Privacy Policy

I. Protection of Personal Information and Individual Numbers Policy

1. MP Gokyo Food & Chemical will strive to ensure compliance with the Act on the Protection of Personal Information, the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures, other relevant laws and ordinances, and social norms and to protect personal information (including specific personal information) and Individual Numbers (hereinafter collectively referred to as the “Personal Information and Individual Numbers”).
2. In order to put the protection of Personal Information and Individual Numbers into practice, MP Gokyo Food & Chemical will provide enhanced training to the directors, employees, and other staff of the company.
3. In order to put the protection of the Personal Information and Individual Numbers into practice, MP Gokyo Food & Chemical will appropriately establish and use procedures for the consignment of acquisition, provision, handling, etc., of personal information to and from external parties.
4. In order to put the protection of the Personal Information and Individual Numbers into practice, MP Gokyo Food & Chemical will strive to improve information security.
5. MP Gokyo Food & Chemical will continuously review the systems used to put the protection of the Personal Information and Individual Numbers into practice.

II. Handling of Personal Information

1. Purposes of Use of Personal Information
   MP Gokyo Food & Chemical will use personal information within the scope set forth below as the purposes of use (including purposes incidental thereto) in all business activities:
   • (1)
     Personal information pertaining to researchers and other such staff (hereinafter including members of research organizations if any) and pertaining to the users (including those in the past and those expected in the future) of products (hereinafter including our services)

     • (i)
       Supplying products;
     • (ii)
       Providing and gathering information about the appropriate use, quality, and safety of products and other matters relating thereto;
     • (iii)
       Providing, gathering, and analyzing information about the status of use, actual conditions of use, usage needs, and other product marketing information;
     • (iv)
       Providing, gathering, and studying academic information and other information related to the business activities of MP Gokyo Food & Chemical;
     • (v)
       Implementing clinical trials, postmarketing surveillance, and other investigations and research related to the business activities of MP Gokyo Food & Chemical;
     • (vi)
       Submitting notifications and reports pursuant to laws, ordinances, and other norms;
     • (vii)
       Providing information to third parties within the scope required to perform each of the above items.
   • (2)
     Personal information pertaining to our business partners, such as wholesalers of products, suppliers of raw materials for products, and producers of products; creditors, such as lenders; debtors, such as borrowers; consultants, such as lawyers and certified public accountants; and other persons having contractual or lender-borrower relationships with us in connection with our business (including those having such relationships with us in the past, as well as those in the preliminary stages of relationships leading to the establishment of such relationships).

     • (i)
       Fulfilling obligations or exercising rights under such contractual or lender-borrower relationships or taking measures therefor;
     • (ii)
       Providing and gathering information related to such contractual or lender-borrower relationships;
     • (iii)
       Establishing new contractual or lender-borrower relationships;
     • (iv)
       Controlling records of business transactions;
     • (v)
       Purposes listed in Items (vi) and (vii) of Section (1) hereof.
   • (3)
     Personal information pertaining to public relations contacts, other such external contacts, or directors, employees, and other staff of our company acting as external points of contact and pertaining to persons who access our website for consultations, communication, or the like.

     • (i)
       Responding to such accesses and other communications thereon;
     • (ii)
       Maintaining access records;
     • (iii)
       Purposes listed in Items (vi) and (vii) of Section (1) hereof.
   • (4)
     Personal information pertaining to our shareholders (including those in the past):

     • (i)
       Fulfilling obligations or exercising rights under acts of law and ordinances, including the Companies Act, and other norms or taking measures therefor;
     • (ii)
       Distributing special benefit vouchers for shareholders and sending other articles thereto;
     • (iii)
       Shareholder management within the scope required for performing the above;
     • (iv)
       Purposes listed in Items (vi) and (vii) of Section (1) hereof.
   • (5)
     Personal information pertaining to job applicants:

     • (i)
       Considering and determining whether to employ applicants;
     • (ii)
       Notifying applicants of success or failure;
     • (iii)
       Purposes listed in Items (vi) and (vii) of Section (1) hereof.
   • (6)
     Personal information pertaining to our directors, employees, and other staff (including those in the past) or their family members:

