Privacy Policy
1. About this Privacy Policy
This Privacy Policy applies to the processing of Personal Information of our customers, business partners, shareholders, employees and other persons with whom we have relationships (“you” and “your”) by Ajinomoto Co., Inc. (“we”, “us,” and “our”) in compliance with applicable laws and any future laws that may replace them.
In this Privacy Policy, we provide you with information based on such laws related to the processing of your Personal Information. This Privacy Policy sets out the basis on which any Personal Information that you provide to us, or that we obtain about you from other sources, will be processed by us. Please take the time to read and fully understand this Privacy Policy.
2. How we collect your Personal Information and what Personal Information we collect
We may collect information that you provide to us, whether by means of a form on our websites, by email, in a letter, or otherwise, such as your name, address, date of birth, email address and telephone number.
We also may obtain the information above from your affiliations, our business partners (contractors, clients, alliance partners, joint research partners, industry associations, etc.) or public sources.
When you apply for the use of various services provided on our websites, we may automatically collect, store, and use technical information about your equipment and your interaction with our websites, including your location data, cookies, and your IP address (“Cookies, etc.”).
Please see our Cookie Policy for more information about our use of cookies and how to disable them.
3. Purpose of processing Personal Information
We will use Personal Information that we hold about you in accordance with the following purposes of use. Except as permitted by applicable laws, if we use Personal Information beyond the scope necessary to achieve the following purposes of use, we will obtain your consent each time. In addition, Personal Information that we are entrusted to handle shall be used within the scope of the purposes for which we are entrusted.
Purpose of use announced to you when providing Personal Information, etc.
Purpose of use announced on our websites, etc., including this Privacy Policy
Purpose of Use of Personal Information
In this Privacy Policy, “Our Products and Services” refers to products and services in the Ajinomoto Group’s food products and amino science businesses.*
* The Ajinomoto Group refers to our domestic and international affiliates, the major companies of which are listed here, and the same applies hereinafter.
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Items of Personal Information Purpose of Use Personal Information on users of our membership web service (hereinafter referred to as “Target Services” in this table) - Provision and management of the Target Services
- Provision of various information regarding the Target Services
- Introduction of campaigns, event information, etc.
- Questionnaires, surveys, and other requests for cooperation
- Sending and offering prizes and rewards for campaigns, surveys, etc.
- R&D and advertising for Our Products and Services
- Compilation and analysis of statistical data for use in the development and marketing of Our Products and Services
- Following matters through analysis of users’ browsing history, purchase history, etc. in the Target Services
- Improvement and enhancement of convenience of the Target Services
- Display of contents according to the interests and concerns of the user concerned, and introduction of Our Products and Services
- Distribution of advertisements for Our Products and Services outside the Target Services in response to the interests and concerns of the user and measurement of advertising effectiveness (including providing advertising distribution companies with necessary information for these purposes)
- Response to user requests, inquiries, etc.
- Investigation, prevention, and response to unauthorized access to the Target Service site (including providing credit card companies and collection agency with necessary information for these purposes)
Personal Information on users of the various websites operated by us (excluding the membership web services described above, hereinafter referred to as “Target Websites” in this table) - Following matters through analysis of users’ browsing history, etc. at the Target Websites
- Improvement and enhancement of convenience of the Target Websites
- Display of contents according to the interests and concerns of the user concerned, and introduction of Our Products and Services
- Distribution of advertisements for Our Products and Services outside the Target Websites in response to the interests and concerns of the user and measurement of advertising effectiveness (including providing advertising distribution companies with necessary information for these purposes)
- Response to user requests, inquiries, etc.
- R&D and advertising for Our Products and Services
- Investigation, prevention, and response to unauthorized access to the Target Websites (including providing credit card companies and collection agency with necessary information for these purposes)
Personal Information on applicants for campaigns, surveys, contests, etc. - Implementation of lottery and selection
- Announcement of lottery/selection results
- Dispatch and provision of prizes, etc.
- Response to inquiries from applicants
- Various communication related to the above
- R&D and advertising for Our Products and Services
Personal Information on monitors to whom we request to evaluate Our Products and Services (including those under R&D) - Implementation of evaluations of Our Products and Services
- Sending and offering rewards
- Various communication related to the above
- R&D and advertising for Our Products and Services
Personal Information on purchasers by mail-order purchases, etc. - Accepting orders, shipping, payment settlement, and responding to inquiries about Our Products and Services
- Various communication related to the above
- Introduction of campaigns, event information, etc.
- Questionnaires, surveys, and other requests for cooperation
- Sending and offering prizes and rewards for campaigns, surveys, etc.
