Handling of Personal Information

1. Acquisition of personal information and purpose of use

Japan Originated Investment Bank, Inc. (hereinafter, the “Company”) acquires and uses personal information to an appropriate extent, in accordance with the following purposes of use. If it becomes necessary to use personal information for purposes other than those listed below, the Company will obtain the consent of the individual to whom the information pertains, except in cases where the individual has given prior consent or where exceptions are permitted under the Act on the Protection of Personal Information or other laws and regulations. In addition, the Company may outsource a part of its business to a contractor and entrust personal information to the contractor to the extent necessary. In such cases, we will appropriately manage personal information in accordance with laws and regulations as well as standards prescribed by the Company.

(1) Personal information obtained from consignors in the course of undertaking financial advisory services and other incidental services

To keep records including personal information in accordance with laws and regulations and to manage the Company’s transaction records, etc.
To provide information related to various services and propose financial products
To confirm identity and eligibility, etc., to use financial services in accordance with laws and regulations
To manage ongoing transactions, such as due date management for various services
To make decisions regarding continued use of various services and other matters
To exercise rights and fulfill obligations based on contracts with clients and laws, etc.
To understand and manage various risks and to smoothly execute transactions with clients

(2) Personal information of persons in charge of exercising voting rights and other institutional investors (investment management institutions)

To provide useful services to persons in charge of exercising voting rights and other institutional investors (investment management institutions) for the purpose of facilitating appropriate and smooth dialogue with shareholders regarding engagement between the issuer company and persons in charge of exercising voting rights and other institutional investors (investment management institutions).

(3) Personal information obtained from contractors or consignors (excluding (1))

To manage contractors
To perform the services entrusted by consignors

(4) Personal information of inquirers

To respond to the inquiry selected in the inquiry item

(5) Personal information obtained from public information

To conduct surveys to improve the quality of its overall services and introduce the Company’s services
To confirm the information in accordance with laws and regulations and to manage ongoing transactions

(6) Personal information of applicants for employment

To provide information on various company information sessions and to accept applications
To provide various company information and details of employee recruitment
To conduct selection process for recruitment
To notify the applicant of the results of the recruitment selection process

(7) Personal information of employees, resignees and retirees

To manage personnel and payroll
To provide internal services and benefits
To perform labor safety and health management operations
To communicate in the course of business and in case of emergency, such as in the event of a disaster
To manage the health of employees in accordance with laws and regulations
To conduct business management, asset management, system management, etc.
To comply with labor-related laws and regulations for resignees and retirees
To contact resignees and retirees for administrative purposes or in case of emergency
To conduct various other activities to contribute to operations incidental and related to the above

2. Provisions for joint use, etc.

(1) Joint use of information

In addition to business management and risk management of the entire group centered on IR Japan Holdings, Ltd. (hereinafter, the “Group”), the Company conducts the following joint use to provide higher value-added services that take advantage of the characteristics of each Group company.

(2) Items of personal information to be jointly used

All information described in 1. (1) to (7) above
Name, information related to affiliation (company name, department name, etc.), title, address, telephone number, fax number, email address, etc., and any information arising from transactions, discussions, negotiations, etc.
All information on business cards received by the Company
Name, information related to affiliation (company name, department name, etc.), title, address, telephone number, fax number, email address, etc.

(3) Scope of joint users

IR Japan Holdings, Ltd.
Group companies of IR Japan Holdings, Ltd.
https://www.irjapan.jp/en/group/

(4) Purpose of use by joint users

To properly execute business management and various risk management of the Group
To plan and develop higher-quality products and services offered by the Group
To provide individualized proposals and information regarding the Group’s various products and services

(5) Responsibility for the management of personal information to be jointly used

Senior General Manager, Administration Department
Japan Originated Investment Bank, Inc.
*Please check “6. About our organization” for the address and name of the representative.

(6) Method of acquisition

The Company acquires the personal information described in 2. (2) in writing and in electronic data.

3. Disclosure of personal information, etc.

Upon request from the person himself/herself, or their representative, we will respond to notification/disclosure of the purpose of use, revision/addition of the content, deletion of items of the content, disuse/elimination of information, cessation of provision to third parties, or disclosure of records of provision to third parties of personal information subject to disclosure held by the Company. Please contact the “5. Personal information protection contact point” and we will explain the procedures for requesting disclosure, etc.

4. Matters relating to safety management measures

The Company takes the following necessary and appropriate measures to prevent leakage, loss, or damage of personal information handled by the Company and to ensure the safe management of personal information.

Establishment of a basic policy and handling rules regarding personal information
Organizational, personnel, physical, and technical safety management measures based on internal rules
When handling personal information in foreign countries, understanding systems related to the protection of personal information in that country and taking necessary and appropriate measures to ensure the protection of personal information

5. Personal information protection contact point

If there are any complaints or consultations regarding the handling of personal information, please contact us at the telephone number or email address listed below.

Senior General Manager, Administration Department　　
Telephone number: +81-3-6256-0577　　
Email:

6. About our organization

Japan Originated Investment Bank, Inc.
7th floor, Shin-Kokusai Building, 4-1, Marunouchi 3-chome, Chiyoda-ku, Tokyo 100-0005, JAPAN
Shirou Terashita, Representative Director and President