Particulars of Personal Data We Obtain

Personal data means information about a living individual which can identify a specific individual by name or other description contained in that information (including information which can be readily collated with other information and thereby identify a specific individual) or which contains an individual identification code. The Company will obtain the following personal data concerning the Customer from himself/herself, the Company’s group companies, the Company’s customers and the like.

1) Customer information

Name, information of affiliation (name of the company, title, department and division the Customer belongs to), contact information (address, telephone number, FAX number, mail address), history and particulars of inquiries, information on whether transmission of direct mails or the like is approved, and other Customer information.

2) Details of transactions with the Company

Information concerning the details of the Customers’ transactions with the Company and consultations relating thereto, bank accounts and payment information of credit cards or the like and other information generated in the course of the Customers’ transactions or consultations with the Company.

3) Information generated from the use of the Company’s website

The registered ID, password, IP address, browsing history of and date/time of access to the website, information concerning terminals/OS/browsers or the like that Customers are using, location information, other status of use of the services, as well as analytical findings based on such information (such as information concerning the Company’s products and services which customers are presumed to be concerned with or interested in), and other information generated from the Customers’ use of the Company’s website.

4) Other information

Information concerning the Customers’ comments, requests, inquiries, replies to surveys to and communication or the like with the Company, records of Customers’ entry into and exit from premises which the Company controls, security camera footage, and other information provided to the Company based on any involvement of the Customers with the Company.

Purposes of Use of the Customers’ Personal Data

The Company (hereinafter including its group companies) will use the Customers’ personal data for the purposes described below.
In addition to the following purposes of use, we will appropriately use the Customers’ personal data within the scope of the purposes of use which are otherwise specifically approved.

1) Provision of, consultation on, and communication concerning products and services of the Company.

• a. Communication, consultation, negotiation, and entrustment of business in relation to transactions with the Company.
• b. Performance, communication, and provision of after-sales services in relation to contracts formed with the Company.
• c. Comprehension, investigation and analysis of the status of transactions for and reviews of the products and the like provided by the Company.
• d. Administration, supervision, performance and other appropriate implementation of services entrusted by the Company.
• e. Responses to comments, requests, inquiries and other matters concerning contracts.

2) Promotions regarding the products and services.

• a. Promotions of mail magazines, newsletters, information and advertisements concerning products, services and the like of the Company, its business partners or the like.
• b. Promotions on various campaigns, trade exhibitions, seminars and the like held by the Company, its business partners or the like.
• For avoidance of doubt, to fulfill these purposes, the Company may analyze the information obtained therefor, such as the Customers’ browsing history and/or purchase history, and direct messages tailored to the Customers’ concerns and/or interests.

3) Planning, development, analysis and improvements of the Company’s products, services and the like.

• a. Analysis, quality improvement of, and enhancing dealings with people concerning the Company’s existing products and services.
• b. Planning and development of the Company’s new products and services.
• c. Investigation and analysis of the status of the Company’s sales and the Customers’ usage as well as planning and development using the results thereof.
• d. Implementation, analysis and measurement of effects and use of survey research associated with the Company’s marketing activities.

4) Improvement of and other activities concerning the Company’s website.

• a. Improvement of user-friendliness and other qualities of the Company’s website.
• b. Planning and development based on the usage status of the Company’s website.

5) Implementation of recruiting activities.

• a. With respect to recruiting activities, consideration of candidates, hiring decisions, and notification of the same.
• b. Verification, analysis of recruiting and screening activities, review of and taking measures for future recruiting and screening activities.
• c. Implementing internships and using the same as a reference in planning and conducting future programs.
• d. Implementing procedures prior to joining the Company and employment administration after joining the Company.

6) Responses to comments, requests, inquiries and the like to the Company.

7) Rendering services consigned to the Company.

8) The Company’s responses to statutory obligations and requirements, and implementing the necessary investigations and other responses in relation to governance in the Company and the exercise of its rights.

9) Performing the Company’s duties concerning the shareholders’ rights and obligations pursuant to the Companies Act as well as other laws and regulations, implementing various measures and policies to facilitate its relationship with the shareholders.

10) Implementation of other responses associated with fulfilling the aforementioned purposes.

Provision of Personal Data to Third Parties

Except in the cases specified below, the Company will not provide personal data to third parties.

1) In cases where the consent of the Customer is obtained.