- R&D and advertising for Our Products and Services
- Compilation and analysis of statistical data for use in the development and marketing of Our Products and Services
- In the case of mail-order purchases via the Internet, the following matters through analysis of the browsing history, purchasing history, etc. of the purchaser on the mail-order website
- Improvement and enhancement of convenience of the relevant mail order site
- Display of contents according to the interests and concerns of the purchaser, and introduction of Our Products and Services
- Distribution of advertisements for Our Products and Services outside the relevant mail order site in response to the interests and concerns of the purchaser and measurement of advertising effectiveness (including providing advertising distribution companies with necessary information for these purposes)
- Investigation, prevention, and response to unauthorized access to the mail-order website (including providing credit card companies and collection agency with necessary information for these purposes)
Personal Information on those who have sent to us opinions, inquiries, consultations, and suggestions regarding Our Products and Services - Response to opinions, inquiries, consultations, suggestions, etc. and record
- Request for cooperation in the satisfaction questionnaire on the above responses, etc.
Personal Information on participants in events sponsored or co-sponsored by us (including plant tours and events held outside our facilities), seminars, etc. - Implementation of such events, seminars, etc.
- Responses to inquiries related to such events, seminars, etc., and various communication on them
- Requests for cooperation of questionnaires on such events, seminars, etc. and study for improvement
- Questionnaires, surveys, and other requests for cooperation regarding Our Products and Services
- R&D and advertising for Our Products and Services
Personal Information on persons who have requested our materials, etc. - Shipping of materials and related actions
- R&D and advertising for Our Products and Services
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Items of Personal Information Purpose of Use Personal Information on employees, directors and officers of business partners, alliance partners, etc. (including those candidates) - Provision of information about us
- Provision of information on the content, quality, safety, effectiveness, and proper use of Our Products and Services
- Introduction and sales promotion of Our Products and Services
- R&D and advertising for Our Products and Services
- Fulfillment of obligations and exercise of rights with respect to transactions
- Collection of information necessary for business operations, greetings, liaison, guidance, etc.
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Items of Personal Information Purpose of Use Personal Information on recruited applicants and applicants for internships - Examination, decision, response to inquiries, etc. of acceptance or rejection
- Verification and analysis of recruitment activities and reference for future planning and management
- Verification and analysis of internship activities and reference for future planning and management
- Communications and administrative procedures related to the above
Personal Information on internships - Implementation of internships
- Communications related to implementation of internships, and operations with respect to equipment and facility management
- Operations with respect to labor management
- Operations with respect to training
- Operations related to health and safety, health management, etc.
- Operations related to the above
Personal Information on retirees - Payment of retirement pension, etc.
- Necessary communications, such as information on OB Meetings
- Provision of information on the status of the company
- Fulfillment and communication of labor-related laws and regulations
- Operations related to the above
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Items of Personal Information Purpose of Use Personal Information on our directors, officers, employees (including non-regular employees and part-time employees) and their families - Operations with respect to business communications, and equipment and facility management
- Operations with respect to personnel and labor management
- Operations with respect to wages, bonuses, retirement allowances, corporate pensions, benefit, etc.
- Operations with respect to training
- Operations related to health and safety, health management, etc.
- Operations based on laws and regulations such as employment insurance, social insurance, tax and social security, etc.
- Operations with respect to the Employee Stock Ownership Association
- Operations related to the above
Personal Information on temporary staff - Operations with respect to business communications and equipment and facility management
- Operations with respect to labor management
- Operations related to health and safety, health management, etc.
- Operations related to the above
Personal Information on employees of the Ajinomoto Group - Business communications
- Operations with respect to personnel and labor management
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Items of Personal Information Purpose of Use Personal Information on shareholders and investors - Exercise of rights and fulfillment of obligations under the Companies Act
- Delivery and communication of shareholder newsletters, shareholder benefits and other distributions
- Sending and providing questionnaires, surveys, and other requests for cooperation, as well as rewards
- Management of shareholder, such as the preparation of shareholder data based on prescribed standards based on various laws and regulations
- Implementation of shareholder services and improvement studies
- Provision and communication of various information on the Ajinomoto Group
- Operations related to the above
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Items of Personal Information Purpose of Use Personal Information on those who make claims and complaints relating to Personal Information - Response to claims and complaints, etc. and investigation necessary for response
- Identification of principal/agent
- Sending responses and necessary communications
Personal Information on visitors (including information on the subjects on security cameras) - Identification of the person who visited us
- Maintenance of the safety of our facilities
Personal Information on residents in the vicinity of our facilities - Necessary communications in emergency, etc.
- Exchange and communication of necessary information
Personal Information on the members of organizations to which we are a party or a sponsor or other external organizations - Necessary communication for operations of such organizations
- Study of possibility of cooperation or an alliance with us, etc.
