1. TOP
  2. About Us
  3. Privacy Policy

Privacy Policy

How Human Link Corporation Handles personal information

Human Link Corporation’s Privacy Policy

Created: September 13, 2004
Revised: April 1, 2021

Human Link
President & CEO Kenichiro Hama

As a provider of HR services, Human Link Corporation (hereinafter “Human Link”) tailors solutions to meet customers’ diverse HR needs and helps them to grow their businesses. As Human Link grows as a company, its hope is to expand its HR services to reach all industries.
Recognizing that proper care and use of personal information is its foremost responsibility, Human Link spares no effort in protecting all personal information entrusted to it, including that of its customers’ employees. Its complete policy on the care and use of personal information is outlined below.

  1. In respecting the dignity and rights to privacy of individuals, Human Link complies with all laws, regulations and guidelines that have been set down by the government of Japan with respect to the use and protection of personal information, including that defined as “Specific Personal Information” in Japan’s “Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures” (hereinafter “the Act”).
  2. In the event that Human Link requires the personal information of any individuals associated with its customers, it shall notify the customers in advance to explain why the information is required and inform them where to direct any related concerns or inquiries. Human Link shall limit its collection of personal information to only that considered necessary and appropriate to fulfill its obligations as provider of HR services.
  3. Human Link shall securely and appropriately store and manage any personal information entrusted to it, using the information only as it has either publicly disclosed or notified to those concerned. Human Link shall use Specific Personal Information only when the information is for a “Process Related to an Individual Number” as defined in the Act.
  4. Except when required by law to do so, Human Link shall not disclose any individual’s personal information to any third parties without the individual’s prior consent, nor shall it disclose Specific Personal Information to any third parties even if it has received consent from the individual to do so.
  5. Human Link shall ensure that any personal information entrusted to it is always up to date, and that it has in place proper preventative measures to guard against the information being accessed without authorization, lost, destroyed, falsified or leaked.
  6. In the event that Human Link entrusts the handling of personal information to a third party, it shall require that party to sign a contract guaranteeing that it will protect and manage the information in the same fashion described herein. Human Link shall also supervise that party’s handling of the information as appropriate.
  7. Human Link shall designate an internal party or parties to manage the personal information entrusted to it, establish systems to manage the information in accordance with its internal rules and regulations, and endeavor to continuously improve those systems.
  8. Human Link shall educate all of its officers, employees and other members of its broader workforce to fully understand the value and sensitivity of personal information and respect how and when it is to be used.
  9. Human Link shall respond immediately and appropriately to any inquiries or concerns regarding the use of personal information.

[Person in charge of information security]
Corporate Division COO Phone: +81-3-3210-8130

Care and Use of Personal Information at Human Link

  1. Purpose of Collecting and Using Specific Personal Information

    To complete any “Process Related to an Individual Number” as defined in the Act (this work includes, but is not limited to, the preparation of certificates of income and withholding tax, notifications of unemployment insurance, health insurance and welfare annuity insurance, and preparation of payment records).

  2. Purpose of collecting and using Other Personal Information
    1. Personal Information of Human Link's customers
      • To respond to inquiries and requests related to the services Human Link provides.
      • To provide Human Link's services, and to conduct sales activities such as communicating and meeting with customers.
      • To manage regular transactions such as conclusion and execution of contracts and settlement of accounts.
      • To conduct work entrusted to Human Link.
      • For customer satisfaction surveys.
      • To send greetings, notifications regarding changes in corporate officers, and so on.
      • To introduce the products and services that Human Link provides by email, direct mail, and so on.
    2. Personal Information of employees
      • For recruitment and onboarding procedures.
      • For training programs.
      • For performance assessments, placement and transfers, commendations, disciplinary actions, resignations and retirement, creation of telephone directories, creation of emergency contact networks, HR management, and so on.
      • For salary, bonuses, retirement allowances, payroll management including management of expenses, and so on.
      • For social insurance, and to make payments and receive payouts for insurance.
      • To calculate pay, manage income tax and residential tax, and so on.
      • For management of safety and health.
      • To use, maintain, and manage telecommunications infrastructure (telephones, PCs, groupware, email systems, and so on).
    3. Personal Information related to applicants
      • For screening of applicants.
      • To announce schedules for seminars, interviews, and written tests.
    4. Personal Information related to resigning employees
      • To preserve information on employment management for period of employment.
      • To communicate with and send documents to employees after retirement or resignation.
      • Procedures stipulated by law, and for responding to inquiries.
    5. Other Personal Information
      • To control access to Human Link's facilities.
      • To provide information to customers who have participated in events Human Link either hosted or was a part of.
  3. Requests for Disclosure

