Privacy Policy

PRIVACY POLICY

Personal Information Protection Policy

At Ten Nine Communications, Inc. we believe we have a social responsibility to properly protect the personal information we retain on registrants and employees, etc. in the course of conducting our interpreting, translation, job placement, and English education and support services. We have established the following Personal Information Protection Policy to fulfill this responsibility, and our officers and employees strive sincerely to appropriately handle, manage, and maintain the personal information pursuant hereto.

1. Acquisition, Use and Provision of Personal Information

We will not acquire or use personal information without the consent or permission of the person concerned.Even if consent is obtained, we will only use information within the scope of such consent and we will not use information for any other purpose without consent from the person concerned. We will take measures to ensure information is not acquired or used without consent.
We will not provide personal information to a third party without consent, unless required by law. We may provide information on employees to third parties indicated in a separate letter of consent.

2. Ensuring the Security of Personal Information

We strictly manage the personal information that we retain. To prevent unauthorized access to personal information, as well as the theft, loss, destruction, alteration, leakage, or use of personal information beyond the intended purpose, we have established and strive to thoroughly implement rules on the acquisition, retention, management, and destruction of personal information, and we thoroughly implement systematic measures such as the management of IDs and passwords.
We work to promptly rectify the situation and prevent a recurrence when any problems arise in relation to the handling, etc. of personal information.

3. Compliance with Laws, Regulations and Internal Rules

We strive to comply with the Personal Information Protection Act and other laws, regulations, and standards, as well as guidelines for the protection of personal information enacted by administrative agencies, personal information protection policies established by authorized personal information protection organizations, and industry guidelines, etc. To this end, we have formulated these Personal Information Protection Regulations and Protection Standards which we thoroughly implement by training our employees, etc.

4. Implementation of Ongoing Improvements

We regularly audit the state of implementation of the above-stated Personal Information Protection Policy and make improvements to our Personal Information Protection Regulations and Protection Standards.

5. Complaints and Consultations

We will respond promptly, sincerely and appropriately to complaints and consultations concerning our handling of personal information.

<Contact Point for Personal Information Inquiries>

Ten Nine Communications, Inc.
Personal Information Protection Manager: Mizukoshi
9F Shiroyama Trust Tower, 4-3-1 Toranomon, Minato-ku, Tokyo 105-6009
Telephone No.: 03-3433-1090
Fax: 03-3433-1091
Email:
Date established: April 1, 2009
Date last revised: September 1, 2018
Ten Nine Communications, Inc.
Representative director: Hiromi Kudo

Handling of Personal Information

1. Business Operator Acquiring Personal Information

Ten Nine Communications, Inc.

2. Personal Information Protection Officer

Mizukoshi
Email:
Tel: 03-3433-1090

3.Purpose of Use (Personal Information Subject to Disclosure)

We acquire personal information for the following purposes in our business activities:
Personal information on employees: To manage attendance and labor, etc.
Personal information on persons seeking employment: In recruitment activities
Personal information on persons making inquiries: To respond to inquiries
Information on persons requesting our services: To provide services
Information on persons seeking work as an interpreter or translator:
To introduce employment opportunities, etc.
Information on persons wishing to subscribe to our newsletter:
To distribute our newsletter
Text, etc. to be translated (when text includes personal information):
To perform translation services
Meeting materials, etc. (when materials include personal information):
To perform interpreting services
Information on attendees: To provide English education and support

4.Rights Concerning Personal Information

A) Contact Point for Inquiries
We accept requests concerning the disclosure, etc. of personal information (notification of utilization purpose, disclosure, corrections/additions/deletions, utilization ceasing or erasure, ceasing provision to a third party). Upon receiving such a request we will confirm the identity of the person making the request and respond within a reasonable period of time.
Inquiries concerning personal information should be sent to the following contact point:
Contact Point for Personal Information Inquiries
Ten Nine Communications, Inc.
9F Shiroyama Trust Tower, 4-3-1 Toranomon, Minato-ku, Tokyo 105-6009
Email:
Tel: 03-3433-1090 (office hours: 9:00-17:00*)
Note: Inquiries made on weekends, national holidays, during the year-end and New Year holiday season, and during Golden Week are handled on or after the next business day.
B) Procedure for Requesting Disclosure, etc.
The person requesting disclosure, etc. should send an Application Form for Disclosure of Retained Personal Data to the above-stated contact point by post.