Personal Information on the cooperators in nutrition support, clinical trials, and other research, etc. - Implementation of nutrition support, clinical trials and other research, etc., and subsequent communications
- R&D and advertising for Our Products and Services
Personal Information acquired from public information and the list distributed, etc. - Review of the possibility of partnerships or an alliance with us and related communications
- R&D and advertising for Our Products and Services
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(1) Individual Number and Specific Personal Information to be Acquired and Purpose of Use
Individual Numbers and Specific Personal Information (as defined in the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures of Japan) held by us and their purpose of use are as follows.
Items of Individual Numbers and Specific Personal Information Purpose of Use Individual Numbers of shareholders - Execution of administrative work related to dividends
Individual Numbers and Specific Personal Information of business partners necessary for filing with the Tax Office, etc. - Execution of affairs concerning preparation and submission of records of payment
Individual Numbers and Specific Personal Information of our employees, etc. and their dependents - Execution of health insurance-related affairs, welfare pension insurance-related affairs, and other affairs related to social security as provided for by law
- Execution of withholding-related affairs and other tax-related affairs as provided for by law
- Execution of administration related to Employee Stock Ownership Association and other welfare
Individual Numbers of recipients of corporate pensions, etc. - Execution of affairs concerning preparation and submission of records of payment
(2) Personally Referable Information to be Acquired and Purpose of Use
Personally Referable Information (as defined in the Act on the Protection of Personal Information of Japan (the “APPI”)) held by us and its purpose of use are mainly as follows.
Items of Personally Referable Information Purpose of Use Cookies, etc. - Understanding and analyzing the status of use by users of the various websites we operate, including our membership web services (hereinafter referred to as “Our Websites”)
- Retention of users’ history of viewing content on Our Websites
- Following matters through analysis of users’ browsing history on Our Websites
- Improvement and enhancement of convenience of Our Websites
- Display of contents according to users’ interests and concerns (including display of content more suitable for users in combination with status of use of other websites and services provided by the Ajinomoto Group Companies in Japan*) and introduction of Our Products and Services
- Distribution of advertisements for Our Products and Services outside Our Websites in response to the interests and concerns of users and measurement of advertising effectiveness (including providing advertising distribution companies with necessary information for these purposes)
- Investigation, prevention, and response to unauthorized access to Our Websites (including providing credit card companies and collection agency with necessary information for these purposes)
* The Ajinomoto Group Companies in Japan refers to our domestic affiliates, the major companies of which are listed here under the heading “Japan,” and the same applies hereinafter.
We may obtain Personally Referable Information on customers from cybersecurity service providers and use it for the purposes described in “Purpose of Use of Personal Information” after matching it with the Personal Information on the customers.(3) Pseudonymized Personal Information to be Acquired and Purpose of Use
The pseudonymized Personal Information (as defined in the APPI) held by us and its purpose of use are described here.
4. Disclosure of Personal Information and Personally Referable Information to recipients and joint use of Personal Information
We may share your Personal Information and Personally Referable Information with the following categories of recipients:
| (a) | Affiliates: We may share your Personal Information with our affiliates; |
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(Joint use of Personal Information)
We may share your Personal Information with our affiliates in the framework of joint use under the APPI, the details of which are as follows:
| Items of Personal Information Jointly Utilized | Purpose of Joint Use | Scope of Joint Users | Management Representative |
|---|---|---|---|
| The following information acquired when customers sent opinions and inquiries at our Customer Service Center: Name, Address, Phone Number, E-Mail Address, Date of Birth, etc. |
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Ajinomoto Co., Inc. The Ajinomoto Group Companies in Japan | Ajinomoto Co., Inc. Please refer to Section 8 below for our address and the name of our representative. |
| The following information about employees of the Ajinomoto Group Companies in Japan: Name E-Mail Address, Date of Birth, etc. |
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Ajinomoto Co., Inc. The Ajinomoto Group Companies in Japan | Ajinomoto Co., Inc. Please refer to Section 8 below for our address and the name of our representative. |
| The following information about employees of business partners of the Ajinomoto Group Companies in Japan: Name, Affiliation, E-Mail Address, Telephone Number, etc. |
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Ajinomoto Co., Inc. The Ajinomoto Group Companies in Japan | Ajinomoto Co., Inc. Please refer to Section 8 below for our address and the name of our representative. |
For information on the joint use of Personal Information of customers located only in Japan, please refer to Section 1 (3) of our Japanese Privacy Policy (https://www.ajinomoto.co.jp/privacy/).
