Privacy policy

When handling personal information, the Company will specify the purpose of use as clearly as possible. In addition, except where prior consent has been obtained from the customer or where permitted by applicable laws and regulations, the Company will not use customers’ personal information beyond the scope necessary to achieve the stated purpose of use.

Furthermore, when acquiring personal information, the Company will obtain such information by lawful and appropriate means. When acquiring such information, the Company will either publicly announce the purpose of use in advance or, promptly after acquisition, notify the individual of the purpose or publish it on its website or through other appropriate means. In addition, when receiving personal information directly from customers in written form (including electronic or magnetic data), the Company will clearly indicate the purpose of use in advance. However, this shall not apply where permitted by applicable laws and regulations.

The Company will implement necessary and appropriate measures, including measures to protect against unauthorized access and computer viruses, in order to prevent the loss, destruction, alteration, or leakage of personal data. In addition, the Company will provide necessary and appropriate supervision of its employees and contractors to ensure the secure management of personal data.

When the Company jointly uses personal data with third parties or provides such data to third parties, it will take the necessary measures required by applicable laws and regulations, such as entering into contracts or agreements with the relevant third parties. In addition, the Company will not provide personal data to third parties except where the customer’s consent has been obtained or where permitted by applicable laws and regulations.

With respect to retained personal data, the Company will respond to customers’ requests for disclosure, correction, suspension of use, and other rights in accordance with applicable laws and regulations. The Company will handle such requests sincerely and promptly within a reasonable scope.

In order to implement this declaration, the Company will establish the necessary internal rules and provide education and training to ensure that its employees and others are fully informed of the contents of this declaration, and will maintain its implementation.

Explanation of Terms Used in This Policy “Personal information” means information relating to a living individual that falls under any of the following items. Information that can be easily collated with other information to identify a specific individual shall also be considered personal information.
“Personal data” means personal information constituting a personal information database, etc. “Personal information database, etc.” means a collection of information containing personal information that is systematically structured so that specific personal information can be easily retrieved, including electronic databases as well as directories and similar items, as defined by Cabinet Order.
“Retained personal data” means personal data over which the Company has the authority to disclose, correct, or otherwise process, excluding data designated by Cabinet Order as data for which the disclosure of its existence or non-existence may harm the public interest or other interests.

1. The Company uses personal information for the following purposes in the course of the businesses described in Paragraph 2 below.

① Personal information of customers and business partners (in the case of corporate entities, their officers and employees)

1. Identity verification and personal authentication of customers
2. To provide temporary staffing, fee-charging employment placement, and recruitment services
3. To perform payroll and bonus calculations, welfare administration, and the preparation of related documentation in connection with administrative outsourcing services
4. To respond to, confirm, and record customer inquiries, consultations, complaints, and support requests
5. To conduct surveys and analyses for the planning, proper operation, and improvement of the Company’s various systems
6. To communicate for business purposes with business partners, government agencies, and other relevant parties
7. To send reports on the Company’s business activities and publications for advertising and promotional purposes
8. To improve and enhance various services
9. To issue invoices and provide services, etc.
10. To make necessary business communications, perform contracts, and conduct business negotiations
11. For accounts receivable management and collection operations, credit assessment, and the management of other business partner information
12. To send information and invitations regarding seminars, events, etc.
13. To conduct surveys and research on market trends, etc.
14. To provide information via email and other means
15. To improve and enhance the digital services provided by the Company (such as websites and mobile applications)
16. To provide advertising and information on services, campaigns, etc. via notices, email, and other means (*1, *2)
17. To deliver behaviorally targeted advertisements using advertising distribution service providers (*1, *2)
18. To analyze attribute information and behavioral history obtained by the Company in order to understand customers’ interests and preferences (*2)
19. To ensure the safe provision of the Company’s products and services. This includes identifying users who violate the terms of use and notifying them, as well as investigating, detecting, preventing, and responding to fraudulent or unauthorized activities, including fraud and unauthorized access involving the misuse of services.

(*1) Information such as customers’ website browsing history and purchase history obtained from customers may be analyzed and used to provide services and deliver advertisements.

(*2) Information such as customers’ interests, preferences, and browsing history obtained from third parties may be combined with personal information already held by the Company and used accordingly. In such cases, the Company will obtain the customer’s prior consent and use the information within the scope of the purposes of use stated above.

② Personal information of applicants for recruitment and hiring activities

• To contact and provide information regarding recruitment and hiring activities (including internships) to applicants
• For recruitment and hiring operations at the Company and other uses necessary for recruitment and hiring activities

（2）The businesses conducted by the Company are as follows.

1. Temporary staffing business
2. Fee-charging employment placement business
3. Recruitment and placement business
4. Administrative outsourcing business

1. Name and address of the personal information handling business operator (the Company), and the name of its representative

Name: Kubota Staff Corporation

Address and name of the representative: Please refer to the Company overview.

