FIT-EASY PRIVACY POLICY
Recognizing the importance of personal information, FIT-EASY CO., LTD. (hereinafter referred to as “the Company”) declares that, to ensure a thorough protection of personal information, the Company will comply with laws and regulations and other norms concerning the protection of personal information, establish voluntary rules and systems considering also international trends, and will define, execute, and maintain the following Basic Policy on the Protection of Personal Information, thus contributing to the protection of the rights of the public.
1. Basic Policy on the Protection of Personal Information
- The Company ensures that all its executives and employees and other related parties are fully aware of the importance of personal information, and continuously implements education, supervision, and revision.
- When acquiring personal information, the Company obtains, in principle, the consent of the individual concerned.
- The Company does not obtain personal information by any illegitimate method.
- The Company clearly defines the purpose of use of personal information within the scope necessary for the performance of business, and acquires, uses, and provides personal information in a proper manner. Only staff in charge uses the acquired personal information within the scope of the purpose of collection and only to the necessary extent, and the Company takes measures to ensure that the personal information is not used for any other than the intended purpose.
- The Company maintains personal information in an accurate and up-to-date state and makes efforts to prevent and correct unauthorized access to personal information or the loss, destruction, falsification, leakage, etc. of personal information.
- The Company responds sincerely and speedily to inquiries, complaints, requests for disclosure, etc. regarding personal information from a requester.
- The Company handles personal information within the scope of the purpose of use indicated to the requester. Further, unless there is a legitimate reason or the requester has given consent, the Company does not disclose or provide to any third party the personal information provided by the requester.
- The Company complies with the Personal Information Protection Act, related other laws and regulations, guidelines defined by the national government, and other norms.
- The Company builds a management system for the protection of personal information, ensures that the system is applied, maintains the system, and makes efforts for continuous improvement.
- The Company does not divulge the content of consultations or requests to any other party than the requester, the consulter, etc.
- In principle, the Company contacts the consulter or requester, etc. only at the specified contact address.
- The Company stores, controls, and disposes of forms and records received from the consulter or requester, etc. at its responsibility.
2. Acquisition of Personal Information
The Company uses appropriate and fair means to acquire personal information of customers, personal information of business partners, personal information of shareholders, personal information of applicants for employment, and personal information of executives, employees, contract employees, and part-timers (hereinafter collectively referred to as “employees, etc.”).
3. Purpose of Use of Personal Information
The Company publicizes that it uses personal information within the scope of the following purpose of use, on the basis of Article 21, Paragraph 1 of the Act on the Protection of Personal Information (Personal Information Protection Act) and JIS Q 15001. If it becomes necessary to use the personal information of a requester, etc. beyond the scope of the purpose of use indicated or publicized in advance, the Company does so after notifying the requester, etc. to that effect and obtaining his/her consent.
(1) Personal information concerning customers
- To make reservations for, implement, and notify customers regarding services provided by the Company
- To carry out procedures for new membership and other administrative work involving contracts
- To bill for membership fees, etc.
- To provide information on various campaigns, events, etc.
- To bill or provide usage reports to corporate customers
- To respond to, verify, and record inquiries and to improve the quality of and train employees, etc. in the response to inquiries
- To prevent crimes and perform security managemen
- To carry out marketing activities in general, including surveys, etc
- To prepare, utilize, and publicize statistical data in a form not allowing an identification of individuals
(2) Personal information concerning business partners
- To contact business partners or respond to inquiries
- To perform work related to the execution of contracts, administrative work and management involving contracts
- To perform billing work
(3) Personal information concerning shareholders
- To implement various measures and exercise rights or fulfill obligations based on laws
- To perform shareholder management work
(4) Personal information concerning applicants for employment
- To perform recruitment screening activities
- To carry out employment procedures after employment decisions
- To prepare statistics and materials, etc.
(5) Personal information concerning employees, etc.
- To perform personnel management, salary payment, and other labor-related procedures and management
- To perform welfare, health, and safety management
- To provide education and training
- To prepare statistics and materials, etc.
