PRIVACY POLICY

01.Basic Policy

bitBiome Co., Ltd. (hereafter referred to as the “Company”) is committed to the management and protection of personal information and has established the following Privacy Policy for the appropriate management and protection of personal data retained by the Company in relation to the Company’s business operations.

The Company will handle personal information appropriately in accordance with personal information protection laws, guidelines relating to personal information protection laws, other relevant laws and regulations and policies implemented by the Company. The Company will ensure that all individuals engaged with the Company’s operations understand this Privacy Policy.

02.Collection, Use, Provision and
Outsourcing of Personal Information

  1. In acquiring personal information, the Company will specify the purpose for which the information will be used, collect the information within the necessary scope, notify and publicize the purpose for which it will be used and use it within the scope of that purpose.


  2. Only in the event that the Company receives consent from a customer or when Article 17(2) of the Act on the Protection of Personal Information applies, the Company may (i) obtain information regarding a customer’s medical history, (ii) instructions, test results, or prescriptions from a customer’s physician to improve the customer’s health conditions, and (iii) undertake DNA tests.


  3. The purposes of use and management and storage of personal information (including DNA information) by the Company are as follows:

    (1) Personal Information of Customers and Business Partners
    To conduct business meetings with customers and business partners
    To contact and provide information to customers and business partners
    To perform operations consigned by customers and business partners
    To fulfil contracts concluded with customers and business partners
    To provide information relating to the Company’s services
    To provide information relating to seminars, symposiums and conferences sponsored, co-sponsored, supported or participated by the Company
    To provide service support concerning the Company’s services
    For planning, research and development of improvements of the Company’s services
    To conduct sales promotion activities of campaigns, the Company’s products and services
    For correspondence regarding enquiries by customers
    For any business relating to the matters stated above
    For use in purposes for which prior consent have been obtained

    (2) Personal Information of Shareholders
    To manage operations of shareholders and shares
    To exercise rights and fulfil obligations by shareholders and the Company
    To prepare documents, records and data provided by laws and regulations
    For business relating to the matters stated above

    (3) Information on employees, executives and other members of the Company (hereafter referred to as the “Company Members”)
    For accounting and payments such as salary
    For security management of the Company Members
    For personnel management regarding the Company Members
    For business relating to the above stated matters

    (4) Personal Information of Job Applicants
    For business of the Company relating to recruitment activities, personnel and security management after recruitment

    (5) Personal Information relating to retirees
    For procedures accompanying retirement
    For communication necessary for the memorials of deceased persons
    To provide information relating to the Company

    (6) Handling of Personal Information Assigned from Third Parties
    To perform business operations provided by service agreements

    (7) Personal Information Relating to Subjects of Security Cameras Installed in the Company’s Facilities
    To prevent crime and maintain the safety of the facilities


  4. Except in the following cases, personal information collected will not be provided or disclosed to third parties:

    (1) If prior consent from the principal person has been obtained

    (2) In cases falling under the exceptions provided in Article 23(5) (1) through (4) of the Act on the Protection of Personal Information

    (3) In cases provided from Article 23(5)(1)-(2) (Outsourcing, Succession of Business) of the Act on the Protection of Personal Information


  5. In the case where personal information will be provided to and used by a service provider, the Company shall consider the suitability of the service providers with regard to its ability to manage personal information securely; along with undergoing any necessary and appropriate internal controls, which will include the execution of a service contract that sets forth any necessary internal controls and confidentiality obligations.

03.The Production, Provision and Use of Anonymously Processed Information

  1. When the Company produces anonymously processed information, processing standards will be established, and personal information will be processed in accordance with the Act on the Protection of Personal Information and other relevant regulations in order to prevent the identification of specific individuals and the restoration of personal information used for such production.


  2. When the Company produces anonymously processed information, other than the Company’s personal information management supervisor or personal information management department and persons-in-charge in the various departments processing such information or work operations manager delegated by persons-in-charge in the various departments processing such information; no persons will be allowed to have contact with descriptions deleted from personal information used to produce such information or personally identifying information and information related to specifically chosen processed information. In addition, in order to prevent contact with persons other than those mentioned above, apart from the separate management of information relating to processed information with other information, necessary steps will be taken in proportion to measures to prevent the leakage of personal information and protection of security.


  3. When the Company produces anonymously processed information, in accordance with the rules established by the Personal Information Protection Committee, any necessary measures relating to individuals, including such anonymously processed information, will be implemented.


  4. Regarding the creation of anonymously processed information of the company, when providing information relating to individuals to third parties, including such anonymously processed information; any such items of information and the method in which they are provided to third parties shall be publicized. Furthermore, regarding these third parties, information related to such provision will be specified as anonymously processed information.


  5. Regarding the Company’s creation and use of anonymously processed information, the Company will not compare such anonymously processed information with other information and will not identify particular individuals pertaining to personal information used to produce such anonymously processed information.

04.Security Management Measures
Relating to Personal Information and
Anonymously Processed Information

The Company will strive towards implementing security measures by adopting company procedures, system maintenance and other necessary and appropriate measures against unauthorized access, leakage, loss, destruction and modification of personal information.

05.Continuous Improvement

Based on requests by customers and changes in the marketplace relating to the handling of personal information, improvements will be carried out as required to company procedures, including the basic policy, for the maintenance of standards on appropriate management and protection of personal information.

06.Responding to Requests
for Disclosure

For enquiries relating to the handling of personal information by the Company or in the event a principal person wishes for the disclosure, amendment, addition or deletion and discontinuation of use of personal information, please contact us at the address stated below. We will inform you of the procedures, fees and other matters. Based on the Company’s company procedures, we will respond within a reasonable timeframe and an appropriate scope but will confirm at that time that you are the principal or an agent of the principal.

For enquiries
Address to: bitBiome Co., Ltd. Personal Information Enquiries
Email: privacy@bitbiome.co.jp

Enquiries are accepted 24 hours a day, however, for replies to enquiries, we will respond during business hours (Weekdays from 9:00~18:00, excluding year-end and new year’s and summer holidays)

07.Complaints

For complaints relating to the Company’s handling of personal information (including complaints from claimants regarding the Company’s measures pertaining to the disclosure of personal information etc., and complaints regarding the handling of the production of anonymously processed information and others), please contact us at the address below. We will try to respond appropriately and promptly as required.

For enquiries
Address to: bitBiome co., Ltd. Personal Information Enquiries
Email: privacy@bitbiome.co.jp

Enquiries are accepted 24 hours a day, however, for replies to enquiries, we will respond during business hours (Weekdays from 9:00~18:00, excluding year-end and new year’s and summer holidays)