LOGISTEED: Privacy Policy – LOGISTEED Malaysia Sdn Bhd

Privacy Policy

(About Personal Information Protection)

Personal Information Protection Policy (LOGISTEED Group)

LOGISTEED Malaysia Sdn. Bhd.

Managing Director: Koji Yamagata

Date of enactment: Dec 01, 2021

LOGISTEED Group to which our company belongs (hereinafter “LOGISTEED Group”) handles a variety of information including in-house technical information as well as information obtained from our customers as a global solution provider offering seamless services to entire global supply chain. Accordingly, LOGISTEED Group has strived to establish and implement an information management system that respects the value of such information.

In light of this background, LOGISTEED Group has prescribed rules and established a management system regarding personal information protection; prescribed the personal information protection policy laid out below and informed directors and employees, while taking measures to grant general public an easy access to the information. Moreover, LOGISTEED Group strives to protect personal information appropriately according to this policy.

(1) Formulation of Personal Information Protection Management Rules and Continuous Improvement of Personal Information Protection Management System

LOGISTEED Group shall formulate and implement personal information protection management rules in order to raise awareness for the importance of personal information among directors and employees, and to appropriately use and protect personal information. LOGISTEED Group shall maintain and continue to improve these rules.

(2) Collection, Usage, and Provision of Personal Information and Prohibition of Use beyond Original Purpose

In consideration of the fact that LOGISTEED Group is entrusted with the customer’s information in its business activities, LOGISTEED Group shall establish a management system for personal information protection specific to each operation, and appropriately handle the collection, usage and provision of personal information according to the established rules. LOGISTEED Group shall not use personal information for other than the purpose of such information, and shall take measures to prevent such misuse.

(3) Implementation and Corrective Actions of Safety Measures

In order to secure the accuracy and safety of personal information, LOGISTEED Group shall implement measures such as managing access to personal information, restricting the means for external use of personal information, and preventing unauthorized external access in compliance with the rules for information security, and thereby prevent the leakage, loss, alteration, or destruction of personal information. In case some security issues are identified, LOGISTEED Group shall immediately take actions to correct them.

(4) Compliance with Laws and Codes

LOGISTEED Group shall comply with the Japanese laws and codes applicable to the protection of relevant personal information. Moreover, LOGISTEED Group shall adapt its personal information management rules to comply with these laws and codes.

(5) Respect for the Rights of the Individual Concerning Personal Information.

When the individual requests for his or her personal information to be disclosed, corrected, deleted, or seeks to prevent the use or provision of such information, complained or consulted, LOGISTEED Group shall respond in good faith respecting the rights of the individual pertaining to the personal information.

Handling of Personal Information

Under our Personal Information Protection Policy, LOGISTEED, Ltd protects and manages personal information / personal data with the utmost care and to the best of our ability.

1. Definition of Personal Information and Personal data

Personal information is information about an individual that can identify a specific individual on the basis of a name, date of birth or other description included in the information, or through a number, symbol or other code, image or sound associated with an individual (including that information which on its own cannot identify an individual but can be easily matched with other information to identify a specific individual). Furthermore, personal information includes not only information that can identify an individual but also any and all information that expresses a fact, judgment or assessment concerning the attributes of an individual including an individual’s physical characteristics, property, occupation or status.
Personal data is data that enables the above-mentioned personal information to be searched and used, etc..

2. Scope of Application

This document, “About Personal Information Protection,” prescribes personal information / personal data concerning our business partners such as customers and suppliers handling through our business, job seekers to LOGISTEED Group, and other people who access our website (hereinafter collectively “you”).

3. Purpose of Use of Personal Information

We will use the personal information we obtain from you only to the extent necessary to achieve the purpose stated in each item of the following table. If we use your personal information for other purposes not stipulated in this privacy policy, we will notify you in advance of the purpose of use and obtain your consent. When any of the following applies, however, we will not publicly announce or notify you of the purpose of use:

a. When there is a risk publicly announcing or notifying you of the purpose of use will harm the life, person, property or other rights and interests of you or a third party,

b. When there is a risk publicly announcing or notifying you of the purpose of use will harm the rights or legitimate interests of an organization concerned,

c. When it is necessary to cooperate with a government agency or a local public body in the execution of affairs prescribed by laws and regulations, and here is a risk publicly announcing or notifying you of the purpose of use will impede the execution of affairs, or

d. When the purpose of use is deemed to be clear from the circumstances of acquisition

