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POLA CHEMICAL INDUSTRIES’ handling of personal information

POLA CHEMICAL INDUSTRIES, Inc., (hereafter “POLA R&M”) shall handle personal information in accordance with the following stipulations to ensure that customers can use POLA R&M’s products and services connected with peace of mind.

1. Management system

POLA R&M shall endeavor to maintain information in its possession that can identify individual customers (hereafter “personal information”) in its most accurate and up-to-date form.
POLA R&M shall take necessary and appropriate measures to thoroughly manage the safety of personal information (information security measures), including the prevention of fraudulent access, tampering, leakage, etc., to or by third parties, whenever it handles personal information.
Furthermore, POLA R&M shall endeavor to maintain and reinforce its management system by holding regular training on protection of personal information for its employees.

2. Collection of information

POLA R&M shall acquire personal information through legal and honest means.
As necessary, POLA R&M may ask customers to provide personal information that could include such items as name, address, telephone number, age, date of birth, sex, e-mail address, occupation, family makeup, details of product purchases, details of services used, preferences concerning cosmetics and fashions, size, skin condition, and details of opinions and consultations when said customers purchase POLA R&M products, use POLA R&M’s services or website, participate in POLA R&M marketing activities, or participate in a POLA R&M-organized event.

3. Purpose of utilization

POLA R&M shall use customers’ personal information to safely and precisely promote business with the customer and to provide better products and services.  Specifically, POLA R&M shall use personal information within a scope necessary to provide products and services in POLA R&M’s cosmetics, health foods, beauty salon treatments, and other businesses; conduct reference activities in research and development of products and services; prepare statistical materials and media; provide information and engage in sales activity through telephoning, direct-mailing, etc., concerning products and services; record and arrange details of comments and consultations; supply information to business partners within a scope necessary to achieve the above-mentioned purposes; and conduct other relevant business activities and for no other purpose whatsoever.

4. Supply of personal information to third parties

POLA R&M may disclose or supply personal information belonging to customers in the following cases:

  1. When POLA R&M has received prior consent to disclose or provide the information from the person to whom it belongs
  2. When disclosure or provision is based on law
  3. When, in order to achieve a purpose for which the customer has been notified, personal information covering necessary items and scope from among the personal information items mentioned in 2 above that were gathered in documentary or electronic form is provided to a business partner.  In the event that a customer desires to terminate the provision of personal information to the above-mentioned third party, POLA R&M shall terminate said provision based on a request issued by the customer.  However, it should be noted that such termination may result in the suspension of services provided to the customer by POLA R&M.
  4. When, in order to achieve a purpose for which the customer has been notified, information is disclosed or deposited within a necessary scope when POLA R&M subcontracts the handling of personal information to another company
    In such cases, POLA R&M shall thoroughly manage the personal information by obligating the company entrusted with the handling of personal information to engage in the same level of information management as practiced by POLA R&M.

5.Shared use of personal information

POLA R&M may engage in shared use of personal information belonging to customers, specifically personal information covering necessary items and scope from among the personal information items mentioned in 2 above, with members of the POLA ORBIS Group, including POLA R&M affiliates, within the scope of usage provided in 3 above.

6. Disclosure, revision, and termination of usage of personal information

In the event that a customer requests to see personal information that belongs to the stated customer, POLA R&M shall disclose the personal information immediately in accordance with laws and ordinances after confirming the customer’s identity, except in cases where special circumstances apply.
Moreover, in the event that a customer requests the revision or termination of usage of personal information that belongs to the stated customer, POLA R&M shall respond immediately in accordance with laws and ordinances after confirming the customer’s identity.
For more information concerning disclosure, revision, termination of usage, or other matters concerning personal information or to make inquiries or file complaints regarding the handling of personal information, please contact POLA R&M’s Personal Information Consultation Office.

7. Storage period and deletion of personal information

POLA R&M shall appropriately store and manage personal information belonging to customers for a length of time that it deems necessary and shall securely delete the personal information when said period expires.

8. Legal compliance and modification and improvement of information handling

When handling personal information belonging to customers, POLA R&M shall comply with the Act on the Protection of Personal Information and other applicable laws in Japan and strive to improve its methods for handling information by continually examining its operations.

Chief administrator: POLA CHEMICAL INDUSTRIES, INC.

   
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