Privacy Policy

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PRIVACY POLICY

1. About this Policy

This Policy applies to the processing of your personal data by Shimadzu Industrial Systems Co., Ltd., (the “Company,” “we,” “our,” or “us”).

2. Definitions

In this Policy:

(a)“Personal Data” means any information relating to an identified or identifiable natural person;

(b)“Process/Processing” means any activity or operation that is carried out in respect of Personal Data, such as collecting, storing, using, transferring, or deleting it; and

(c)“You” or “your” means an identified or identifiable natural person by Personal Data, including our or our corporate group customers, employees, cooperating companies or people in charge therein, shareholders, and investors.

3. How We Collect Your Personal Data

We may collect information that you provide to us, whether by means of a form on our website, by email, in a letter, or otherwise, such as your name, address, email address, telephone number, fax number, workplace information, division and department, title, position, name of your contact group or organization, technical rank, password, details of your inquiry, information on whether we can send you direct mail, etc., products or fields in which you are interested, campaign codes, consent to acquisition or use of cookies, feedback to our website, etc.

We also may receive from our distributors and agents information, such as your name, address, email address, telephone number, workplace information, division and department, name of your contact group or organization, commercial negotiation or transaction status, commercial negotiation or transaction history, details of your inquiry, information on whether we can send you direct mail, etc., history of your participation in exhibitions, seminars, etc., information on a device that you use, history of your access to our and our corporate group websites, etc.

When you visit our website, we may automatically collect the materials that you access, your download history, traffic data, location information, log, language information, dates and frequency of access, other communication information (including IP address, operating system, host domain, and type of browser), information on your computer and internet connection, and URLs of reference sources (“Communication Information”).

If you are our or our corporate group employee, we may collect your name, email address, user ID, photo, address, telephone number, fax number, workplace information, division and department, schedule, attendance status, passport information, signature, etc. (“Employee Information”), as well as your login history, history of sending and receiving emails, certification log, email archive, history of use of Office 365, if you use Office 365 (email, SharePoint, Teams, Forms, etc.) (“System Information”).

4. Purposes of Processing Personal Data

We use the Personal Data that we hold about you for the purposes set forth below. We will use your Personal Data only to the extent that it is necessary to do so to fulfill these purposes:

(a) to address your request or perform an agreement with you;

(b) to contact you (including to address your inquiry);

(c) to confirm the location where a device is installed, etc.;

(d) to announce our and our corporate group exhibitions, seminars, products, services, etc.;

(e) to conduct market research and develop new products and/or new services;

(f) to manage the device maintenance history;

(g) to collect quality information and provide feedback for development and/or manufacturing, etc.;

(h) to improve our website;

(i) to analyze your behaviors;

(j) to share transaction information within the Company and our corporate group;

(k) to ensure the security of our website;

(l) to issue a notice of a change in our services or website;

(m) for our employees to use Office 365 (email, SharePoint, Teams, Forms, etc.);

(n) to manage personnel and labor matters for our employees (provision of trainings, acquisition of visas, participation in meetings, etc.);

(o) to comply with any laws and regulations applicable to us;

(p) to cooperate with relevant governmental authorities and agencies, including competent data protection authorities and those that are engaged in administrative or criminal investigations; and

(q) to establish, exercise or defend legal claims.

5. Disclosure of Personal Data to Recipients and Joint Use of Personal Data

We may share your Personal Data with the following categories of recipients:

(a) corporate group: We may disclose your Personal Data to our corporate group.

(b) Employees: We may disclose your Persona Data to our employees who have the authority and necessity to access the Personal Data.

(c) Service providers: We may disclose your Personal Data to service providers, such as IT service providers, consultants, etc.

(d) Contractors, distributors, and agents: We may disclose your Personal Data to our contractors, distributors, and agents.

(e) Business successors: We may disclose your Personal Data to persons which succeed to our business due to an organizational restructuring, business transfer, etc.

We may otherwise disclose your Personal Data to any third party other than those set forth above, including public agencies, if such disclosure is required to achieve the purposes for which you provided Personal Data to us or other purposes that we specify when obtaining consent or Personal Data from you, to the extent necessary to comply with any laws and regulations applicable to us, to cooperate with relevant governmental authorities and agencies, or to establish, exercise or defend legal claims.

Under Japanese law, we may use the joint use framework under the Act on the Protection of Personal Information to share with our corporate group (including those corporate group located outside Japan) and the relevant agent in charge of you, your name, address, email address, telephone number, signature, name of your contact group or organization, commercial negotiation or transaction history, details of your inquiry, information on whether we can send you direct mail, etc., history of your participation in exhibitions, seminars, etc., information on a device that you use, history of your access to our and our corporate group websites, for the purposes referred to in Section 4(a) to (g) above.

In addition, if you are a cooperating company (including a vendor, a contractor of manufacturing, a contractor of service, a receiver of our orders for services, etc.) or a person in charge therein, we may share your name, address, email address, telephone number, name of your contact group or organization, and transaction history with our corporate group (including those corporate group located outside Japan) for the purpose referred to in Section 4(j) above.

If you are our employee, we may share your Employee Information and System Information with our corporate group (including those corporate group located outside Japan) for the purposes referred to in Section 4(a), (b), (d), (e), (g), (j), (m), (n), (p), (q), and (r) above.

In these cases, we will be the party responsible for the management of your Personal Data. Please refer to Section 10 below for our address and the name of our representative.

