GMO GlobalSign Holdings K.K. (hereinafter the "Company") handles personal information provided by former employees and others upon joining the Company and during their employment, as well as personal information provided upon retirement, appropriately as set forth below, in 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 (hereinafter the "Number Use Act")," the Company's "Personal Information Protection Management Regulations" and "Regulations on the Handling of Individual Numbers and Specified Personal Information," and other standards.
"Former employees and others" refers to former officers who have retired and all persons whose employment contract with the Company has ended.
1. Purpose of Use of Personal Information of Former Employees and Others
The Company retains and uses personal information provided by former employees and others for the following purposes.
- To contact former employees and others from the Company
- To manage records of in-house career history, work status, salary, health management, etc. during employment
- To manage wages, bonuses, retirement allowances, corporate pensions, etc.
- To handle operations related to employment insurance and social insurance
- To handle operations based on laws and regulations such as taxes and social security
- To conduct operations related to the design of systems such as the salary system and personnel system, and to prepare related statistical materials
2. Purpose of Use of Specified Personal Information (Individual Numbers and Personal Information Containing Individual Numbers) of Former Employees and Others and Their Dependents
The Company retains and uses the specified personal information of former employees and others and their dependents provided by former employees and others, within the scope necessary for the purposes of use, for the following purposes. When it is no longer necessary to process the operations for the following purposes of use, and the retention period of documents, etc. for which retention is stipulated by relevant laws and regulations has elapsed, the Company will promptly dispose of or delete the specified personal information.
- Operations related to notifications for employment insurance, etc.
- Operations related to notifications for health insurance and employees' pension insurance, etc.
- Operations related to notifications for Category 3 insured persons of the National Pension, etc.
- Operations related to withholding tax, such as the preparation and submission of withholding tax certificates
- Operations related to each of the above items
3. Joint Use of Personal Information
The Company may jointly use the personal information of former employees and others (excluding specified personal information) among group companies as follows. However, the Company will not jointly use such information beyond the scope necessary to achieve the purposes of use.
(1) Joint Use by Group Companies of GMO Internet Group, Inc.
| Item | Details |
|---|---|
| Person responsible for the management of personal information | GMO Internet Group, Inc. (Representative: Masatoshi Kumagai, Representative Director, Group Chairman and President, Group CEO) |
| Purpose of use by the parties jointly using the information | Same as the content of 1. "Purpose of Use of Personal Information of Former Employees and Others" above. |
| Items used | Name, employee number, organization name, job title, date of joining, business email address, extension number, and photograph |
| Scope of the parties jointly using the information | Companies constituting the corporate group of GMO Internet Group, Inc. (limited to affiliates and subsidiaries located in Japan among those listed at https://group.gmo/company-profile/groupinfo/ opens in a new tab) *Group companies may change in the future due to establishment, consolidation, or abolition. For the latest status, please check at https://group.gmo/company-profile/groupinfo/ opens in a new tab. |
(2) Joint Use by Group Companies of the Company
| Item | Details |
|---|---|
| Person responsible for the management of personal information | GMO GlobalSign Holdings K.K. (Representative: Mitsuru Aoyama, Representative Director, President) |
| Purpose of use by the parties jointly using the information | Same as the content of 1. "Purpose of Use of Personal Information of Former Employees and Others" above. |
| Items used | • Basic information on the employee, such as name, individually assigned identification numbers such as employee number, address, affiliation, job title, and photographs and videos in which the face is identifiable • Information on the employee's family, such as family members' names and dependency status • Information on personnel management, such as the qualifications, transfers, evaluations, commendations, and disciplinary actions of former employees and others • Information on salary, bonuses, retirement allowances, corporate pensions, etc. • Information on welfare benefits, such as the usage status of welfare services • Information on health, such as health checkup results • Other information acquired and retained for personnel and management operations |
| Scope of the parties jointly using the information | Companies constituting the corporate group of GMO GlobalSign Holdings K.K. (limited to those located in Japan) |
4. Provision of Personal Information to Third Parties
(1) The Company will not disclose or provide the personal information of former employees and others to third parties other than contractors (except as provided in 4.(3)) without the consent of the individual. However, this does not apply where there is a legitimate reason, such as when disclosure is required by law.
(2) Regardless of whether or not the former employee or other person consents, specified personal information will not be provided to third parties, except when provided to contractors within the scope of the purposes of use set forth in this policy, and except as based on Article 19 of the Number Use Act and other laws and regulations.
(3) The Company may provide the personal information of former employees and others to third parties in the following cases.
-
When providing information to research companies, consulting companies, etc. that conduct surveys, for the purpose of using it for the design of the personnel system and salary system.
Personal information provided: Employment type, age, length of service, grade, various compensation amounts, etc. (provided excluding name) -
When providing information as evidence to audit organizations or certification-granting organizations other than statutory audits obtained by the Company.
Personal information provided: Same as the items of use set forth in 3.(2) "Joint Use by Group Companies of the Company."
5. Other
Matters not described in this Privacy Policy shall be governed by the "Privacy Policy" published by the Company. The latest version of the Company's Privacy Policy can be found below.
6. Procedures for Disclosure, Correction/Deletion, and Notification of Purpose of Use of Personal Information
For the procedures for disclosure, correction/deletion, and notification of the purpose of use of the personal information of former employees and others, please refer to the following.
End
Date of establishment: January 20, 2025