2) In cases where the Company entrusts a third party to process personal data to the extent necessary for the Company to achieve the purposes of use of personal data. In this case, the Company will be responsible for administering personal data provided to the entrustee of the services to ensure that the entrustee processes the same appropriately.

3) In cases where the provision is based on the joint use.

4) Other cases in accordance with laws and regulations.

Upon the provision of personal data to third parties in these cases, the said provision may be made to, in addition to businesses located in Japan, those located in the EU or other countries including the UK, Korea, the U.S., Singapore, Taiwan, China, Thailand, and Malaysia. The EU and UK are respectively designated by the Personal Information Protection Commission, Japan (“PPC”), as “a foreign country establishing a personal information protection system recognized to have equivalent standards to that in Japan in regard to the protection of an individual’s rights and interests.” Also, Korea is recognized by the European Commission as a country that ensures an adequate level of protection of personal data, and the U.S., Singapore and Taiwan, as signatories of the APEC Cross-Border Privacy Rules (CBPR) System that is the framework developed by the APEC for cross-border privacy protection, are considered likely to have approximately equivalent protection standards to that in Japan. Beyond that, with respect to the eight principles of the OECD’s Guidelines governing the protection of privacy and transborder flows of personal data (“OECD’s Privacy Guidelines”) (i.e., principles of Purpose Specification, Use Limitation, Collection Limitation, Data Quality, Security Safeguards, Openness, Individual Participation, and Accountability), China stipulates all of these principles, Thailand stipulates all but the principle of Accountability, and Malaysia stipulates all but the principle of Openness. Also, the recipients of data from the Company address these eight principles of the OECD’s Guidelines. On the other hand, some of these countries have systems concerning: (i) government access; and (ii) data localization, which may cause a significant impact on a person’s rights and interests. Specifically, Singapore, Thailand and Malaysia have the system described in (i), and China has the systems described in (i) and (ii). For the avoidance of doubt, any recipient of data from the Company has never been subject to a request in (i) above for government access. For the details of the systems and the like concerning protection of personal data in these countries, please refer to the research findings by the PPC.

Joint Use

The Company will jointly use the personal data within the scope described below to provide comprehensive service through its group companies and partner firms.

1) Personal data to be used jointly

Name, information of affiliation (name of the company, title, department and division the Customer belongs to), contact information (address, telephone number, FAX number, mail address), history and particulars of inquiries, information on whether transmission of direct mails and the like is approved, and other items necessary to achieve the purposes of use.

2) Scope of the joint users

The Company’s group companies (including firms which will join the group in the future, please visit ( https://www.optexgroup.co.jp/en/company/group.html ) for the details). The Company’s partner firms (business entities that have a business relationship or engage in transactions with the Company concerning the development, manufacturing, sale, consulting or the like of the machine vision apparatus for inspection, UV irradiation equipment or other products and services of the Company).

3) Purposes of use

To enhance the products and services provided to the Customers and realize efficient provision of the same.
To promote the products and services provided by the joint users.
To achieve the aforementioned purposes of use.

4) The entity in charge of administering the joint use

CCS Inc.（https://www.ccs-grp.com/corp/company/company.html）

Use of Cookies and the Like

A Cookie is a small text file downloaded in the browser of a device (such as a smart phone) and used for the access when the Customer accesses a website. Through the use of cookies, the Company can recognize the device of a Customer, and obtain information concerning the Customer’s browsing history, status of use of the Company’s website or the like. The Company uses technology including Cookies for the purposes of, among other things, providing a more convenient website to the Customers, and making predictions about the Customers’ needs, the details of which are as follows:

Where to Request, Comment and Complain

In cases where the Customer wishes to make inquiries, corrections, deletions or the like regarding the particulars of his/her personal data, we will respond thereto in accordance with laws and regulations, after verifying the Customer’s identity.
To inform, comment, complain or take similar action concerning the processing of personal data, please contact our reception desk as described at the bottom of this “Processing of Personal Data”.

Processing of Personal Data of Customers Residing in the EEA or the UK

The Customers residing in the European Economic Area (the “EEA”) or the UK are advised to also see the following items.

Revisions of this “Processing of Personal Data”

If necessitated by laws and regulations or other circumstances, the Company will revise this “Processing of Personal Data.” Please always check the updated particulars of every revised version posted on this web page. For the avoidance of doubt, when a Customer who has provided the Company with personal data upon consent to this “Processing of Personal Data” uses the Company’s website after any revision, it will be deemed that the Customer has also consented to the respective revisions.

Revised on July 29, 2024