Originally enacted: April 1, 2005
Amended: March 1, 2016
At Colt Technology Services we appreciate the trust our customers have placed in us. Because you trust us with personal and other confidential information we have about you, we respect your privacy and take our responsibilities regarding the security of your information very seriously. We are committed to providing you with the highest quality of service while safeguarding your information. We are aware of our obligations regarding information in our custody that is confidential to our customers - whether created by contract (under a non-disclosure agreement or service contract) or under statute such as the Law concerning Protection of Personal Information (Law No. 57 of 2003, hereinafter the “Personal Information Protection Law) and the Telecommunications Business Law (Law No. 86 of 1984, hereinafter, the “TBL”) – and are committed to ensuring that procedural safeguards are in place to protect against unauthorized disclosure of confidential information.
We are also aware that in certain instances customer confidential information may include “Personal Information” that allows a customer to be identified. Specifically, the Personal Information Protection Law defines personal information as information concerning living individuals, whereby a specific individual can be identified by name, date of birth, or other statements or the like contained in said information (including information that can easily be compared with other information to identify a specific individual) (“Personal Information”). Corporations and other groups do not correspond to “individuals” for purposes of the Personal Information Protection Law, but information concerning an officer of a corporation or the like does correspond to Personal Information.
Information we may collect
To provide its customers with telecommunication services, IT management services, cloud services and other services, we collect information that may not be available publicly. The types of information we may collect may include details of any customer’s name, address, telephone number, email address, fax number, video picture and voice. We will also collect transaction and experience information, as necessary. We also collect feedback from customers regarding our products, services and quality through customer satisfaction surveys distributed by mail or e-mail. In addition, we often sponsors seminars for customers, potential customers and others, where Personal Information may be collected.
Practices and procedures we follow to collect Personal Information and Purpose of Use
For the following purposes of use we collects Personal Information about you and your account from you through the use of order and registration forms, direct contact with you (for example, over the telephone, through our website and every time you email us your details). At data centers operated by us, surveillance cameras are installed to monitor and keep record of customers, visitors and others accessing, entering and existing for security purpose.
- to administer your contracts and our business;
- for billing, customer service and network management;
- to provide you with information on our products and services or our third party partners tailored to your needs;
- to obtain feedback from you in customer surveys so that we may design and improve products and services;
- so that we know who you are to prevent unauthorised access to your information;
- to perform statistical analyses;
- to invite you to our-sponsored events and seminars;
- to comply with the laws and regulations governing our business;
- to ensure the security of our data centers; and
- to do employment screening of your job application and labor management after your employment
Security Management Measures
We control employee access to Personal Information. Our information security administrators educate and train our employees, including contract employees and temporary staff, to maintain strict confidentiality standards. Any employee who violates these standards is subject to discipline. We maintain organizational and technical protection measures (such as physical, electronic, and procedural safeguards) (“Security Management Measures”) to protect information and to prevent unauthorized or unlawful disclosure or access to or, negligent or unlawful loss, destruction, or alteration of customer information. We supervise our employees and provide education and training regarding our Security Management Measures to our personnel in an effort to manage the security of Personal Information that we collect.
How we share or provide Personal Information with or to third parties
Retention of Personal Information
We will retain your Personal Information for as long as either required to by law, or as is relevant for the purposes for which it was collected. We will endeavor to maintain accurate and up-to-date Personal Information, within the scope necessary for the purpose for which such Personal Information was collected.
Questions from Individuals for their Personal Information
Our Personal Information Protection Manager can be reached as follows.
3-1-35 Shibaura, Minato-ku Tokyo 108-0023 Japan,
Colt Technology Services Co., Ltd.
Risk Management Department
Attention: Personal Information Protection Manager
For more details on any inquiry, please refer to an explanatory statement on inquiries on personal information registered to us.