    In the event that Human Link receives requests to disclose, correct, delete or otherwise use any personal information other than that entrusted to it for the completion of its contracted services, it shall confirm that the requests are being made by the owner(s) of the information in question and respond in an appropriate and timely manner.
    In the event you wish to disclose your personal information, write to us clarifying the points below together with a return envelope and any related documentation. (You can write to us in any format.)
    Furthermore, Human Link will not return any personal information it collects in order to meet demands for disclosure. Human Link will dispose of that information appropriately.

    Send to:
    Human Link Corporation Internal Control Office Head
    2-3 Marunouchi 2-chome, Marunouchi-Nakadori Bldg., 8F
    Chiyoda-ku, Tokyo 100-0005
    JAPAN

    What to include:

    • Date of request
    • What the purpose of use for your personal information is, or what your request is (for disclosure, correction, addition, deleting parts of personal information, deleting all personal information, suspension of use, or to cease providing your personal information to a third party).
    • Content of personal information in question.
    • Content after corrections and/or additions are made (in case corrections and/or additions are made).
    • Reason that Human Link is thought to possess the above mentioned personal information (please let us know exactly what the circumstances were and when the information was entrusted to us).
    • The individual's name and personal seal.
    • Postal code and address
    • Telephone number
    • email address
    • If a Personal Information Agent (PIA) is being used, please provide the PIA’s name, his/her relationship with the individual(s) whose personal information is in question, and his/her postal code, address, telephone number and email address.

    Attached file:

    • Identification documents (driver's license or copy of passport*).
    • Letter of attorney that identifies the PIA (in case a PIA is being used).
    • Resident's card* and so on that can prove the relationship between the guardian and the individual (in case he/she is a minor).
    • Document from which Human Link can confirm the content of corrections (in case of request for correction).
    • If you wish to receive notification of use or disclosure of any personal information, please write to us and include a postage-paid return envelope (380 yen).
      *Please be sure to black out honseki (one's legal domicile).

    [Reasons Human Link would be unable to grant your request]
    Human Link would be unable to grant your request in the following instances. In the event that any of these instances occur, Human Link will notify you of the reasons it is unable to grant your request. Furthermore, Human Link will not bear any postage or processing costs for requests even if it is unable to grant your request.

    • In the event the address listed on your request or application differs from the one listed on your identification documents, or if it differs from the address Human Link has on file.
    • In the event that a PIA submits your request, and Human Link cannot confirm identity of the PIA.
    • In the event there are inadequacies to the content of your request.
    • In the event the request or application you are making is not in regards to personal information Human Link holds.
    • In the event that your request or application violates the rights, life, body, or property of the individual to which the personal information belongs or a third party, or has the likelihood thereof.
    • In the event that processing your request or application would significantly hinder Human Link's appropriate execution of its operations.
    • In the event that processing your request or application would violate laws and regulations.
  4. Complaints

    Please direct any concerns or complaints regarding Human Link’s handling of personal information to the following officer:
    Human Link Corporation Personal Information Consultation Desk (Internal Control Office Head)
    2-3 Marunouchi 2-chome, Marunouchi-Nakadori Bldg., 8F
    Chiyoda-ku, Tokyo 100-0005
    JAPAN
    Phone: +81-3-3210-8130