No.	Classification	Purpose of Use
1	Logistics business	The execution of contracts concluded with a customer or supplier including the execution of outsourced business relating to transportation and delivery, cargo handling, storage, packing, distribution processing, relocation and removal, import/export, rental storage and other logistics services, and provision of business services incidental to these including coordination, reporting and inquiries concerning these
2	Sales business	Business negotiations, meetings and proposals with customers and suppliers, and coordination of these Forwarding information about holding events and providing new services for customers and suppliers For survey and research analyses of customers and suppliers and improvement of services for customers and suppliers For providing after-sales services for customers and suppliers
3	Supplier information	Business communication with employees of outsourcees as well as work management, safety management and education of these employees Responding to requests for disclosure, provision, submission, etc. from customers and prime contractors, etc. within the scope of business execution under a contract. Concluding worker dispatch contracts, managing dispatched workers at dispatch sources and dispatch destinations, and the education of dispatched workers
4	Recruitment business	Entry management of applicants through company briefing sessions and recruitment media, etc Personnel recruitment management including interview guidance for job applicants, recruitment selection, business communication concerning recruitment, and various procedures prior to employment Managing work experience under internships, etc.
5	Investor information	Administrative work related to shares
6	Security (surveillance) camera video information	Crime prevention management Safety management
7	Image, audio information acquired with a drive recorder	Avoiding problems such as violations and lawsuits through clarification of the cause of mishaps Analysis of the cause of mishaps, drafting measures to prevent their recurrence, and education and guidance For individual guidance on the safety driving operations using image and sound information
8	Information acquired through system services, etc.	Sale, provision, operation of system services developed by LOGISTEED Group Improvement of services through the above system analysis, enhancement, etc. Research and development of new solution systems, etc.
9	Matters other than the above	Responding to various inquiries to us and other responses

4. Appropriate use of collected personal information and sharing with third parties

1. LOGISTEED Group handles personal data as follows;

a. processed lawfully, fairly and transparently (“lawfulness, fairness and transparency”);

b. collected for specified, explicit and legitimate purposes (“purpose limitation”);

c. adequate, relevant and limited to what is necessary (“data minimisation”);

d. accurate and kept up to date (“accuracy”);

e. stored for no longer than is necessary (“storage limitation”); and

f. appropriately secured (“integrity and confidentiality”).

2. We will not provide personal information to third parties without your permission except for the following cases:

a. When you explicitly permit in advance,

b. When explicitly required by law or regulation,

c. When there is an urgent need to protect human life, body or property, and it is difficult to obtain your consent,

d. When there is a particular necessity for the sake of improving public health or sound upbringing of children, and it is difficult to obtain your consent, or

e. When it is necessary to cooperate with legal affairs performed by a national administrative agency, court, or an association commissioned by those institutions, and there is a risk that obtaining your consent will hinder the performance of the affairs.

5. Storage of personal information

Unless otherwise provided by law or regulation, or unless explicitly requested by law enforcement agencies, we keep your personal information during a minimum period of time that stipulated by law and required to achieve the Purpose of Use in this privacy policy.

6. Transfer of personal data across borders

Since the LOGISTEED Group operates all over the world, we may transfer your personal data to other countries to the extent necessary for business operations. In the process of transferring personal data across national borders, by complying with the requirements of relevant laws and regulations of the home country and conducting security evaluations as necessary, we will anonymize personal data or make it a pseudonym whenever possible in order to protect your personal data.

7. Security

We recognize that the security of personal information / personal data is important and we will take appropriate technical and organizational measures to protect personal information / personal data from misuse, loss, unauthorized access, alteration and unauthorized disclosure in accordance with LOGISTEED Group’s security management standards.

8. Rights and options regarding personal information

We will endeavor to ensure that you have the right to access, update, correct and delete your personal information. If there is a special requirement due to law or regulation and we cannot meet your request, we will give a reasonable explanation. However, we　reserve the right to refuse requests that require excessive technical means or are not realistic.
If you apply for the exercise of the above rights or other complaints, we will reply to you after verifying your identity and the authenticity of your request.

9. Use of cookies and web beacons

We use cookies and web beacons (clear GIFs) in some parts of our website to offer you a more convenient website experience.

You can refuse to accept cookies or have a warning message displayed when you accept cookies by adjusting your web browser settings. For further details, please refer to your web browser instructions. You may also refuse to accept web beacons by refusing to accept cookies.

However, please understand that all or part of the services that we provide on our website may not be available to you if you refuse to accept cookies.

Explanation of terminology

(1) Cookies

“Cookies” refers to information that is mutually exchanged between a web server that controls a website and your web browser. Cookies are sometimes stored as files on your computer disk. The use of cookies enables a web server to record information such as which pages of the website a certain computer has visited. Unless you enter your personal information on the website, however, it is not possible to identify who you are.

(2) Web beacons

“Web beacons” refers to a technology that operates in tandem with cookies and enables a web server to know how many times you accessed certain pages of a website. Unless you enter your personal information when accepting cookies, however, it is not possible to identify who you are.

10. Special Notes

When entering personal data on our website, you must agree to the purpose of use and other terms specified on the website. Whether you agree or not is up to you but if you will not give your consent, you may not be able to access services we offer (including responding to your inquiries).
We may revise this document, ” Privacy Policy (About Personal Information Protection)” to improve the handling of personal information, and/or in accordance with the revision of laws or ordinances, or other rules and regulations.
When you contact us by telephone, conversations may be recorded to ensure accurate response.

11. Inquiries

To exercise the above rights related to personal information, complaints and inquiries regarding the protection of personal information, please contact to the following office.