Personal Information Protection Policy (Privacy Policy)

The Association for Overseas Technical Cooperation and Sustainable Partnerships (AOTS) is an organization dedicated to fostering human resources in the developing countries by promoting technical cooperation through training, dispatch of experts and other programs. Through these programs, we aim to contribute to the economic growth of both the developing countries as well as Japan to enhance friendly relations with those countries. In carrying out the above programs we are deeply aware that the personal information of the members of our association is an important asset that includes confidential information. Therefore, when handling personal information in the course of our business, we have established rules for laws and regulations concerning personal information and the protection of personal information. We have also developed an organizational structure capable of effectively protecting personal information. By taking these measures we show respect for the needs of the association users and respond to the expectations and trust they place in our association.

1. Collection, Use & Provision of Personal Information

We specify the purposes for use of personal information within the scope of our business activities and obtain, use and provide personal information fairly and appropriately to the extent necessary to achieve those purposes. We also take measures to ensure that personal information we have obtained will not be utilized for any other purposes.

2. Compliance with Laws and Norms

We comply with laws, national guidelines, other norms and social systems concerning personal information and will strive to effectively protect personal information.

3. Appropriate Management of Personal Information

We are fully aware of the risks of unauthorized access, loss, destruction, falsification, and leakage of the personal information we handle and will provide effective security measures, and take appropriate corrective action if problems arise.

4. Response to Inquiries

If we receive inquiries regarding the disclosure, correction, suspension of use, complaints, consultations, etc., from a person described in the personal information that we handle, we will respond appropriately and effectively to the requests and needs of that person.

5. Continuous Improvement

We will establish management regulations and management systems to ensure the protection of personal information, ensure that all staff members thoroughly implement these regulations and systems, and periodically review them to continuously improve the personal information protection management system.

 

Established on March 7, 2014
Revised on April 3, 2023

Shinya Kuwayama, President
The Association for Overseas Technical Cooperation and Sustainable Partnerships

<Contact point for personal information protection policy>
Personal Information Inquiry Desk
Address: 1-30-1, Senjuazuma, Adachi-ku, Tokyo
Personal Information Protection Manager: Manager of the General Affairs & Planning Department
TEL: +813-3888-8211

Handling of Personal Information

We strive to effectively protect personal information in conformance with our personal information protection policy. Here we inform you of the personal information we obtain and retain for our business purposes as follows.

(1) Name and address of the business operator handling the personal information. (If the business operator is a corporation, the name of its representative)

Name of business operator:    The Association for Overseas Technical Cooperation and Sustainable Partnerships
President:    Shinya Kuwayama
Address:    1-30-1, Senjuazuma, Adachi-ku, Tokyo

(2) Name or title, affiliation and contact information of the personal information protection manager (or their representative)

Personal information protection manager:    Manager of the General Affairs & Planning Department
E-mail :

Phone:    +813-3888-8211

 

(3) Purpose of use of personal information

The purposes for use of personal information handled by the Association in the course of its business activities are as follows.

1) Retained personal data

Type of personal information	Purpose of use
Information related to business	To accept and provide training for trainees, etc. necessary for the development of domestic and overseas industries and human resources. To dispatch experts and other staff necessary for the development of domestic and overseas industries and human resources. To conduct research and other activities related to development of domestic and overseas industries and human resources. To manage and operate facilities necessary for the development of domestic and overseas human resources. To provide paid job placement services necessary for development of domestic and overseas industries and human resources. To conduct business travel necessary for the development of domestic and overseas industries and human resources. To provide loans necessary to facilitate overseas investment by Japanese small and medium-sized enterprises (SMEs) that contribute to the development of industries in developing regions and to conduct related research. To provide business management, all types of communications, billing, and payment management
Information about instructors and interpreters in training programs and information about experts in expert dispatch programs	To manage operations during the commissioned work period To make payments such as honorariums after the program For all types of communications
E-newsletter subscriber information	To provide information about AOTS training programs, expert dispatch programs, and relevant upcoming seminars and other events To provide the latest information from other countries and share information about developing nations To share domestic and overseas records about local experiences in industrial human resource development operations
Employee information	To utilize in operations related to staff management (management of operations, labor and human resources, payroll-related operations, employee benefits, etc.)
Applicant information	To utilize in operations related to recruitment (provision of information related to recruitment, decision on whether or not to hire an applicant, communication related to recruitment operations, etc.)
Retiree information	To utilize for communication with retirees and respond to inquiries from retirees
Inquirer information	To respond to inquiries
Information about recruitment candidates	To provide information about candidates to companies seeking workers in recruitment business To manage aftercare of non-Japanese job  candidates For all types of communications

 Other utilization purposes individually specified in writing.
*We have a broad range of business activities, so please refer to each business website.

2) Other personal information obtained

Type of personal information	Purpose of use
Personal information obtained through the work entrusted to us	To utilize for contracts and related communications, execution of entrusted work, and after-sales service, etc.
Information obtained from job sites	To utilize for determining whether or not to hire applicants and to notify the results to the applicants
Information of foreign talents jobs placement in Japanese companies	To provide candidate information to recruiting companies To utilize for contracts, related communications, and execution of accepting of foreign talents

 

(4) Personal information inquiry desk

To obtain assistance regarding complaints, consultations and inquiries involving the handling of personal information including matters relating to retained personal data, please directly contact the [Inquiry Desk] below.

(5) Disclosure procedures, etc.

We will promptly respond to disclosure requests, etc. (notification or disclosure of purpose of use; correction, addition, or deletion of content; suspension of use; removal; suspension of provision to third parties; and disclosure of records of provision to third parties) of the actual person in our retained personal data. If you wish to make such a request, we will respond to your request within a reasonable period of time and to a reasonable extent after confirming that the person making the request is in fact the person in the personal information or their representative.

(6) Handling of disclosure requests, etc. and contact for inquiries

To make a disclosure request etc., for the retained personal data, please contact the following reception desk. After receiving your request, we will send you the "Request for Disclosure, etc. of Retained Personal Data" as specified by us by e-mail or other means. Please fill out the form, enclose the required documents and send it by mail. (The requester is responsible for covering the sending fees.)
After confirming that the requester is in fact the person in the personal information (or their representative), we will respond to the request by an applicable disclosure method.

(7) Measures taken for the safe management of personal information

In order to strictly handle the personal information, we have established rules and regulations regarding personal information based on the Personal Information Protection Policy in accordance with JIS Q 15001 and have been operating a personal information protection management system.
To ensure the proper handling of personal information, we have implemented safety control measures from four perspectives: organizational, personnel, physical, and technical perspectives.
In addition, while there are cases in which we outsource the handling of personal information to overseas entities, we do apply appropriate security management measures that include an understanding of the external environment.

 

To find specific safety management measures, please contact the following [Inquiry Desk].

[Inquiry Desk]

Name of Inquiry Desk	Personal Information Inquiry Desk
Contact person	Manager of the General Affairs & Personnel Group Address:    1-30-1, Senjuazuma, Adachi-ku, Tokyo Phone/Fax:    +813-3888-8211 / +813-3888-8264 E-mail: