Advanced Media, Inc. ("AMI") Personal Information Protection Policy

In recent years, with penetration of internet and cloud service into society, huge and tremendous data have been transmitted, resulting in accumulation and existence of big data, control and management of those big data has been an important theme burdened on us. The risk of the improper outflow and utilization of personal information has been increased and making it all the more necessary to protect personal information.

Against this social backdrop, AMI, as an information technology development company and cloud service provider that makes use of speech recognition technology, recognizes the importance of responding to the trust of our customers. In order to further raising awareness regarding the protection of personal information and privacy, AMI sets forth the following Personal Information Protection Policy in accordance with the requirement items of the personal information protection management system according to JIS Q 15001, and works to ensure the policy is thoroughly known by all of the company’s directors, officers, and employees and other personnel engaged in the company’s operations, and that every endeavor is made to operate the business properly in accordance with the Personal Information Protection Policy.

  1. AMI shall establish and observes the personal information protection management system in accordance with the requirement items of the personal information protection management system. (JIS Q 15001).
  2. In its acquisition, utilization and provision of personal information, AMI shall handle such personal information securely and appropriately in accordance with the content of the company business and its operational purpose.
  3. AMI shall not use personal information beyond the purpose of utilization previously set forth without obtaining the prior consent of the person concerned.
  4. When AMI is entrusted with the handling of data including personal information as part of its work of software development and management operations, AMI shall utilize such personal information within the scope of the purpose of utilization and in accordance with the agreement made with the contractor.
  5. AMI shall rigorously manage the safekeeping of personal information that is provided by our customers, clients, and contractors or acquired by ourselves and shall take necessary measures to prevent leakage, loss of or damage of the personal information.
  6. AMI shall disclose, without delay, personal information in its custody when it receives a request for disclosure from a person concerned.
  7. When AMI receives any complaint or inquiry from a person concerned regarding the handling of the personal information or the personal information management system, AMI shall respond suitably and promptly to same.
  8. AMI shall observe not only JIS Q 15001 but also standards or rule designated by government as well as laws and regulations regarding the protection of personal information.
  9. AMI shall review and improve the personal information management system on a continuous basis.

Set out on Aug. 26, 2004
Revised on Aug. 22, 2007
Revised on Feb. 25, 2015

Advanced Media, Inc.
Kiyoyuki Suzuki
Founder
President and CEO

AMI is a Privacy Mark certified entity. AMI publicly announces the following policies in accordance with JIS Q 15001: 2006 Personal Information Protection Management System requirements as the Privacy Mark certification standard and the Act on the Protection of Personal Information.

Purpose of using personal information

  1. In cases in which AMI acquires personal information directly from a person as is written in a document (including a record made by an electronic method, a magnetic method or any other method not recognizable to human senses, the same to apply hereinafter), AMI shall show the purpose of utilization of such personal information in writing and obtain it with consent of the person. AMI may use personal information for the purposes shown below items 1 to 5;
    1. to guide customers our products, services, events and so on,
    2. to respond to inquiry from customers regarding our products, services and so on,
    3. to send our products to customers,
    4. to provide customers with our services,
    5. to charge customers for payment of our products and/or services.
  2. When AMI acquires personal information by any of the following methods, AMI shall handle such personal information within the scope of the purpose of utilization stated in each item below:
    1. In cases in which personal information accompanying recorded sound or recorded video or picture is acquired:

      For implementing the development a speech recognition or speech verification system, provision of a service, software customization, improvement of function, operation of systems, assessment of systems and implementing ancillary works relating thereto.
    2. In cases in which personal information is acquired in relation to an undertaking of software or system development or when entrusted with the custody of personal information by a service provider:

      For implementation of the development of software or a system, provision of ASP service, customization of customer software or system, operation, assessment thereof and ancillary works relating thereto within the scope necessary for implementing the entrusted work that is the scope of the utilization of purpose that the person has been informed of by the trustee.
    3. In cases in which personal information is acquired through media published or available in the market:

      For sales promotion of AMI products or services by mailing or e-mailing information of AMI’s products, services, seminars and events.
    4. In cases when personal information is acquired when recording an inquiry via telephone:

      For confirmation of content of response to inquiry.

Use of various published information

AMI may use personal information o acquired properly from the following media published or available on the market within the scope of the purpose of utilization as specified in Item (3) of Section 2 above.