6. Provision of Your Personal Data Outside Japan

Your Personal Data may be provided to third parties outside Japan, such as our corporate group located outside Japan, etc. The names of the countries outside Japan (excluding those countries provided by the Enforcement Rules for the Act on the Protection of Personal Information as foreign countries which have systems to protect personal information that are found to be on the same level as those of Japan in protecting personal rights and interests) where third parties to which we may provide your Personal Data are located (excluding those third parties which have established systems meeting the standards provided by the Enforcement Rules for the Act on the Protection of Personal Information), and information regarding the legislation to protect personal information in these countries are as set forth below. The third parties to which we may provide your Personal Data take all measures corresponding to the 8 Principles under the OECD Privacy Guidelines.

United States of America (federal legislation): https://www.ppc.go.jp/files/pdf/USA_report.pdf

United Arab Emirates (federal legislation): https://www.ppc.go.jp/files/pdf/arab_report.pdf

India: https://www.ppc.go.jp/files/pdf/india_report.pdf

Commonwealth of Australia: https://www.ppc.go.jp/files/pdf/australia_report.pdf

Canada: https://www.ppc.go.jp/files/pdf/canada_report.pdf

Republic of Singapore: https://www.ppc.go.jp/files/pdf/singapore_report.pdf

Swiss Confederation: https://www.ppc.go.jp/files/pdf/switzerland_report.pdf

Republic of Korea: https://www.ppc.go.jp/files/pdf/korea_report.pdf

Taiwan: https://www.ppc.go.jp/files/pdf/taiwan_report.pdf

People’s Republic of China: https://www.ppc.go.jp/files/pdf/china_report.pdf

Republic of Turkey: https://www.ppc.go.jp/files/pdf/turkey_report.pdf

Republic of Philippines: https://www.ppc.go.jp/files/pdf/philippin_report.pdf

Federative Republic of Brazil: https://www.ppc.go.jp/files/pdf/brazil_report.pdf

Socialist Republic of Viet Nam: https://www.ppc.go.jp/files/pdf/vietnam_report.pdf

Hong Kong: https://www.ppc.go.jp/files/pdf/hongkong_report.pdf

Malaysia: https://www.ppc.go.jp/files/pdf/malaysia_report.pdf

Russian Federation: https://www.ppc.go.jp/files/pdf/russia_report.pdf

Republic of South Africa: *An outline of laws and regulations has not been published by the Personal Information Protection Commission.

Oriental Republic of Uruguay: https://www.shimadzu.co.jp/sites/shimadzu.co.jp/files/attention/uruguay_report.pdf

Republic of North Macedonia: https://www.shimadzu.co.jp/sites/shimadzu.co.jp/files/attention/north_macedonia_report.pdf

Republic of Serbia: https://www.shimadzu.co.jp/sites/shimadzu.co.jp/files/attention/serbia_report.pdf

Bosnia and Herzegovina: https://www.shimadzu.co.jp/sites/shimadzu.co.jp/files/attention/bosnia_report.pdf

7. Storage Period for Personal Data

We will retain your Personal Data that we collect for the period necessary to Process such Personal Data. For example, your membership information regarding services on a members-only website will be retained until you cancel your membership, and your access log will be retained for 18 months. However, this does not apply if we are required by laws or regulations to retain your Personal Data for a longer period of time, in which case, we will retain it for the period required by laws or regulations.

8. Your Rights

You have a number of legal rights in relation to the Personal Data that we hold about you. These rights may vary depending on where you are located and which data protection laws apply to the relationship between you and us, but typically will include the following:

(a) right to obtain information regarding Processing of your Personal Data and to access the Personal Data that we hold about you;

(b) right to request that we rectify your Personal Data if it is inaccurate or incomplete;

(c) right to request that we erase your Personal Data in certain circumstances;

(d) right to request that we restrict our Processing of your Personal Data in certain circumstances;

(e) right to object to our Processing of your Personal Data;

(f) right to receive your Personal Data in a structured, commonly used, and machine-readable format and/or to request that we directly transmit such Personal Data to a recipient where this is technically feasible; and

(g) right to withdraw your consent to our Processing of your Personal Data at any time.

You may exercise any of your rights by contacting us, using the information about us set forth in Section 10 below. You also may lodge a complaint with the data protection authority if you believe that any of your rights has been infringed by us.

9. Security Control Measures

We take necessary and appropriate measures to prevent any leakage, loss of, or damage to, your Personal Data to be Processed and to otherwise control the security of personal information, such as clarification of the person responsible for or the person in charge of Processing of Personal Data, regular self-inspection of the Processing status of Personal Data, establishment of a system to report leakage, etc., formulation of rules on Processing, regular training of employees regarding Processing of Personal Data, management of entries into and exits from facilities, prevention of theft or loss of equipment for Processing Personal Data, appropriate discarding of Personal Data, ensuring the security of the systems and devices used, and implementation of access controls, etc. We also exercise appropriate supervision over our contractors and employees who Process Personal Data, and if we handle personal information outside Japan, we will grasp the country’s legislation to protect personal information and take appropriate security control measures.

10. Contact Details

If you have any questions about this Policy, your rights, or any other matter relating to the protection of personal information, please contact us at the following address:

(a) Address of head office: 8-1, 1-chome, Tsukinowa, Otsu-shi, Shiga, 520-2152

(b) Name of representative: Nakanishi Noriaki

(c) Responsible department:, Administration Department

(d) Contact information: Contact form

(e) Telephone number: +81-77-545-3250

(f) FAX: +81-77-545-8275

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