Privacy policy

Forum Engineering Inc. (the “Company”) considers each engineer as an asset following the words “A company is its people.” Aiming at technical human resource services of value to both client companies and workers, the Company, as a company which operates specified worker dispatching business, general worker dispatching business and staffing business having engineers in various technological fields such as machinery, electricity, electronics, telecommunications and chemistry, and as a telecommunications carrier, acknowledges the importance of protection of personal information, will comply with the Act on the Protection of Personal Information, the Telecommunications Business Act, and other related laws and regulations, guidelines, rules, etc., and will endeavor to protect personal information.

1.Name and Address of Personal Information Handling Business Operator (Telecommunications Carrier) and Name of Its Representative

(Name) Forum Engineering Inc.
(Address) 2-10-4 Toranomon, Minato-ku, Tokyo
(Name of representative) Tsutomu Sato, Representative Director & President

2.Acquisition of Personal Information

The Company will acquire personal information from each user of the services operated by the Company (the "Company's Services"), recruiting companies, business partners, etc. ("User, etc.") through oral or written means, electromagnetic records entered in emails, on web screens, etc., or recordings, videos or other methods, by lawful and fair means to the extent necessary to conduct its business (which includes, in addition to obtaining such personal information directly from the User, etc., cases where the Company obtains personal information indirectly from a person other than the User, etc.). The Company will handle the following types of personal information.

• (1)Personal information regarding Users, etc.
  (i) Information provided by the User, etc., as a client when using the Company's Services

  • (a)Information regarding the identification and contact information of the User, etc. (such as name, address, date of birth, telephone number, and email address)

  • (b)Information regarding the identity of the User, etc. (matters described in the identity verification document) (provided, however, that if the Individual Number Card is used as the identity verification document, the information shall include the matters described on the Individual Number Card (excluding the Individual Number), as well as the electronic signature and electronic certificate in the Individual Number Card.)

  • (c)Information regarding the means of payment (such as a bank account) used by the User, etc.

  • (d)Information regarding inquiries (including opinions and requests) from the User, etc.

• (ii) Information acquired by the Company when the Company's Services are used
  

  • (a)Information regarding usage of the Company's Services (communication history and usage history)

  • (b)Information regarding the usage environment of the Company's Services (network and communication terminals)

  • (c)Information regarding usage charges for the Company's Services (billing amounts and payment status)

• (2)Personal information regarding shareholders (as recorded in the shareholders' register)

• (3)Personal information regarding officers and employees of the Company (including recruitment applicants, interns, prospective employees, contract employees, and temporary employees; hereinafter "officers and employees")

• (4)Personal information regarding business partners of the Company, personal information related to inquiries to the inquiry desk of the Company, etc.

3.Use and Provision of Personal Information

The Company will use personal information for the purposes listed below. The Company will acquire, use and provide personal information within the scope necessary for achieving such purpose of use.

• (1)To provide the Company's Services

• (2)To contact Users, etc. and respond to their inquiries

• (3)To confirm and analyze the status of use of the Company's Services by Users, etc. (including whether or not they are employed)

• (4)To identify and manage Users, etc.

• (5)To provide questionnaires, campaigns, and other information via mail magazines, email, postal mail, telephone, etc.

• (6)To update information on Users, etc. of the Company's Services

• (7)To plan and develop new services, etc.

• (8)To improve the quality of the Company's Services

• (9)To exercise the rights and fulfill the obligations of shareholders

• (10)To update information in the shareholders' register

• (11)To contact shareholders and respond to their inquiries

• (12)To manage the personnel and labor affairs of officers and employees of the Company

• (13)To manage inquiries to the Company's inquiry desk

• (14)To manage visitors to the Company's offices

The Company will not acquire, use and provide personal information beyond the scope of such identified purpose of use.
The Company will not use personal information in a manner that may encourage or induce illegal or unjust acts.
The Company will take necessary measures for preventing use outside the purpose.
The Company will not provide a third party with personal information without first obtaining the relevant individual's consent to do so unless otherwise stipulated by laws, rules or regulations. Consent will be obtained in writing, via web screen, etc.

4.Compliance with Laws and Regulations

The Company will comply with laws and regulations pertaining to the handling of personal information, laws and regulations according to the Telecommunications Business Act, national guidelines and other rules.