  1. Certified copy of real estate or commercial registration
  2. Telephone Directory
  3. Various study group or workshop name lists publicly available
  4. Name lists not prohibited from utilization by a third party
  5. Other personal information published or available on the market legally and properly

Provision of personal information to third parties

AMI shall properly manage acquired personal information and shall not provide such personal information to any third party without the prior consent of the person concerned except in the following cases:

  1. In cases in which AMI is obligated to provide personal information in accordance with laws and governmental regulations.
  2. When needed to protect life, body or property of a person and in which it is difficult to obtain the consent of the person.
  3. When needed to improve public health or for promoting the sound growth of children and in which it is difficult to obtain the consent of the person.
  4. When needed to cooperate with a government agency or local government or an individual or business operator entrusted by one in executing the affairs prescribed by laws and regulations and in which obtaining the consent of the person may impede the execution of the affairs.

Measures Concerning Utilization of Personal Information

AMI shall not use acquired personal information beyond the specified purpose of utilization or scope of acquisition permitted. However, when AMI wishes to utilize personal information beyond said purpose or scope AMI shall inform the person of such purpose of utilization and scope of acquisition and obtain the consent of the person except in the following cases:

  1. When AMI is obligated to provide personal information in accordance with laws and government regulations.
  2. When it is necessary to protect the life, body and property of the person and when it is difficult to obtain the consent of the person.
  3. When it is necessary to improve public health or for promoting the sound health of children and when it is difficult to obtain the consent of the person.
  4. When needed to cooperate with a government agency or local government or an individual or business operator entrusted by one in executing the affairs prescribed by laws and regulations and in which obtaining the consent of the person may impede the execution of the affairs.

Measures concerning contact with person

AMI may contact the person by using personal information acquired properly within the scope of the purpose of utilization consented to by the person. However, AMI may contact the person without obtaining the consent of the person in cases in which doing so comes under an exceptional case provided for in the Clause "Measures Concerning Utilization of Personal Information".

Procedures for requests for disclosures, etc.

The following are the procedures for a person or a person’s representative to make a request for (1) disclosure, (2) notification of purpose, (3) correction, (4) deletion, (5) addition, or (6) cessation of utilization or provision to a third party of personal information held by AMI (hereinafter items (1) through (6) collectively called "Request for Disclosure etc.") by mail, e-mail or by visiting AMI:

  1. Where to submit a Request for Disclosure etc.
    Please fill in the specified request form and send it by mail or e-mail or bring the filled-in form to AMI.

    6F Sunshine City Bunka-Kaikan,
    3-1-4 Higashi-Ikebukuro, Toshima-ku,
    Tokyo
    170-8630, Japan
    Advanced Media, Inc.
    Privacy Mark Office.
    E-mail: privacy@advanced-media.co.jp
  2. Form to be submitted when requesting disclosure etc.
    To submit a Request for Disclosure etc. via e-mail, you are kindly requested to (1) download the form [1], (2) fill in all the necessary items and (3) send it via e-mail. To submit a Request for Disclosure etc. at the AMI office, you are kindly requested to (1) download the form [1], (2) fill in all the necessary items and (3) bring it to the AMI office together with documentation that enables AMI confirm your identity as the person concerned.
    [1] Form of Request for Disclosure etc.
    [2] Identification document
    (1) Driver’s License, (2) Healthcare Insurance Certificate, (3) Passport, (4) Pension Account Book, (5) Basic Resident Register with photo and (6) Foreign Resident Registration Card.Submission of a copy of one of documents shown above is requested.
  3. Request for Disclosure etc. by a representative
    When a person asks a representative to request disclosure etc., the representative shall submit the following documents in addition to the documents described above:
    [1] Form of Request for Disclosure etc.
    [2] Identification document
    Driver’s License, (2) Healthcare Insurance Certificate, (3) Passport, (4) Pension Account Book, (5) Basic Resident Register with photo, or (6) Foreign Resident Registration Card.Submission of a copy of one of documents shown above is requested.
    [3] Power of Attorney
    A Power of Attorney needs to have the seal of the person concerned and be accompanied by the registration certificate for the seal. If the representative is a legal representative such as a person in parental authority, it is acceptable to submit a copy of the family register or an abstract of the family register or resident register which shows the relationship with the person concerned instead of a power of attorney.

Personal Information Protection Administrator

Executive Officer for Business Administration

If you have any question or inquiry about personal information, please contact at the following contact address.

Where to submit an inquiry or complaint or have a consultation relating to the handling of personal information

PrivacyMark Office, Administrative Management Division.Advanced Media, Inc.

E-mail: privacy@advanced-media.co.jp

Name of the certified personal information protection entity
which AMI belongs to and where to make a submission
relating to settlement of complaint:

Name of the certified personal information protection entity Japan Institute for Promotion of Digital Economy and Community (JIPDEC) (General Foundational Juridical Person)

Where to contact for settling complaints
Consultation Office for Complaint on Personal Information Protection
Kikai Shinko Kaikan Building, 3-5-8 Shibakouen, Minato-ku, Tokyo, 105-0011 Japan
Phone: +81-3-3432-9371,
Facsimile: +81-3-3432-9379