Protection Guideline of Personal Information
UTN Privacy Policy
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Along with the informed use of the Internet, an advanced information and telecommunications society is rapidly developing. As a result of this, the appropriate and correct handling of personal information and its security management are recognised critical issues. We, as top management of the UTN group companies, have been striving to provide a clear guidance to the UTN group companies and follow our policy to repay social and customers' trust by notifying them of "Privacy Security Handbook" on personal information and its protection.
Considering it as a social responsibility that the information about our customers which we collect from them must be handled and protected in an appropriate manner, the following guideline on information protection is determined. Also we make it an obligation that all directors, employees and related staff both domestic and overseas are well informed of information protection.
Collecting, Using and Providing Personal Information
We have established a system of managing and protecting personal information in an appropriate manner in all companies, departments, services and products. We observe the guidelines and internal rules on how to collect, use and provide personal information.
Security Measures on Information Protection
We take measures protecting personal information and enhance security and accuracy on personal information handling in order to prevent unauthorised access to personal information and prevent loss, corruption, falsification or leakage of personal information. Should any problems occur, we immediately find solutions and prioritise actions to correct those problems. Also we observe the following points and strive to protect personal information.
(1)
We ensure that the print out activities of personal information is not carried out more than necessary. We also prohibit photocopying documents including personal information or using such documents as a note sheet. Documents including personal information are shredded or deposited into the special waste baskets for confidential papers.
(2)
Documents including personal information and floppy disc or CD-ROM recorded personal information are stored at a locked place.
(3)
Personal information is not saved on any PC used as a terminal or unauthorised server.
(4)
It is mandatory to require login to use an information search terminal system, and log out of the system after use is enforced. Use of easy-to-remember or easy-to-guess passwords by third parties are forbidden and a regular change of password takes place.
(5)
When scrapping or returning a device, which is used as an information search terminal or is used to save personal information on its hard disc, to a lease company, the hard disc is physically destroyed or initialised completely.
(6)
Entering or leaving a room of departments which deal with personal information is controlled throughout. Unless absolutely necessary third parties are forbidden to enter such room and access security measures are enhanced.
(7)
Access to personal information, including information of oneself, which is not essential to allow you to perform your duties, is forbidden.
Strict Observance of Statutes and Rules
The laws and ordinances of Japan or other countries, or any other rules are observed.
Continuous Improvement of Compliance Programme
Compliance programme is established in order to maintain personal information protection properly and continuously. The state of implementation of this programme and its achievement are monitored regularly and improved continuously.
12 Dec 2002
Tomoyuki Taniguchi
CEO of Nippon Data Corporation
UTN Group CEO
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