2. Purpose of use of all retained personal data, etc.

Same as the “Purpose of Use of Personal Information” stated above.

3. Procedures for responding to requests for disclosure, etc.

For requests concerning notification of the purpose of use, disclosure, correction, or suspension of use of retained personal data held by the Company, as well as requests for disclosure of records of provision to third parties, please refer to the section below titled “Procedures for Responding to Requests for Disclosure, etc. of Retained Personal Data under the Act on the Protection of Personal Information.”

4. Name of the accredited personal information protection organization to which the Company belongs

At present, the Company does not belong to any accredited personal information protection organization.

The Company may jointly use the personal data items described in (1) below with Kubota Corporation and its consolidated subsidiaries and equity-method affiliates listed in Kubota Corporation’s annual securities reports, for the purpose of use described in (2) below, in relation to the businesses conducted by those companies, with the Kubota Group companies described in (3) below.

1. Items of personal data to be jointly used

Names, affiliations, positions, addresses, telephone numbers, email addresses, and histories relating to products, services, after-sales services, maintenance, repairs, etc., as well as other information necessary for business communications with customers and business partners (including prospective business partners and, in the case of corporate entities, their officers and employees)

2. Purpose of use of personal data

For business notifications, communications, and information sharing

3. Scope of joint users

Kubota Corporation, as well as the consolidated subsidiaries and equity-method affiliates listed in Kubota Corporation’s annual securities reports

4. Party responsible for the management of the relevant personal data

Name: Kubota Staff Corporation

Address and name of the representative: Please refer to the Company overview.

http://www.kubota-staff.co.jp/outline/index.html

The Company will implement necessary and appropriate security control measures for the management of personal data, including the prevention of leakage, loss, and damage. In addition, the Company will provide necessary and appropriate supervision of its employees and contractors (including subcontractors) who handle personal data.

The main contents of the security control measures for personal data are as follows.

• (Establishment of a Personal Information Protection Policy)
  To ensure the proper handling of personal data, the Company has established a personal information protection policy.
  （http://www.kubota-staff.co.jp/privacy-en/index.html#policy）
• (Establishment of Rules for the Handling of Personal Data)
  The Company has established internal rules regarding the handling of personal data, as well as the responsible persons, personnel in charge, and their respective duties.
• (Organizational Security Control Measures)
  The Company has appointed a person responsible for promoting personal information protection in relation to the handling of personal data and has clearly defined, in its internal rules, the responsibilities and authority of employees regarding the secure management of personal data.
• The Company has established a reporting system to notify the person responsible for promoting personal information protection in the event that any facts or indications of violations of the Act on the Protection of Personal Information or internal rules are identified.
• Each division conducts regular self-inspections regarding the handling of personal data, and audits are also conducted by dedicated departments.
• (Personnel Security Control Measures)
  The Company has stipulated matters relating to the handling of personal data in its work regulations and provides regular training for its employees.
• (Physical Security Control Measures)
  The Company implements measures such as controlling access to buildings and floors where personal information is handled, preventing theft, and ensuring that systems and documents are securely locked when taken out or stored.
• (Technical Security Control Measures)
  By implementing appropriate measures such as access control to personal information, restrictions on methods of removal, and prevention of unauthorized external access, the Company strives to prevent unauthorized access to personal information, as well as the leakage, loss, or damage of such information.

Where the Company separately specifies the purpose of use, etc. to the individual by notification or by obtaining consent to the terms of use, such individually specified purposes shall take precedence over the matters stated above.

(1) “Retained personal data” subject to “requests for disclosure, etc.” refers to personal information that is systematically organized so that specific personal information can be searched by name, etc., and over which the Company has the authority to disclose, correct, or suspend use.

Please note that the following cases do not constitute “retained personal data.”

• Personal data over which the Company does not have the authority to disclose, etc.
• Personal data specified in each item of Article 4 of the Cabinet Order as data for which the disclosure of its existence or non-existence may harm public interest or other interests.

(2) Records of provision to third parties
“Records of provision to third parties” subject to disclosure requests are records, such as the names of third parties, that are created when the Company provides to or receives from a third party personal information that is systematically organized so that specific personal information can be searched by name, etc.

Please note that the following cases do not constitute “records of provision to third parties.”