1) Method of verifying the identity of person requesting disclosure or their agent
To verify the identity of the person requesting disclosure we will request two or more items of personal information registered with us (telephone number, date of birth, etc.) that enable us to verify the identity of the person requesting disclosure.

2) When an agent requests disclosure, etc.
In addition to 1) above, we require submission of a copy of one of the documents listed in a) below to verify the right of representation and a copy of one of the documents listed in b) below to verify the identity of the agent if an agent requests disclosure, etc.

a) Documents that verify the right of representation
i) If an agent has been delegated by person requesting disclosure
Power of attorney
ii) If the agent is a statutory agent for a minor
Certified copy of family register
Copy of resident record (that states the relationship between the agent and person requesting disclosure but that does not state any individual numbers)
Other official documents that can verify the statutory right of representation
iii) If the agent is a statutory agent for an adult ward
Certificate of the registered matters concerning registration of guardianship
Other official documents that can verify the statutory right of representation

b) Documents that verify the identity of the agent (all information of the agent’s registered domicile except for the prefecture and all My Number digits should be blacked out)
Copy of driver’s license
Copy of passport
Copy of health insurance card
Copy of resident record (that does not state any My Numbers)
Copy of My Number card (reverse side that does not state the agent’s My Number)
C) Fee for Requesting Disclosure, etc. and Method of Collecting Fees
1) An administrative fee of 1,000 yen is charged per request when requesting notification of utilization purpose or disclosure.
2) Fees should be paid by enclosing a postal money order for a fixed amount when sending the application form.

Acquisition of Personal Information

1. Business Operator Acquiring Personal Information

Ten Nine Communications, Inc.

2. Personal Information Protection Officer

Mizukoshi
Email:
Tel: 03-3433-1090

3. Purpose of Use

We acquire personal information for the following purposes in our business activities:
Personal information on employees: To manage attendance and labor, etc.
Personal information on persons seeking employment: In recruitment activities
Personal information on persons making inquiries: To respond to inquiries
Information on persons requesting our services: To provide services
Information on persons seeking work as an interpreter or translator:
To introduce employment opportunities, etc.
Information on persons wishing to subscribe to our newsletter:
To distribute our newsletter
Text, etc. to be translated (when text includes personal information):
To perform translation services
Meeting materials, etc. (when materials include personal information):
To perform interpreting services
Information on attendees: To provide English education and support

4. Provision to Third Parties

A) Purpose
We may provide personal information to third parties in the following situations:
When introducing employment opportunities, when consent has been obtained from the person concerned
When provision is essential to perform business and consent has been obtained from the person concerned
When provision is pursuant to laws and regulations, etc.
B) Items of Personal Information to be Provided
Name, emergency contact details, career background
We only provide information within an agreed scope.
C) Means of Provision
Electronic media or orally
D) Recipient Third Parties
The third parties to whom we provide personal information are clients who require such information to achieve the purposes agreed to by the person concerned. Whenever possible we execute agreements concerning the handling of personal information with our clients before providing them with personal information. However, there may be times when information is provided without executing an agreement such as when providing information in accordance with instructions from an administrative agency, etc.

5. Outsourcing Work Involving the Handling of Personal Information

We may outsource work that involves the handling of personal information to an operator deemed to have met certain requirements concerning the protection of personal information. We may provide information on employees to third parties indicated in a separate letter of consent.

6. Rights Concerning Personal Information

We accept requests concerning the disclosure, etc. of personal information (notification of utilization purpose, disclosure, corrections/additions/deletions, utilization ceasing or erasure, ceasing provision to a third party). Upon receiving such a request, we will confirm the identity of the person making the request and respond within a reasonable period of time.
Inquiries concerning personal information should be sent to the following contact point:
Contact Point for Personal Information Inquiries
Ten Nine Communications, Inc.
9F Shiroyama Trust Tower, 4-3-1 Toranomon, Minato-ku, Tokyo 105-6009
Email:
Tel: 03-3433-1090 (office hours: 9:00-17:00*)
Note: Inquiries made on weekends, national holidays, during the year-end and New Year holiday season, and during Golden Week are handled on or after the next business day.

7. Voluntary Provision of Personal Information

We use an asterisk (*) to indicate required items when collecting personal information.
We may not be able to provide our services if information is not provided.

8. Use of Cookies, etc.

We do not use cookies, etc. to collect personal information on our website.