| (b) | Our employees: We may disclose your Personal Information to our employees who have the authority and need to access it; |
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| (c) | Service providers: We may disclose your Personal Information to service providers including IT service providers; |
| (d) | Entrusted third party: We may disclose your Personal Information in the event the business is entrusted to a third party to the extent necessary for the achievement of the purpose of use; |
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| (e) | Business partners: We may disclose your Personal Information to business partners such as contractors, clients, alliance partners, joint research partners, industry associations, etc.; |
| (f) | Government authorities: We may disclose your Personal Information to legal or government regulatory authorities as required by any applicable laws or regulations such as for employment insurance, social insurance, tax and social security, etc.; and |
| (g) | Business successors: We may disclose your Personal Information to business successors upon business succession due to merger, company split, business transfer, or other reasons. |
5. Storage period for Personal Information
We will retain the Personal Information that we collect for the period necessary to process such Personal Information, except to the extent that we are required by law to retain it for a longer period of time, in which case, we will retain it for the period required by law.
6. Your rights
You have a number of legal rights in relation to the Personal Information that we hold about you. These rights may vary depending on where you are located and which data protection laws apply to the relationship between you and us, but typically will include the following:
| (a) | Right to obtain information regarding the processing of the relevant Personal Information and to access the relevant Personal Information that we hold; |
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| (b) | Right to request rectification of the relevant Personal Information if it is inaccurate or incomplete; |
| (c) | Right to request erasure of the relevant Personal Information in certain circumstances; |
| (d) | Right to request that we restrict our processing of the relevant Personal Information in certain circumstances; |
| (e) | Right to object to our processing of the relevant Personal Information; |
| (f) | Right to receive the relevant Personal Information in a structured, commonly used, and machine-readable format and/or to request that we directly transmit such Personal Information to a recipient where this is technically feasible; and |
| (g) | Right to withdraw your consent to our processing of the relevant Personal Information at any time. |
You may exercise any of your rights by contacting us, using the information about us indicated in Section 8 below. You also may lodge a complaint with the data protection authority if you believe that any of your rights have been infringed by us.
For other methods of exercising rights recognized under the APPI, please refer to Section 4 of our Japanese Privacy Policy (https://www.ajinomoto.co.jp/privacy/). For information on how to exercise rights recognized under data protection laws of countries other than Japan, please contact us using the information about us indicated in Section 8 below.
7. Security Measures
We have established the Group Shared Policy on Privacy as the basic policy for ensuring the appropriate handling of Personal Information and have stipulated compliance with relevant laws and regulations. In addition, we have established “Information Security Regulations” and “Guidelines for Handling Personal Information” (hereinafter collectively referred to as the “Regulations”) and are implementing the following measures.
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- Organizational security control measures
- Establishment of Personal Information Managers in each of our departments to clarify the system and responsibilities for Personal Information management
- Establishment of a system for communicating information to personnel in charge and related departments in the event of an accident such as a leak of information
- Listing and visualizing the status of Personal Information management in each of our departments
- Establishment of procedures for entrusting the handling of Personal Information to a third party (prior evaluation of the entrusted party, approval of the department in charge of information security, conclusion of an entrustment contract that stipulates the obligation of the entrusted party with respect to the handling of Personal Information, etc.), and establishment of a supervisory system after entrustment (periodic reports on the status of management at the entrusted party, etc.)
- Personnel security control measures
- Periodic education of our employees on information security
- Clarify the supervisory responsibilities of the head of the department to ensure that our employees comply with all relevant laws and Regulations.
- Physical security control measures
- Restrictions on equipment used, such as the use of safe equipment
- Implement measures to prevent unauthorized persons from viewing Personal Information, such as locking of storage areas for documents and other media containing Personal Information, setting rules for use of equipment inside and outside the company, etc.
- Technical security control measure
- Limit the scope of the personnel in charge and Personal Information that can be handled by him/her through access restrictions.
- For information systems that handle Personal Information, introduction of a system that protects against unauthorized access or software from outside depending on the nature of the data.
- Understanding of the external environment
- Implementation of security control measures based on understanding the Personal Information protection system in the country where Personal Information is stored
- Organizational security control measures
8. Contact details
If you have any questions about this Privacy Policy, your rights, or any other matter relating to the protection of your Personal Information, please contact us through the inquiry form below:
| (a) | Address of head office: 15-1, Kyobashi 1-chome, Chuo-ku, Tokyo |
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| (b) | Name of representative: Shigeo Nakamura |
| (c) | Inquiry form: https://www.ajinomoto.co.jp/company/en/contact_us/inquiries/ |
9. Revision of this Privacy Policy
We revise our policy on the protection and handling of Personal Information from time to time and may revise the contents of this Privacy Policy without prior notice. The revised Privacy Policy shall be promptly published on our websites and shall become effective upon its publication.