• Records for which the disclosure of their existence or non-existence may threaten the life, body, or property of the individual or a third party
• Records for which the disclosure of their existence or non-existence may encourage or induce illegal or improper acts
• Records for which the disclosure of their existence or non-existence may undermine national security, damage trust with other countries or international organizations, or cause disadvantage in negotiations with other countries or international organizations
• Records for which the disclosure of their existence or non-existence may impede the prevention, suppression, or investigation of crimes, or otherwise hinder the maintenance of public safety and order

(1) Procedure flow

1. Please contact the Company’s General Affairs Department, Personal Information Protection Representative (see (3) below) by telephone to indicate your intention to submit a “request for disclosure, etc.” and provide the applicant’s name, address, and telephone number.
   The applicant must be either the individual identifiable by the Company’s retained personal data (hereinafter referred to as the “Individual”) or a representative (i.e., a person authorized by the Individual or a legal representative such as a parent or guardian).
2. The Company will then send the documents necessary for the procedure (hereinafter referred to as the “Application Documents”) to the applicant by post.
3. After reviewing the attached “Notes on Completing the Application Form,” please complete the Application Documents by filling in the required information.
4. When returning the documents, please enclose the following items and send them by registered mail to the Company’s General Affairs Department, Personal Information Protection Representative (see (3) below).

• The Company’s prescribed application form
• One copy of an official identification document for verifying the identity of the Individual (see (2)-1 below)
• In the case of an application for disclosure, etc. by a representative, in addition to the above identity verification document and a document verifying the identity of the representative, a document confirming the representative’s authority (see (2)-2 below)
• o Postal stamps worth 700 yen as a fee (only in the case of a “request for notification of the purpose of use” or a “request for disclosure”) (see 3 below).

Requests for “disclosure, etc.” will be accepted only upon verification of the applicant’s identity by the method described in (2) below and submission of the Application Documents by post, in order to protect the personal information of the Individual, etc. Please note that applications for disclosure, etc. by email, fax, or in person are not accepted.

(2) Methods for confirming whether the applicant for “requests for disclosure, etc.” is the Individual or their representative

1. If the applicant is the Individual

Please enclose one copy of any of the following official identification documents (showing the current address) with the Application Documents.

• Driver’s license (if the current address is shown on the reverse side, a copy of the reverse side is also required.)
• Health insurance certificate
• Certificate of Residence
• Basic Resident Registration Card with photo
• Passport
• Residence Card (Alien Registration Certificate)
• Alien Registration Certificate
• Pension Handbook

*If the current address is shown in a section separate from the name or other details, please be sure to include a copy of the section showing the current address.

2. If the applicant is a representative

For both the Individual making the request for disclosure, etc. and the representative, please enclose one copy of any of the above official identification documents, as well as the following documents.

(a) If the representative is a voluntary (appointed) representative

A letter of authorization indicating representation (bearing the Individual’s registered seal and accompanied by a certificate of seal registration). If the representative is a lawyer, please also enclose a document showing the lawyer’s registration number.

(b) If the representative is a legal representative

One copy of a family register (full transcript or extract) showing the legal representative relationship between the Individual and the representative

*Please black out the “registered domicile” on the copy of the identity verification document, or provide a copy with the “registered domicile” concealed.

*Identity verification is required in order to ensure security, including the prevention of leakage of retained personal data. If the identity verification documents are not provided, the Company will not be able to respond to “requests for disclosure, etc.” Thank you for your understanding.

*These identity verification methods are primarily based on the “Guidelines for the Act on the Protection of Personal Information (General Rules Edition)” (November 2016; partially revised October 2021) issued by the Personal Information Protection Commission. We appreciate your understanding.

3. Application destination and contact point for requests for disclosure, etc.

1. A fee of 700 yen (tax included) is required per application only in the case of a “request for notification of the purpose of use” or a “request for disclosure.”
2. Payment should be made by enclosing postage stamps worth 700 yen with the Application Documents. (Please note that cash, postal money orders, and other forms of payment are not accepted.)
3. If the fee is not enclosed or is insufficient, the Company will request that the shortfall be sent by post by a specified date; if the shortfall is not received by that date, the “request for notification of the purpose of use” or the “request for disclosure” will be deemed not to have been made.

In such cases, the enclosed postage stamps may be used to return the Application Documents. Thank you for your understanding.

1. Responses to requests for disclosure, etc. will be provided to the extent that the retained personal data can be confirmed as belonging to the Individual based on the Application Documents and identity verification documents.

Please note that the response may indicate that no retained personal data exists or that disclosure, etc. cannot be made for reasons prescribed by law; in such cases, the 700 yen fee will not be refunded.

2. In principle, responses will be provided either by sending written documents by registered mail to the address confirmed in the applicant’s identity verification documents or by sending an email to the email address stated in the application form.

Please note that even in the case of an application by a representative, the response may be sent directly to the Individual.

3. The standard timeframe from receipt of the Application Documents to dispatch or sending of the response is approximately 10 business days.

Please note that additional time may be required depending on the nature of the request.

Personal information contained in the Application Documents and other documents submitted at the time of the request will be used for contacting the applicant, confirming the details of the request, and otherwise responding to the request. Even after the response has been completed, such information may be retained for use in confirming matters in the event of any subsequent inquiries or issues arising with the applicant.