Privacy Policy

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Privacy Policy

Japan Light Motor Vehicle and Motorcycle Association (hereinafter referred to as “the Association”) is committed to establishing measures to prevent fraudulent reporting and inspection applications due to theft fraud of mini motor vehicles, thereby contributing to the administration of the nation through the sound conduct of these reporting and inspection application operations, promoting the healthy development of motorization in our country and enhancing public welfare.

In the Association, in compliance with the Personal Information Protection Act and the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (hereinafter referred to as “the Personal Information Protection Act and the Number Act”), we have established this Personal Information Protection Policy (hereinafter referred to as “this Policy”) to handle personal information and specific personal information (hereinafter referred to as “personal information, etc.”) appropriately under a voluntary rule and system appropriate for the Association’s business philosophy.

We have formulated measures for the protection of personal information and specific personal information based on this policy, and we want all officers and employees of the Association to comply with them so that customers can use the Association’s services with peace of mind.

◆ Acquisition, Use, and Provision of Personal Information

The handling of personal information, etc. will be conducted within the range necessary to achieve the specified purpose in accordance with the Personal Information Protection Act and the Number Act, we will not use it for purposes beyond the range of the purpose of use, and we will take necessary measures for its implementation. Also, when providing personal information, etc. to third parties, we will limit it to the range of the specified purpose of use in accordance with the provisions of the law and handle it appropriately.

◆ Personal Information Protection System

To implement this policy, under the personal information protection control officer appointed by the representative of the Assosiation, we will establish a protection system for personal information, etc. with clear roles and responsibilities.

◆ Compliance with Laws

The Association will comply with laws, guidelines set by the nation, and other norms regarding the handling of personal information, etc.

◆ Safe Management of Personal Information

In order to properly handle personal information, etc., we will implement educational and enlightening activities for the officers and employees of the Assosiation, and by taking necessary and appropriate safety measures, we will manage personal information, etc. appropriately to prevent unauthorized access, leakage, loss or damage to personal information, etc. and take necessary corrective and preventive measures. Also, when outsourcing personal information, etc. to external parties, we will enter into a confidentiality agreement and manage and supervise to ensure appropriate safety measures are taken.

◆ Continual Improvement of Personal Information Protection

In response to changes in the business content of the Assosiation, legal norms surrounding the business, the social environment, and IT environment, we will continuously review and improve the system for handling personal information, etc.

◆ Complaint and Consultation Desk for Personal Information

The Association will accept complaints and consultations regarding the handling of personal information, etc. and respond appropriately and promptly.

Date of enactment: May 26, 2005
Last revised: April 1, 2022

Japan Light Motor Vehicle and Motorcycle Association
President: Shunichi Akama

【Consultation Desk for Handling of Personal Information.】

Japan Light Motor Vehicle and Motorcycle Association
Personal Information Protection Office

Handling of Personal Information

◆ Name of Personal Information Handling Business Operator

Japan Light Motor Vehicle and Motorcycle Association

◆ Personal Information Control Officer

Managing Director at the Headquarters of Japan Light Motor Vehicle and Motorcycle Association

◆ Personal Information Management Supervisor (Privacy Protection Manager)

Executive Director at the Headquarters of Japan Light Motor Vehicle and Motorcycle Association

※ Please contact the “Inquiry Desk for Handling Personal Information” below to communicate with the Personal Information Management Supervisor.

◆ Purpose of Using Personal Information

The Association will legally and fairly collect personal information in our business activities. The collected personal information will be used for the following tasks:

(1) Purpose of Using Personal Data Related to Our Business Activities

For administrative management of our general meetings, board meetings, committees, conferences, etc. (creation and distribution of lists, guidance, provision of materials, etc.)
For communication and administrative management with relevant government offices, organizations, institutions, business partners, etc.

(2) Purpose of Using Personal Information Entrusted/Provided (Excluded from Disclosure, etc.)

For entrustment business such as mini vehicle inspection counter business, inspection fee collection business, tax payment cooperation business, and application agent services.
For the business of electronically providing mini vehicle inspection and motorcycle registration information and providing statistical processed data.
For the business of publicizing general statistical information on mini vehicles and motorcycles and providing it to related organizations.
To be used for improving the distribution of mini vehicles through the standardization of mini vehicle inspection submissions by regular members and the appropriate submission of submissions.

(3) Purpose of Using Personal Data Regarding Inquiries to The Association

To be used for responding to inquiries, consultations, etc., and for contacting

(4) Purpose of Using Personal Data Regarding Job Applicants and Employees

To contact those who wish to join the Association, provide information, and carry out recruitment selection
For administrative management (personnel, labor, employment management, etc.), communication, and provision of information for employees (including retirees)

◆ Entrustment of Personal Information

Within the scope necessary to achieve the purpose of use, we may entrust personal information to our business contractors. In this case, we will manage the entrusted personal information to be handled properly.