5.Secure Management of Personal Information

The Company will establish and implement the personal information protection management system, etc. (including this Policy as a fundamental policy and the "Personal Information Handling Basic Regulations" and other regulations and rules related to handling of personal information) in order to ensure the proper handling of personal data.
The Company will maintain the accuracy of personal information and manage the same securely.
The Company will, as physical security control measures and technological security control measures, take preventive measures such as countermeasures against unauthorized access and countermeasures against computer viruses to prevent or correct the leakage, loss, or damage of personal information.
The Company will, as systematic security control measures, appoint the “Personal Information Protection Manager” and manage personal information properly.
The Company will, as human security control measures, provide training to its officers and employees and other related parties with regard to protection and proper way of management of personal information to ensure proper handling of personal information in its daily business.
When the Company entrusts personal information to others, the Company will conduct impartial investigation of and conclude a necessary contract with the entrustee, and take other necessary measures pursuant to laws and regulations.
When the Company handles personal information in a foreign country, the Company will assess the information on the personal information protection system and other external environment of that foreign country and will take personal information security control measures. If your personal data is handled in a foreign country and you would like to know the name of that foreign country, the outline of the system for protecting personal information, etc., please contact the "Personal Information Related Client Support Contact”.

6.Formulation and Continuous Improvement of the Personal Information Protection Management System

In order to implement this Policy, the Company will formulate, implement, maintain, and continuously improve its personal information protection management system (including this Policy, the "Personal Information Handling Basic Regulations," and other regulations and rules).

7.Complaint and Consultation

The Company will sincerely and promptly respond to complaints and consultations from clients with regard to the Company's protection of personal information. For such complaints or consultations, please contact the “Personal Information Related Client Support Contact” described below.

8.Handling of Cookie Information

With regard to the service provided by the Company (the "Company's Service"), in order to provide a person using the Company Service ("User") with more appropriate and useful services, the Company will collect and utilize informative data (*1) of the User for the Company's advertisements, etc.
The Company may receive, and use, by linking to personal information, information as described in the "Items of Personal Data Provided (*2)" from the "Providing Sources of Personal Data (*2)" as set forth below. The purpose of use of such information shall be as described in the "Purpose of Use (*2)".
The Company will acquire, from a User of the Company's Service, the User's consent to the Company's use of informative data and personal data prior to the User using the Company's Service.

(*1) Informative Data means information regarding an individual such as log information on the use of the internet that cannot identify a specific individual by itself, including, but not limited to, the following items of information in particular.

• use environment
• attribute information (email address, gender, occupation, age, client number, etc.)
• location information
• usage history information (site browsing history, search history, etc.)
• terminal identification information (Cookie, etc.)
• advertising identifier
• advertising information
• research panel data

(*2) "Providing Sources of Personal Data," "Items of Personal Data Provided" and the Purpose of Use" mean and refer to the following:

[Purpose of Use in Cases Where Personal Information is Acquired through Means Other Than in Writing from the Relevant Individual]

Providing Sources of Personal Data, Items of Personal Data Provided	Purposes of Use	Disclosure Category
Information with regard to recruitment applicants obtained from Hello Work, job information websites and staffing agencies.	Screening and recruitment decision. Employment procedures after recruitment. Answering to inquiries.	Non-disclosure.

9.External Transmission of Client Information

For the purpose of developing and improving the Company's Services, conducting marketing research, providing advertisements, preventing unauthorized access, analyzing and improving operability and convenience for clients, etc., the Company will collect information concerning clients (such as cookies) and transmit such information to external entities.

（1）Recipient external entities and names of their services, etc.

Recipient external entity	Name	Policy of recipient external entity	Opt-out
Google LLC	Google Analytics	https://policies.google.com/privacy	https://tools.google.com/dlpage/gaoptout/
User Local, Inc.	User Insight	https://info.userlocal.jp/data_policy/	https://info.userlocal.jp/data_policy/
dataX Inc.	b-dash	https://data-x.co.jp/privacy/

10.Revision

The content of the Privacy Policy, in whole or in part, is subject to changes at the sole discretion of the Company. In the event of any revision, the Company will make a public announcement by reflecting such revision on the appropriate part of this website.

Privacy Mark

Forum Engineering Inc. is a “Privacy Mark” licensed operator.

The Company obtained a “Privacy Mark” considering the proper management and protection of personal information to be a social responsibility. Going forward, the Company will work on the protection and management of personal information as a Privacy Mark accredited operator, and as a company which develops technical human resource services of value to both client companies and workers.