     • (i)
       Performing personnel management, including the appropriate posting of employees in our corporate group, and labor management, including the payment of salaries;
     • (ii)
       Managing employee benefits and health and safety;
     • (iii)
       Providing education and training;
     • (iv)
       Purposes listed in Items (vi) and (vii) of Section (1) hereof.
       Note 1: The business activities of MP Gokyo Food & Chemical are as follows:

       • (i)
         Producing, processing, buying, selling, exporting, and importing foods, food additives, spices, beverages, alcoholic beverages, alcohol, salt, feeds, feed additives, fertilizers, agricultural, and forestry and marine products;
       • (ii)
         Producing, processing, buying, selling, exporting, and importing various synthetic resins, pharmaceuticals, pharmaceutical raw materials, quasi-drugs, industrial chemicals, other chemical products, and cosmetic raw materials;
       • (iii)
         Buying, selling, exporting, and importing filtration devices;
       • (iv)
         Buying and selling civil engineering, architecture, design and construction of structures, and building materials.
       • (v)
         Buying, selling, leasing and management real estates.
       • (vi)
         Any and all business activities incidental or related to those listed in the above items.

       Note 2: MP Gokyo Food & Chemical may change the purposes of use from time to time in the scope and manner permitted by law when necessary.
2. Purposes of Use of Individual Numbers and Specific Personal Information
   MP Gokyo Food & Chemical will use Individual Numbers and specific personal information within the scope required to achieve the purposes of use shown below:
   • (1)
     Performing clerical work for preparing and submitting payment records for remunerations, fees, etc.;
   • (2)
     Performing clerical work for preparing and submitting payment records for rents for real properties;
   • (3)
     Performing clerical work for preparing and submitting payment records for dividends, etc.;
   • (4)
     Performing clerical work for preparing and submitting documents for salary income and retirement income;
   • (5)
     Performing clerical work for preparing and submitting documents for employment insurance;
   • (6)
     Performing clerical work for preparing and submitting documents for health insurance, employee pensions, and national pensions;
   • (7)
     Performing clerical work for preparing and submitting documents for workers’ property accumulation housing savings and workers’ property accumulation pension savings.
     Note: MP Gokyo Food & Chemical may change the purposes of use from time to time in the scope and manner permitted by law when necessary.
3. Provision of Personal Information to Third Parties
   MP Gokyo Food & Chemical will not provide personal information to any third party without obtaining the consent of the person to whom such personal information pertains except in the following cases:
   • (1)
     When required by law;
   • (2)
     When it is difficult to obtain the consent of the person and such provision is necessary to protect the life, body, or property of any person;
   • (3)
     When it is difficult to obtain the consent of the person and such provision is particularly necessary to improve public health or promote the sound development of children;
   • (4)
     When obtaining the consent of the person may hinder the performance of any work provided for in any law or ordinance when it is necessary to cooperate with any national government organ, local government, or person entrusted thereby with doing such work.
4. Joint Use of Personal Data
   MP Gokyo Food & Chemical conducts the following joint use of personal data pertaining to the directors, employees, and other staff (including those in the past) of the company and their family members:
   • (1)
     Items of Personal Data
     Name, sex, date of birth, date of employment, addresses, telephone numbers, information about family members, academic background, departments or sections, work locations, positions, email addresses, personnel labor management matters, results of medical examinations, and other items required to achieve the purposes of use listed in Section 1 hereof.
   • (2)
     Scope of Parties Jointly Using Personal Data
     Health Insurance Society which MP Gokyo Food & Chemical Co., Ltd. takes out
   • (3)
     Purposes of Use of Personal Data
     Achieving the purposes of use set forth in Section 1 hereof (including the similar purposes of use of the joint use parties) and the purposes of the businesses of the joint use parties.
   • (4)
     Name of Party Responsible for Controlling Personal Data
     MP Gokyo Food & Chemical Co., Ltd.
     President and Chief Executive Officer
     Hidemitsu Wakita
     HERBIS OSAKA 20th Fl., 2-5-25 Umeda, Kita-ku, Osaka
5. Outsourcing
   MP Gokyo Food & Chemical may outsource work on personal information within the scope required to perform such work. When doing so, we will select a contractor that meets the standards for security measures established by us based on our selection criteria and manage and supervise the contractor appropriately.
6. Appropriate Management of Personal Information
   MP Gokyo Food & Chemical will implement security measures to prevent and redress the unauthorized access, loss, destruction, alteration, or leakage of personal information provided to the company and continuously maintain and improve personal information protection systems.
7. Optionality of Provision of Personal Information
   The provision of personal information to MP Gokyo Food & Chemical is optional. However, we may not be able to respond to requests if such information or any necessary item is not provided to us.