◆ Provision of Personal Information to Third Parties

Except in the cases listed below, we will not use the acquired personal information for purposes other than those for which it was collected, nor will we provide it to third parties without the consent of the individual.

When it is based on laws and regulations.
When it is necessary to protect a person’s life, body or property, and it is difficult to obtain the person’s consent.
When it is necessary to improve public health or promote the sound development of children, and it is difficult to obtain the person’s consent.
When it is necessary to cooperate with a national institution or local public body, or a person entrusted by them, in carrying out the work specified by laws and regulations, and when there is a risk that the performance of the work will be hindered by obtaining the person’s consent.

◆ Procedure for the Disclosure of Personal Data Held

In accordance with the Personal Information Protection Law, individuals have the right to request notification of the purpose of use, disclosure, correction, addition or deletion, and suspension and erasure (hereinafter referred to as “disclosure, etc.”) of personal data held by the Assosiation. When such requests are received from the individual, we will handle them in accordance with the laws and procedures established by the Assosiation. Please contact the “Consultation Desk for Handling Personal Information” below for requests for disclosure, etc. We will send you a “Personal Information Disclosure Request Form” (hereinafter referred to as the “Request Form”). Please review the contents of the “Request Form”, fill it out as per the items, and return it to us. When making a request, you may be asked to provide documents to prove that you are the individual or the representative. We will respond to your request for disclosure, etc. via telephone or in writing.

If you request a “notification of the purpose of use” or “disclosure”, please enclose a 600 yen postal money order or stamp with the “Request Form”. (This will be used to cover the fee and the cost of sending the response by registered mail).

When making a request for disclosure, etc., you may need to submit the following documents to confirm that the person making the request is the individual or their representative.

① If the person making the request for disclosure, etc. is the individual, please attach one of the following:

A copy of your driver’s license, passport, Individual Number Card (only the side with your name and photo), etc.
A copy of your professional qualification certificate, health insurance card, pension booklet, certificate of residence (within the last 3 months, without individual number), etc.

② If the person making the request for disclosure, etc. is a representative:

One of the above documents and a power of attorney from the individual

(Please submit a certificate of seal registration for the seal affixed by the individual. If the representative is a legal guardian, etc., please submit something that shows your relationship with the individual. If the representative is a professional, such as a lawyer, please include your profession and registration number).

◆ Treatment in case of Non-Disclosure

Please note that we may not be able to handle requests for disclosure, etc. in the following cases. If we decide not to disclose, etc., we will notify you of our decision and the reasons for it. We will also charge a handling fee even if we do not disclose, etc.

If we cannot confirm that you are the individual
If we cannot confirm the power of attorney in the case of a request by a representative
If there are any deficiencies in the specified request documents
If there is no payment of the fee (postal money order or stamp) within the specified period
If the information requested does not correspond to the personal data held by the Assosiation
If there is a risk of harming the life, body, property, or other rights and interests of the individual or a third party
If there is a risk of significantly hindering the proper execution of our business
If it would violate other laws

◆ Security Measures for Personal Data Held

The Assosiation takes safety management measures for the handling of personal data held by us and personal data entrusted to us by customers, such as the establishment of our personal information protection system, supervision of employees who handle personal data, control of access and areas where personal information is handled, and prevention of unauthorized access, leakage, loss, or damage. Please note that the personal information entrusted to us will be discarded or erased after the business is finished.

◆ About GDPR

The Assosiation complies with the General Data Protection Regulation (GDPR), a data protection regulation enacted by the European Union (EU). This regulation applies to the processing of personal data of individuals within the EU and the European Economic Area (EEA), and also impacts businesses outside these regions that handle personal data of EU/EEA residents.

As per the GDPR, we have implemented principles of data minimization, purpose limitation, and consent in our data handling practices. We assure the transparent processing of data, limiting its use to the purpose for which it was collected, and only with the explicit consent of the individual concerned. Individuals also have the right to access, rectify, erase, restrict, and port their data, and to object to its processing.

We remain committed to adhering to the stipulations of the GDPR in the interest of maintaining the trust and security of our valued members and visitors.

◆ Complaints, Consultations, and Disclosure Consultation Desk Regarding Personal Information

For complaints, consultations, and disclosure etc. regarding the handling of personal information, please contact the “Consultation Desk for Handling Personal Information”.

【Consultation Desk for Handling of Personal Information】

JAPAN MINI VEHICLES ASSOCIATION
Personal Information Protection Office