Personal Information Related Client Support Contact

The following contact responds to inquiries related to personal information only. Please refrain from asking questions that are not related to personal information.
Forum Engineering Inc. General Affairs Department

Okura Prestige Tower 15F, 2-10-4 Toranomon, Minato-ku, Tokyo (postal code 105-0001)

Client Support Contact

URL：https://www.forumeng.co.jp/en/inquiry/

＜Person in Charge of Handling of Personal Information＞

Mitsuru Sunaga, Personal Information Protection Manager

Authorized Personal Information Protection Organization Where the Company Belongs and Its Contact Information

Japan Institute for Promotion of Digital Economy and Community (JIPDEC)
Personal Information Protection Consultation Service Office Tel：03-5776-1379 / 0120-700-779

Roppongi First Building 12F 1-9-9 Roppongi, Minato-ku, Tokyo (postal code 106-0032)
* Please note that the above contact is NOT for inquiries related to the Company’s products or services.
* When you deem the Company’s management of personal information to be inappropriate, it is requested that you first submit your complaint to the Company. However, if you are not satisfied with the Company’s response, you can submit the complaint to the above “Authorized Personal Information Protection Organization.”

Established on April 1, 2005
Last revised on May 10, 2024
Personal Information Handling Business Operator: Forum Engineering Inc.
Representative: Tsutomu Sato, Representative Director & President

Handling of Personal Information

[Purpose of Use in Cases Where Personal Information is Acquired through Means Other Than in Writing from the Relevant Individual]

Type of Personal Information	Purposes of Use	Disclosure Category
Information with regard to recruitment applicants obtained from Hello Work, job information websites and staffing agencies.	Screening and recruitment decision. Employment procedures after recruitment. Answering to inquiries	Non-disclosure.
Information with regard to recruitment of applicants acquired by telephone , etc.	Screening and recruitment decision. Employment procedures after recruitment. Answering to inquiries	Non-disclosure.

[Purposes of use of Retained Personal Data]

Name of Business	Type of Personal Information	Purposes of Use
1.Recruitment business	Personal information with regard to those who wish to enter the Company.	Screening and recruitment decision. Employment procedures after recruitment. Answering to inquiries
2.Management of users of the Company’s services	Personal information on our employment and career change support service.	Implementation of appropriate outplacement services. Request for cooperation for questionnaires aimed at improvement of services. In order to guide our service by electronic data, email magazine, postal etc. Use as statistical process data. Answering to inquiries.
3.Management of employees (including those who retired)	Personal information with regard to officers and employees.	Introduction of persons internally. Personnel and labor management. Payroll management. Health Management. Certification of working conditions. Confirmation of conditions of dispatched workers at dispatched companies (clients). Sending and provision of materials with regard to benefits package and education system, and other purposes similar thereto. Procedures to enter the dormitory. Insurance agency business. Business communications.
4.Client management	Personal information with regard to clients.	Personal authentication for using the Company’s web services. Automatic display of registration information on the Company’s web screens. Introduction of human resources. Information provision to clients’ persons in charge. Proposals and other information provision with regard to services handled by the Company. Answering to inquiries.
5.Other		Shooting and recording with a security camera for the purpose of prevention of crimes. Use based on legitimate grounds such as based on laws, rules or regulations. Provision to third parties based on laws, rules or regulations and to the extent necessary for the achievement of each of the above purposes.

[Measures Taken for Security Control of Retained Personal Data]

Establishment of Basic Policy	The Company publicizes the Privacy Policy on its websites.
Maintenance and Improvement of Rules	The Company establishes, and regularly reviews, the rules concerning the method of handling of retained personal data, personnel in charge of handling thereof and their duties, etc. in each process of acquisition, utilization, provision and disposal thereof.
Systematic Security Control Measures	The Company regularly implements internal inspection, internal audits and external audits.
Human Security Control Measures	The Company collects a pledge on confidentiality from its employees and regularly provides training to its employees.
Physical Security Control Measures	The Company implements security control of areas where personal information is handled, prevention of theft, etc. of personal information handling equipment and electronic media, and others.
Technological Security Control Measures	The Company implements a system for the protection from unauthorized access from outside.
Assessment of External Environment	When the Company handles personal information in a foreign country, the Company will assess the information on the personal information protection system and other external environment of that foreign country and will take personal information security control measures. If your personal data is handled in a foreign country and you would like to know the name of that foreign country, the outline of the system for protecting personal information, etc., please contact the "Personal Information Related Client Support Contact”.