Ⅲ. Procedures for Requesting Disclosure and Other Actions

1. Requests which can be processed

   The Company will process the following requests from the Individual regarding Retained Personal Data by which such Individual can be identified in accordance with the Act on the Protection of Personal Information (hereinafter referred to as “the Act”).

   • ① Requests for “notification of Purpose of Use” (requests under Article 32 (2) of the Act)
   • ② Requests for “disclosure” (requests under Article 33 (1) of the Act)
   • ③ Requests for “correction, supplement or deletion” (requests under Article 34 (1) of the Act)
   • ④ Requests for “discontinuation of use or erasure” (requests under Article 35 (1) of the Act)
   • ⑤ Requests for “discontinuation of provision to third parties” (requests under Article 35 (3) of the Act)
   • ⑥ Requests for “disclosure of records provided to third parties” (requests under Article 33 (3) of the Act)
2. Request Method

   Requests should be made by filling out the designated forms and sending them to the address below, along with the necessary identification documentation.
   Please note that requests made by phone, fax, e-mail or during face-to-face meetings cannot be accepted.
   Please also note that requests must be made through the Personal Information Consultation Desk and cannot be accepted through a company’s employee of other divisions who normally contacts with Individual.

   Address
   Personal Information Consultation Desk
   MP Gokyo Food & Chemical Co., Ltd.
   HERBIS OSAKA 20th Fl., 2-5-25 Umeda, Kita-ku, Osaka 530-0001

3. Request Form

   Please download and print out the file corresponding to the desired request from the links below.

   • ① Requests for “notification of Purpose of Use” → “Request for Notification of Purpose of Use of Retained Personal Data Form”
   • ② Requests for “disclosure of Retained Personal Data” → “Request for Disclosure of Retained Personal Data Form”
   • ③ Requests for “correction, supplement or deletion” →”Request for Modification of Retained Personal Data Form”
   • ④ Requests for “discontinuation of use or erasure” → “Request to Suspend Utilization of Retained Personal Data Form”
   • ⑤ Requests for “discontinuation of provision to third parties” → “Request for Discontinuation of Retained Personal Data to Third parties Form”
   • ⑥ Requests for “disclosure of records provided to third parties” → “Request for Disclosure of Records of Provision of Retained Personal Data to Third Parties Form”
4. Documents necessary to confirm identity

   Please prepare the documents listed in both ① and ② below. However, multiple copies are not required in the event multiple requests are　being made concurrently.
   These documents will be returned with the response letter.

   • ① One copy of “driver’s license” or “passport”
   • ② One original of “Residency Register” or “Seal Registration Certificate” (issued within the previous three months)
5. Requests by a representative

   For requests being made by a representative, please contact separately the Personal Information Consultation Desk for information regarding the documents required to confirm status as a representative.

6. Requests for notification of Purpose of Use,Requests for disclosure of Retained Personal Data and Request for disclosure of records provided to third parties each require ￥600 processing fee per request to be paid. Please include ￥600 worth of postal stamps with your request and application documents. No processing fees are charged for other requests. Please note that this fee may change without notice. In addition, please understand the postal stamps received in payment will be used to send the response letter and thus they cannot be returned.

7. Responses to requests will be sent by registered mail, certified mail that requires identity confirmation of requester to the address listed in the Residency Registry or Seal Registration Certificate provided, or by e-mail to e-mail address on the form. Response letters will be sent within around one month of receiving requests, but please understand that responses may arrive later as circumstances dictate.
8. When requests cannot be accepted

   Please note that requests cannot be accepted in the following situations.

