Privacy Philosophy and Policy

Privacy Philosophy

As a PR firm handling information on a daily basis, TOCS recognizes the importance of information in society and the impact it has on society.

In particular, we understand that the proper handling of personal information, including personal information received from customers and employee information, and the protection of the rights of information owners is an important social mission that also affects our company's very existence.

We declare that all executives and employees of our company and group companies shall comply with all laws, regulations, and guidelines related to personal information, and that we shall establish a personal information protection management system based on the following basic policy, and that we shall make company-wide efforts to continuously improve our personal information protection management system to fulfill our mission as a company involved in communications.

Privacy Policy

1. As a PR company handling of information, we give due consideration to the special nature of personal information and collect, use, and provide personal information appropriately within the minimum necessary scope when conducting our business. In addition, we will manage to ensure that personal information is not used or provided for any other purposes beyond those for which consent has been obtained.
2. We will comply with laws and ordinances, national guidelines, and other norms concerning personal information.
3. In order to deal with risks such as unauthorized access to personal information, loss, leakage, destruction, and falsification of personal information, we will take reasonable preventive measures and safety control measures by investing sufficient management resources and strive to improve our personal information security system. In the event of an incident, we will promptly take corrective measures.
4. We will appoint a person responsible for the management of personal information, give him/her responsibility and authority for the implementation and operation of the personal information protection management system, and manage personal information appropriately.
5. We will continuously improve our personal information protection management system through training, operation, audits, and reviews.
6. We have established a contact point for inquiries regarding personal information, including requests for disclosure, correction, deletion, refusal to use or provide personal information, and other complaints and consultations, and will respond to such inquiries within two weeks.

We will distribute this basic policy to our directors and employees and ensure that they are fully aware of it. We will also continue to educate all employees in response to changes in society, in order to raise and maintain their awareness of the protection of personal information. In addition, we will make sure that our clients and our partner companies understand this policy and will work together with them to improve the protection of personal information.

If you have any questions regarding our privacy policy, please contact us at the "For inquiries regarding personal information" below.

Handling of Personal Information

1. Appropriate Protection of Personal Data

TOCS uses customers' personal information in accordance with the purpose for which it was collected and further manages it appropriately and securely, taking protective measures to prevent unauthorized external access, misuse, loss, destruction, falsification, and leakage.

2. Purpose of Using Personal Information

Customer's personal information (disclosure)

For the implementation of services, etc., and for after-sales care and communication

Personal information obtained from inquiry forms (disclosure)

For responding to inquiries

Personal information of applicants for employment (disclosure)

Please check "Handling of Personal Information of the Media".

Personal information of applicants for employment (disclosure)

For employment selection and to respond to inquiries to the Company

Personal information of employees, including retirees (disclosure)

For employment management such as personnel and general affairs

Personal information related to seminars sponsored by business partners (not disclosed)

For drawing participants in various seminars sponsored by our business partners, determining winners of gift publicity, and contacting them

3. Matters Concerning Security Management of Retained Personal Data

Establishment of Basic Policy

Our privacy policy is published on our website

Maintenance of Discipline

Established regulations for each stage of acquisition, use, provision, and disposal, including handling methods, persons in charge, and their duties, and review them periodically.

Organizational Safety Control Measures

Regular self-inspections, internal audits, and external audits are conducted

Personnel Security Control Measures

Obtain pledges of confidentiality from employees and conduct periodic training for employees

Physical Safety Control Measures

Control of areas where personal information is handled, prevention of theft of equipment and electronic media, etc. are implemented.

Technical Security Control Measures

System to protect against unauthorized access from outside is in place.

Understanding the External Environment

Regarding the storage of personal information, etc. using cloud services, we will confirm that such cloud services have appropriate access control, and we will also make efforts to understand the personal information protection systems in these countries and regions.

4. Procedures for Requesting Disclosure

Regarding the storage of personal information, etc. using cloud services, we will confirm that such cloud services have appropriate access control, and we will also make efforts to understand the personal information protection systems in these countries and regions.

5. Provision of Personal Information to Third Parties

We will not provide your personal information to third parties except as required by law.

6. Outsourcing the Handling of Personal Data

In order to provide better service to our customers, we outsource a part of our business operations and may entrust personal information of our customers to a subcontractor. In such cases, we select contractors that are deemed to handle personal information appropriately, and we require them to implement appropriate management of personal information by stipulating in contracts and other agreements the matters necessary to prevent the leakage of personal information.

7. Voluntary Nature of Personal Information

Providing personal information to us is voluntary. However, please understand that if you do not provide personal information, we may not be able to provide you with our various services.

8. Usage of Cookies

Cookies are used to make your visit to our site more convenient when you come back and do not infringe on your privacy. Cookies do not violate your privacy and do not adversely affect your computer.
However, due to the nature of Internet communications, we cannot guarantee complete security. Please understand this in advance.

Handling of Personal Information of the Media

TOCS, a public relations specialist, acts as a pipeline that connects companies and other organizations with the media. As part of this effort, we collect personal information such as names, company names, affiliations, and company contact information from members of the media in order to send them useful information from companies and other organizations. We use the personal information we collect solely to deepen our relationships with the media through the provision of such information. We manage this information appropriately and securely and have put in place safeguards to prevent unauthorized access, use, loss, theft, destruction, alteration, and leakage of information.

We collect personal information from members of the media through the exchange of business cards, attendance at seminars and other events, and responses to press releases. In doing so, we make every effort to obtain their consent to provide them with various types of information thereafter.

1. Purpose of Using Personal Information

We use personal information, including contact information, of members of the media only to the extent necessary to send our clients product and service information, company information, and invitations to seminars and roundtables, and to plan such events.

2. Providing Personal Information to Third Parties Located in Japan or Abroad

We may provide personal information (name, company name, title, and affiliation) collected from the media to our domestic and overseas clients who plan to send information on products, services, seminars, and various other information to you. In such cases, we require our clients to handle and manage such information securely in accordance with the purpose of the Personal Information Protection Law.

[Providing information to a third party located in a foreign country]

1. We may entrust the handling, storage, etc. of personal information to third parties in foreign countries as follows. The contractors to whom we provide personal information comply with the laws and regulations concerning the protection of personal information in the relevant countries and take measures to ensure that personal information is adequately protected. In addition, we supervise such contractors as necessary and appropriate.

   Name of the foreign country: Outline of the system for the protection of personal information in the foreign country

   Countries subject to GDPR and the United Kingdom / United States / Singapore / Taiwan / Hong Kong / Australia

2. In addition to the preceding paragraphs, we may provide personal information to a third party located in a foreign country that has taken measures equivalent to those required to be taken by business operators handling personal information pursuant to Article 28.1 of the Personal Information Protection Law. In such cases, we take necessary measures to ensure the continuous implementation of such measures. For details of such measures, please contact "For inquiries regarding personal information".

For inquiries regarding personal information

Kunihiko Tsujita
Chief Privacy Officer
Total Communications System Inc.

Email: info_web@pr-tocs.co.jp　　
TEL: +81-3-3261-7715　　
FAX: +81-3-3261-7174

YWCA Bldg. 5F, 4-8-8, Kudan-minami Chiyoda-ku, Tokyo, 102-0074 Japan

[Name of authorized personal information protection organization]

JIPDEC

[Contact for complaint resolution]

*Only complaints regarding the handling of personal information are accepted.

Roppongi First Bldg. 1-9-9, Roppongi Minato-ku,
Tokyo, 106-0032 Japan

TEL: +81-3-5860-7565