[Procedures Taken to Respond to Request for Disclosure, etc.]

The Company takes the procedures described below when responding to request for notice of the purpose of use, disclosure, correction/addition/deletion of content, suspension of use, erasing, or suspension of provision to a third party, or disclosure of records of provision to a third party (“request for disclosure, etc.), of retained personal data held by the Company from the relevant individuals or their agents.

1.Contact for Requesting Disclosure, etc.

Please submit a request for disclosure, etc., by attaching the necessary documents to the prescribed form of request for disclosure, etc. of personal information, as email attachments or by mail.

When submitting a request by mail, please use delivery-certified mail or simple registered mail or any other mail whereby a delivery record can be confirmed. Further, please write in red, on the front side of the envelope, that documents for requesting disclosure, etc. of personal information are enclosed.

Form of Request for Disclosure, etc. of Personal Information

2.Documents Submitted in Making Request for Disclosure, etc.

When making a request for disclosure, etc., please complete the prescribed form for requesting the disclosure, etc. of personal information.

3.Identity Verification

The Company carries out identity verification by telephone to confirm the identity of the person making the request for disclosure, etc. If identity verification by telephone is impossible, we may ask for presentation of copies of a driver's license, residence certificate, health insurance card, etc.

4.Request for Disclosure, etc. by an Agent

When entrusting a request for disclosure, etc. to an agent, please enclose the following documents in addition to the prescribed form of request for disclosure, etc. of personal information.

(1) Documents (copies) whereby the agent's identity verification is possible
Any of a driver's license, duplicate of residence certificate or health insurance card
* For the above copies, please prepare copies in which information on the legal domicile of origin is processed by blackening out.

(2) Letter of Proxy (The signature and seal of the principal must be affixed on the letter of proxy, and a seal certificate for the same seal as the principal’s seal must be attached to the letter of proxy. If the agent is a person with parental authority or any other statutory agent, submission of a document showing the agent's relationship with the principal, in lieu of the letter of proxy, is possible).

5.Charge for Request for Disclosure/Notice of Purpose of Use

When making a request for disclosure of personal information or for notification of the purpose of use thereof, you are requested to pay a charge of 500 yen per request (exclusive of tax). The charge of 500 yen (exclusive of tax) must be paid by bank transfer.

* We will give the transfer account when confirming the identity of the relevant individual.

* You are requested to pay the bank transfer charges required

Please note that if there is a deficiency in the amount of the charge or if the payment of the charge cannot be confirmed, we may not respond to the request for disclosure or notice of purpose of use.

6.Method of Responding to Request for Disclosure, etc.

We will respond by the method indicated by the person making the request for disclosure, etc. (email and mail)

Personal Information Related Client Support Contact

The following contact responds to inquiries related to personal information only.

Forum Engineering Inc. General Affairs Department

Client Support Contact

Okura Prestige Tower 15F, 2-10-4 Toranomon, Minato-ku, Tokyo (postal code 105-0001)

URL：https://www.forumeng.co.jp/en/inquiry/

＜Person in Charge of Handling of Personal Information＞

Mitsuru Sunaga, Personal Information Protection Manager

Authorized Personal Information Protection Organization Where the Company Belongs and Its Contact Information

Japan Institute for Promotion of Digital Economy and Community (JIPDEC)

Personal Information Protection Consultation Service Office Tel：03-5776-1379 / 0120-700-779

Roppongi First Building 12F 1-9-9 Roppongi, Minato-ku, Tokyo (postal code 106-0032)

* Please note that the above contact is NOT for inquiries related to the Company’s products or services.

* When you deem the Company’s management of personal information to be inappropriate, it is requested that you first submit your complaint to the Company. However, if you are not satisfied with the Company’s response, you can submit the complaint to the above “Authorized Personal Information Protection Organization.”

Established on April 1, 2005
Last revised on May 10, 2024
Personal Information Handling Business Operator: Forum Engineering Inc.
Address: 2-10-4, Toranomon, Minato-ku, Tokyo (postal code 105-0001)
Okura Prestige Tower 15F
Representative: Tsutomu Sato, Representative Director & President