection Commission, except where such provision of personal information by the providing party is (i) any of Items of Article 4, or (ii) not regarded as the provision to third party under the circumstances equivalent to Items of Article 7.1.

(1) the name or appellation and address of the third party and, for a corporate body, the name of its representative (for a non-corporate body having appointed a representative or administrator, the said representative or administrator)

(2) circumstances under which the said personal information data was acquired by the said third party

6. SECURITY CONTROL OF PERSONAL INFORMATION

The Company shall sufficiently and appropriately supervise the Company’s employees to ensure the security control of personal information against the risk of loss, destruction, alteration or leakage. When the Company entrusts a third party with the handling of personal information in whole or in part, the Company shall sufficiently and appropriately supervise the third party to ensure the security control of personal information.

7. PROVISION OF PERSONAL INFORMATION TO A THIRD PARTY

7.1 The Company shall not provide personal information to a third party without the prior consent of the Individual, except where such provision is any of Items of Article 4; provided, however, that the following cases shall not be regarded as the provision to a third party:

(1) Cases where the Company provides personal information accompanied by entrusting a third party with the handling of personal information within the scope necessary for the achievement of the purpose of use;

(2) Cases where personal information is provided as a result of the succession of business in a merger or otherwise; or

(3) Cases where personal information is used jointly with others in accordance with the provisions of the Act.

7.2 The Company shall, in case of providing personal information to a third party (excluding a party establishing a system conforming to standards specified by rules of the Personal Information Protection Commission based on Article 24 of the Act) in a foreign country (excluding countries specified by rules of the Personal Information Protection Commission based on Article 24 of the Act), obtain the Individual’s prior consent to the effect that the Individual approves the provision to a third party in a foreign country, except where such provision is any of Items of Article 4.

7.3 The Company shall, when having provided personal information to a third party, make and maintain a record pursuant to Article 25 of the Act.

7.4 The Company shall, when receiving personal information from a third party, conduct necessary confirmation pursuant to Article 26 of the Act , and make and maintain a record concerning the said confirmation.

8. DISCLOSURE OF PERSONAL INFORMATION

In cases where the Company is requested by the Individual to disclose the personal information under the Act, the Company shall, after confirming that the request is made by the Individual, disclose the personal information to the Individual without delay (in cases where the Company does not have such personal information, the Company shall notify the Individual to that effect); provided, however, that this provision shall not apply to cases where the Company is not obliged to disclose such personal information under the Act or other laws or regulations. Please note that the Company will charge the fee (800 yen per disclosure) to the Individual in connection with the disclosure of the personal information.

9. CORRECTION, ETC. OF PERSONAL INFORMATION

In cases where the Company is requested by the Individual to correct, add or delete the personal information under the Act on the ground that such personal information is contrary to the fact, the Company shall, after confirming that the request is made by the Individual itself, conduct a necessary investigation without delay within the scope necessary for the achievement of the purpose of use, and on the basis of the result, correct, add or delete the personal information and notify the Individual to that effect (in cases where the Company decides not to make such correction, addition or deletion, the Company shall notify the Individual to that effect); provided, however, that this provision shall not apply to cases in which the Company is not obliged to make such correction, addition or deletion under the Act or other laws or regulations.

10. DISCONTINUANCE OF THE USE, ETC. OF PERSONAL INFORMATION

In cases where the Company is (i) requested by the Individual to discontinue using or to erase the personal information under the Act on the ground that such personal information is being handled beyond the purpose of use publicly announced in advance or has been acquired by a deception or other wrongful means, or (ii) requested by the Individual to discontinue providing the personal information under the Act on the ground that such personal information is provided to a third party without the Individual’s consent, and where it is found that the request has a reason, the Company shall, after confirming that the request is made by the Individual itself, discontinue the use of or erase the personal information, or discontinue the provision of the personal information, without delay and shall notify the Individual to that effect; provided, however, that this provision shall not apply to cases in which the Company is not obliged to make such discontinuance of use or erasure, or discontinuance of provision, under the Act or other laws or regulations.

11. TREATMENT OF ANONYMOUSLY PROCESSED INFORMATION

11.1 The Company shall, when producing anonymously processed information (defined in paragraph 9 of Article 2 of the Act and limited to those constituting anonymously processed information database, etc. prescribed in paragraph 10 of Article 2 of the Act; hereinafter the same shall apply), process personal information in accordance with the standards prescribed by rules of the Personal Information Protection Commission.

11.2 The Company shall, when having produced anonymously processed information, take actions for the security control in accordance with the standards prescribed by rules of the Personal Information Protection Commission.

11.3 The Company shall, when having produced anonymously processed information, disclose to the public the items of information relating to the Individuals contained in the anonymously processed information pursuant to rules of the Personal Information Protection Commission.

11.4 The Company shall, when providing the anonymously processed information (including the same produced by the Company and the same received by the Company from a third party; hereinafter the same shall apply unless otherwise in the Privacy Policy) to a third party, disclose to the public the items of information concerning the Individuals contained in the anonymously processed information to be provided to a third party and the method of provision, and state to the third party explicitly that the information being provided is anonymously processed information, in advance pursuant to rules of the Personal Information Protection Commission.

11.5 The Company shall, when handling the anonymously processed information, not (1) collate the said anonymously processed information with other information, or (2) acquire descriptions, etc. or individual identification codes deleted from personal information, or information relating to the processing method carried out pursuant to paragraph 1 of Article 36 of the Act ((2) shall be applied only for the anonymously processed information provided by a third party) in order to identify the Individual concerned with the personal information used to produce the anonymously processed information.

11.6 The Company shall make efforts to take actions necessary for ensuring the proper handling of the anonymously processed information, including actions necessary and appropriate for the security control of the anonymously processed information and dealing with complaints about the handling, including producing, of the anonymously processed information, and make efforts to disclose to the public the content of such actions taken.

12. USE OF COOKIES AND OTHER TECHNOLOGIES

Cookies or similar technologies may be used in the Company’s service. Such technologies help the Company to recognize the status of use of the Company’s service, etc. and contribute to improvement of the service. When a user intends to disable cookies, the user may disable cookies by changing the web browser’s settings. Please note that when cookies are disabled, a part of the service may be unavailable.

13. CONTACT

With respect to requests for disclosure, etc., comments, questions, complaints and other inquiries regarding the handling of personal information, please contact the following.

address:Quatre Saisons 304, 8-15-15, Nishi-Shinjuku, Shinjuku-Ku, Tokyo, 107-0052, Japan
company name: co-meeting, Inc.
email:info@co-meeting.com

Please note that the Company shall receive the contacts from 10:00 to 17:30 on weekdays.

14. CONTINUOUS IMPROVEMENT

The Company shall endeavor to review timely the status of the operation regarding handling of personal information and to improve such operation continuously. The Company may amend this Privacy Policy as necessary.

Effective as of July 25, 2016
Revised as of June 1,2017