- To perform work related to the clauses above
4. Provision of Personal Information to Third Parties
Except for the following cases, the Company does not provide personal information of a requester to a third party.
- If the requester has given consent
- If based on laws and regulations
- If it is necessary for the protection of a human life, body, or property and it is difficult to obtain the consent of the requester
- If the handling of personal information is outsourced within the scope necessary to achieve the purpose of use
- If there is a succession of business due to a merger, a company split, a business transfer, or another reason
5. Outsourcing of Personal Information to Third Parties
The Company may outsource some or all work to a third party in accordance with “3. Purpose of Use of Personal Information”. In this case, the Company signs a contract with the outsourcing partner regarding the handling of personal information, appropriately manages the information, and supervises and controls the outsourcing partner.
6. Joint Use of Personal Information
The Company jointly uses personal information obtained from customers as follows.
(1) Scope of parties included in the joint use
Franchisees of the Company
Note that the Company has concluded agreements with its franchisees, defining the security management of personal information, prohibiting the use of personal information for other purposes, stipulating that the Company may conduct on-site inspections, and so forth, and the Company regularly checks the compliance with these agreements.
(2) Jointly used information
① Name, address, date of birth, gender, telephone number, e-mail address, emergency contact information, portrait photo, occupation, place of employment, payment method for membership fees, membership number, visit history, services used, information on received payments, etc.
② Only if the customer is a minor, the following information regarding the person in parental authority
Name, relationship, phone number, and email address of the person in parental authority
(3) Purpose of use
Same as the purpose of use stated under “3. Purpose of Use of Personal Information (1) Personal information concerning customers”
(4) Party responsible for the management of the shared personal information
The Company
7. Security Management Measures
The Company appoints a supervising manager who handles personal information of customers to ensure appropriate internal management in accordance with relevant laws and regulations. In addition, the Company takes appropriate security management measures as follows against risks that can be assumed with regard to personal information.
① Establishment of a basic policy
Establish a basic policy on the compliance with related laws, regulations, guidelines, etc., a consultation desk for complaints, and so forth to ensure the proper handling of personal data.
② Development of rules on the handling of personal data
Establish basic handling methods to be used for the acquisition, usage, storage, etc. of personal data.
③ Organizational security management measures
A manager will verify that personal data are handled in accordance with the established handling methods. Establish a system for reporting and communication from workers to the manager.
④ Human security management measures
Provide regular training to workers on points to keep in mind regarding the handling of personal data.
⑤ Physical security management measures
Implement access control and restrictions on bringing in equipment, etc. to areas where personal data are handled, to prevent unauthorized persons from viewing the data.
⑥ Technical security management measures
Clarify the equipment which may be used for the handling of personal data and the workers who may handle such equipment, to prevent unnecessary access to personal data.
⑦ Monitoring of the external environment
Implement security control measures after understanding the systems for the protection of personal information in foreign countries where personal data are stored.
8. Requests for Disclosure, etc. of Personal Information
If you wish to request a notification of the purpose of use of your personal information, a disclosure, correction, addition, deletion, or cessation of use of your personal information held by the Company, a disclosure of records of provision to third parties, or a cessation of provision to third parties, please submit your request to the address shown under “9 . Inquiry Desk”. When having received a request from a customer, the Company will verify that the customer is the individual concerned or his/her representative, investigate the request without delay if necessary, and respond promptly to the extent reasonable and necessary in view of the results.
A disclosure request fee of 1,100 Yen (including tax) will be charged for the reply.
9. Address, Trade Name, and Name of the Representative of the Business Operator
3-2-1 Honmachi, Gifu City, Gifu Prefecture
FIT-EASY CO., LTD., Representative Director and President: Hisashi KUNIE
Supervising manager for the protection of personal information: General Manager of the Corporate Administration Headquarters
10. Inquiry Desk
If you have any question, complaint, or other inquiry regarding the PMS and personal information protection policy or the handling of personal information by the Company, please contact the address shown below.
info@fiteasy.jp
Established on October 20, 2023
Revised on March 25, 2024
FIT-EASY Inc
Hisashi KUNIE, Representative Director and President
