ALAYA
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Privacy Policy

We at ALAYA strive to contribute to society by providing creative translations and other means of expression and giving substantial weight to meaningful communication with customers, partner companies, translators, employees and people of the world. In order to make our corporate concept—the “best of communication”—a solid reality, it is vital to ensure impeccable reliability. To that end, we are keenly aware of the importance of protecting privacy; we have established the following Privacy Policy and strive to implement it faithfully.

1. ALAYA collects personal information by appropriate methods. Except where required by laws and so forth, ALAYA will use personal information exclusively within the bounds of the stated purpose, of which the pertinent individuals have been informed and which they have agreed to. ALAYA will implement measures to prevent the use of personal information for anything other than the stated purpose. Except where required by laws and so forth, ALAYA will not provide personal information to any third party without the approval of the pertinent individual.
2. ALAYA will implement appropriate safety measures to prevent and remedy unauthorised access to or leak, loss or damage of personal information.
3. ALAYA will establish a Customer Enquiries Desk to deal with personal information matters, and will treat all such enquiries in good faith.
4. ALAYA will comply with all laws, bylaws, policies set forth by the government and other rules in relation to the handling of personal information.
5. ALAYA will establish a privacy protection management system, and continually improve on it.

Enquiries
Customer Enquiries Desk
Phone: 03-5773-1811 Email: Please submit using the form in " Contact Us."

Enacted: April 6, 2006
Last Amended: December 6, 2006
President
Shigetomi Nakajima
ALAYA INC.

Disclosable information

Following is an overview of ways in which ALAYA may use personal information that is considered disclosable.

1. Company title, representative
ALAYA INC.
President: Shigetomi Nakajima

2. Contact for privacy issues
Privacy Protection Manager: Shigeo Kanehara
Phone: 03-5773-1811

3. Disclosable information and purposes for use thereof

(1) Disclosable information pertaining to clients
Disclosable information collected by ALAYA pertaining to clients shall be: company title, address, name of liaison, department, telephone number and e-mail address. The purposes for the use of such information shall be:
1) Dealing with enquiries and offering advice pertaining to assignments the company takes on.
2) Sending finished products and returning borrowed materials.
3) Distribution of the ALAYA’s e-mail magazines, TraCo and Tokyo Fashion Weekly Magazine

(2) Disclosable information pertaining to employees
Disclosable information collected by ALAYA pertaining to employees shall be: name, address, date of birth, telephone number, e-mail address, education and employment history, date of employment, amount of wage, bank account and data relevant to social insurance. The purposes for the use of such information shall be:
1) Employment administration
2) Wage administration
3) Social insurance procedures
4) Tax administration

(3) Disclosable information pertaining to applicants
Disclosable information collected by ALAYA pertaining to applicants shall be: name, address, date of birth, country of birth, education and employment history, fields of expertise, telephone number and e-mail address. (Note: country of birth and education and employment history are considered sensitive information, these shall only be collected as "personal information" when applicants agreed and is provided by the applicant). The purposes for the use of such information shall be:
1) Recruiting administration
2) Recruiting information, other notices to applicants
3) Employment procedures

(4) Disclosable information pertaining to translators, checkers, editors or audio transcribers
Disclosable information collected by ALAYA pertaining translators, checkers, editor or audio transcribers shall be: name, country of birth, native language, education and employment history, areas of expertise, address, telephone number, e-mail address and bank account (Note: country of birth, education and employment history are considered sensitive information, ALAYA will use such information only if agreed and provided by the pertinent individuals).
The purposes for the use of such information shall be:
1) Administration of hiring procedures at ALAYA.
2) Contact procedures necessary for outsourcing translation and other services.
3) Administration of business partner information and making payments.

4. Enquiries about disclosable information
Please direct enquiries about your personal information or the ALAYA's privacy policy in general to our Customer Enquiries Desk.

ALAYA INC. Customer Enquiries Desk
Nielsen Bldg., 1-1-71 Nakameguro, Meguro-ku, Tokyo 153-0061 Japan
Phone: 03-5773-1811

5. Disclosable information disclosure request procedures

(1) Destination of making requests for disclosure, etc.
To make requests for disclosure, etc., fill out the prescribed form, attach the necessary documents and post it to the address below. When doing so, be sure to use a traceable method such as simple registered mail.

ALAYA INC. Customer Enquiries Desk
Nielsen Bldg., 1-1-71 Nakameguro, Meguro-ku, Tokyo 153-0061 Japan

(2) Obtaining the prescribed form to request disclosure, etc.
Identification documents
Please provide a copy of one of the following.
i. Driver's license
ii. Health insurance policyholder card
iii. Passport
iv. Pension passbook
v. Basic resident register card with photo
vi. Alien registration certificate
* Note: Upon receipt of the prescribed form and payment of the applicable fee, ALAYA will send a notice of receipt.

(3) Requests for disclosure, etc., by proxy
1) In the event of exercise of reasonable right to request personal information on behalf of an individual who is unable to write a letter of attorney (e.g., the individual is in a state requiring nursing care), be sure to attach evidence that the proxy is qualified as a legal representative, and clearly state on the Enquiry & Request Form that the form has been filled out by the proxy.
2) Identification documents of the proxy
Same as the documents set forth in paragraph (2) above.
3) Letter of attorney
The individual to whom the personal information pertains should set the one's seal on the letter of attorney and attach a copy of seal registration certificate. If the proxy is a legal representative such as a person with parental rights over the pertinent individual, the company may require the proxy to submit a copy of the family register that indicates the relationship between the pertinent individual and the proxy in lieu of a letter of attorney.

(4) Fees related to requests for disclosure, and notice of the purpose of use.
ALAYA charges a fee of 500 yen (incl. tax) for each personal information-related request to disclose and notice of the purpose of use. Please enclose 500 yen in postage stamps in the envelope containing your request.