   • ①When request paperwork has been improperly prepared (due to omissions on request form, errors in entry method or content, missing documents, missing or unpaid fees, etc.)
   • ② When the identity of the Individual making the request cannot be confirmed, or when the Individual’s representative cannot be confirmed as a representative
   • ③ When requests are made regarding Personal Information not classified as the Retained Personal Data
   • ④ For requests for “notification of Purpose of Use” relating to Retained Personal Data, 1) when the Purpose of Use for the Retained Persona Data is clear from the Purpose of Use publicized by the Company (as outlined in II-1); 2) when the notification of Purpose of Use to the Individual or publication of the Purposes of Use may harm the life, body, property, or other rights or interests of the Individual or third parties; 3) when notification of Purpose of Use to the Individual or publication of the Purposes of Use may harm the Company’s rights or legitimate interests; or 4) in the event that the Company needs to cooperate with a national organ or a local authority to execute affairs stipulated in laws and regulations, and notification of Purpose of Use to the Individual or publication of the Purposes of Use may interfere with the execution of such affairs.
   • ⑤ For requests for “disclosure” or “disclosure of records provided to third parties” relating to Retained Personal Data, when disclosure 1) may harm the life, body, property, or other rights or interests of the Individual or third parties; 2) may adversely affect the Company’s proper operations; or 3) may violate any other laws or regulations.
   • ⑥ For requests for “correction, supplement or deletion” relating to Retained Personal Data, when 1) request is not made for the reason the content of the Retained Personal Data which identifies the Individual is not accurate or 2) any other laws or regulations requires a specific procedure in regards to “correction, supplement or deletion” of such Retained Personal Data.
   • ⑦ For requests for “discontinuation of use or erasure” relating to the Retained Personal Data, when 1) request is not made for the reason the handling of the Retained Personal Data which identifies the Individual is in violation of Article 18 of the Act or the acquisition of the Retained Personal Data is made in violation of Article 20 of the Act; 2) the reason for the request cannot be found; or 3) a costly expenditure is required to fulfill the request of discontinuation or erasure relating to the Retained Personal Request or the fulfillment of such request is otherwise difficult and the necessary alternative for such request will be taken to protect the rights and interests of the Individual.
   • ⑧ For requests for “discontinuation of provision to third parties” for the Retained Personal Data, when 1) request is not made for the reason the provision of the Retained Personal Data which identifies the Individual is in violation of Article 27(1) of the Act; 2) the reason for the request cannot be found; or 3) a costly expenditure is required to fulfill the request of “discontinuation of provision to third parties” for the Retained Personal Data provision or the fulfillment of such request is otherwise difficult and the necessary alternative for such request will be taken to protect the rights and interests of the Individual.

Ⅳ. Complaints and Consultation Desk

For complaints or consultations regarding Personal Information, please contact the Company’s Personal Information Consultation Desk.

Personal Information Consultation Desk
MP Gokyo Food & Chemical Co., Ltd.
HR & General Affairs
HERBIS OSAKA 20th Fl., 2-5-25 Umeda, Kita-ku, Osaka 530-0001

Ⅴ．Publication of Items Related to Retained Personal Data

• ①Name of Company Handling Personal Information
  MP Gokyo Food & Chemical Co., Ltd.
  President and Chief Executive Officer
  Hidemitsu Wakita
  HERBIS OSAKA 20th Fl., 2-5-25 Umeda, Kita-ku, Osaka
• ②Purposes of Use for all Retained Personal Data
  As outlined in II-1 above
• ③Procedures for Requesting Disclosure and Other Actions in Regards to Retained Personal Data
  As outlined in Ⅲ above
• ④Company Contact for Complaints Regarding the Company’s Handling of Retained Personal Data
  As outlined in Ⅳ above
• ⑤Measures taken for safety management
  The company has formulated personal information management regulations, which stipulate the method of handling Retained Personal Data, the person in charge, and their duties.