Privacy Policy

*This Privacy Policy shall be considered executed in the Japanese language, and this English translation is for reference purposes only and not considered binding in any way. The Japanese version shall prevail in any and all legal interpretations of the contents contained herein.

Personal Information Philosophy

IMS Legal Professional Corporation (hereinafter referred to as “this Company”, “we”, “us”, and “our”) is a business establishment whose activities center on Japanese visa applications and related consultation. The personal information collected from our customers in the course of business in addition to the personal information of our employees (including certain personal information, hereinafter collectively referred to as “personal information”) is important information to us as a company, and we recognize that we hold an important social responsibility to protect our customers’ personal information.

Therefore, we will strive to meet this social responsibility and provide a sense of “peace of mind” to our customers and employees through the handling and protecting of personal information collected during the course of business in accordance with the following policies.

Policies

1.Collection, use, and provision of personal information:
  • We will collect personal information through fair and legal means.
  • We will use personal information to the extent necessary in order to achieve purpose of use.
  • We will acquire consent from individuals prior to providing personal information to any third-parties.
  • We will not use personal information outside the intended purpose of use. In addition, we will take measures to avoid such misuse.
  • In the event it becomes necessary to use personal information outside the purpose of use, we will do so only upon reacquiring consent from persons involved for such new purpose.
2.Laws, regulations, and country-established guidelines and other norms (hereinafter collectively referred to as “laws and regulations”):
We will strive to always understand the laws and regulations related to the handling of personal information, make these laws and regulations known to all persons engaged in this Company’s business (hereinafter referred to as “employees”), and comply with these laws and regulations.
3.Safety management of personal information:
  • We will create and maintain a rapid corrective action system in order to safely manage personal information and prevent risks such as unauthorized access, disclosure, loss, and damage.
  • We will conduct inspections of this system, and upon discovery of any violation or accident, will promptly correct the error and implement preventative measures.
  • We will ensure that all of our employees receive education on safety and security.
4.Complaints and inquiries:
We will provide access to our Personal Information Service Desk which will handle complaints and inquiries related to the handling of personal information; and we will create a system capable of rapid response made in good faith.
5.Continuous improvement:
  • This Company’s personal information protection and management system will monitor and audit our compliance with internal regulations for the protection of personal information. Any violation, incident, accident, or weakness discovered will undergo a review by management. We will reflect these results in our management measures and internal regulations, and we will strive to continuously improve our personal information protection and management system.
  • We will comply with laws and regulations and JIS Q 15001 in our continuous improvement.

Enactment Date: October 1, 2016
Revision Date: August 23, 2017
IMS Legal Professional Corporation
Naoto Murai, Executive Managing Partner

Handling of Personal Information

This Company will display the following information in accordance with JIS Q 15001:2006 Requirements 3.4.2.5 and 3.4.4.3.

Purpose of Use for Personal Information Obtained in a Way Other than Directly in Writing

Type of Personal Information Purpose of Use Disclosure
Information obtained in the course of business provided by company or educational institution Visa applications, requesting family registers, document authentication Not disclosed

Purpose of Use for Personal Information Subject to Disclosure

Type of Personal Information Purpose of Use
Information of individual who requested materials and/or made inquiry Response to inquiry
Guidance pertaining to services
Supplier Information Contact with supplier, contract fulfillment, demand for fulfillment, etc.
Information of employment candidates/applicants Accepting applications (Handling of Personal Information Agreement form download, Japanese only),
employment screening, communication
Employee information Employment management such as human resources, general affairs, etc.
Sponsor (individual) information Visa applications, requesting family registers, document authentication

Requests for Disclosure

This Company shall comply with requests made by an individual or agent for the following reasons (hereinafter referred to as “disclosure request”):

  • Notification of the purpose of use of personal information
  • Disclosure of personal information
  • Correction, addition, and deletion of contents of personal information
  • Cessation of use of personal information
  • Erasure of personal information
  • Cessation of providing personal information to third-parties

For disclosure requests, please contact us at the information below. When making a disclosure request, in order to prevent the leakage or unauthorized alteration of personal information please provide documents and materials which can verify your identity. We will use these documents etc. in accordance with this Company’s established procedures. Personal information subject to disclosure will be that information which is targeted by the abovementioned purposes of use for personal information.

Name of accredited personal information protection organization and contact information for complaint resolution requests

JIPDEC, Personal Information Protection Consultation Service Office
Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
TEL: 03-5860-7565, 0120-700-779

*Please note the above contact information is not for general inquiries about our products and services.

*If you believe that our company has inappropriately managed personal information, if possible we ask that you please file your complaint with us first so we may work to resolve the issue to your satisfaction. However, at your discretion you may also first file your complaint with the accredited personal information protection organization listed above if you are not satisfied with our company’s response or handling of the situation.

For complaints, questions, or concerns, please contact us at the information below.

IMS Legal Professional Corporation
Personal Information Service Desk
SVAX Nishishimbashi Bldg 8F, 2-39-3 Nishishimbashi, Minato-ku, Tokyo
TEL: 03-5402-6191 (Weekdays 10:00 – 17:00) FAX: 03-5402-6192 (open 24/7)
Person in Charge of Personal Information
Naoto Murai, Personal Information Protection Administrator