Privacy Policy (Policy on Personal Information Protection)

I. Statement on Personal Information Protection

The artience Group (hereinafter “the Group”) obtains and uses personal information for the purpose of facilitating the Group’s work in accordance with “II. Purpose, etc. of use of personal information: ii. Purpose of use of personal information.”

The term “personal information” here refers to information defined by laws and regulations concerning the protection of personal information applicable to the Group, including the names, addresses, telephone numbers, and e-mail addresses of individuals, including the information specified under “II. Purpose, etc. of use of personal information, ii. Purpose of use of personal information.”

The Group recognizes that the proper protection of personal information is a critical responsibility, and handles such personal information in compliance with the following Privacy Policy (Policy on Personal Information Protection) (hereinafter this “Policy”).

1. The Group respects individuals’ personalities and complies with the laws and regulations regarding the protection of personal information and rules applicable to the handling of personal information.
2. The Group clarifies the regulations and internal systems relating to the protection of personal information and makes them thoroughly known to all individuals engaged in the Group’s work so that the effectiveness of the regulations and the internal system will be ensured. The Group requires its outsourcing service provider to also handle personal information properly and supervises them accordingly.
3. The Group obtains and retains personal information in a lawful and appropriate manner.
4. When obtaining personal information, the Group clearly specifies and notifies or discloses the purpose of use of the information and use personal information in accordance with the purpose.
5. The Group takes measures necessary to properly manage personal information for the purpose of preventing the leakage, loss, falsification and other problems concerning the personal information.
6. Requests from the person who is the subject of the personal information (hereinafter referred to as “the individual”) for disclosure, correction, deletion and / or suspension of use of their personal information that the Group possesses are accepted at the Group’s specified point of contact. The Group will sincerely address such requests.

President and Representative Director, artience Co., Ltd.

II. Purpose, etc. of use of personal information

The Group obtains and uses personal information for the purposes specified in “ii. Purpose of use of personal information” in this section. In the event that personal information is used for any other purpose, we will notify the person who provided the information to that effect by sending a notification document, sending an e-mail, or announcing it on the website operated by each Group company (hereinafter referred to as the “Group’s website”), and use such information in accordance with applicable laws and regulations.

i. Source of personal information

The Group may obtain personal information from the following sources for the purpose specified in “ii. Purpose of use of personal information.”

1. Information obtained from the customer him or herself (e.g., communication with Group employees, filling out questionnaires on the Group’s website or at exhibitions and other events, entering data into forms on the Group’s website, sending inquiry e-mails to the Group’s address at info@artiencegroup.com, documents submitted to the Group, etc.)
2. Information automatically collected when visiting the Group’s website (for details, please refer to “iv. Use of Internet's technologies for automatically gathering personal information”)
3. Disclosed information (e.g. information disclosed on the Internet)
4. Social media (e.g. X (formerly Twitter), Facebook, Weibo, WeChat, LinkedIn)
5. Information provided by third parties
6. The cloud service that the Group uses to share information within the Group

ⅱ． Purpose of use of personal information

The Group uses personal information it obtains for the following purposes.

(1) Purpose of use of personal information about customers and business partners

<Personal information to be used: names, e-mail addresses, telephone numbers, fax numbers, addresses, occupations, workplace information, account information, service usage history, the obtained content itself and any exogenous and endogenous tendencies of individuals that can be analyzed and inferred from the content, and all other information that the Group obtains from customers and business partners>

1. To provide various information, such as information on products, services, or support provided by the Group or its business partners, and information on events such as exhibitions
2. To answer and respond to inquiries, and otherwise contact the individuals concerned, in the execution of the Group’s business
3. To request research and surveys on the Group’s projects and operations, analyze the content of responses, and conduct ex post facto liaison
4. To send or order delivery of products, samples, and catalogs, etc., and to install, repair, inspect and conduct after-sales service of machinery, devices and other products sold by the Group
5. To send prizes, etc., to customers who have won them as a result of prize competitions, etc., conducted by the Group
6. To act as an agent or intermediary with business partners
7. To exercise rights and perform obligations under a contract or law
8. To create statistical data, after making information anonymous so that individuals cannot be identified

(2) Purpose of use of personal information of persons who wish to join the Group

<Personal information to be used: names, e-mail addresses, telephone numbers, fax numbers, addresses, ages, dates of birth, gender, educational background, work history, qualifications held, etc., current annual income, desired annual income, and all other information contained in CVs, resumes, and entry forms, etc., submitted to the Group, information relating to employment selection provided in all forms of communication between the Group and the individual, and any other information obtained by the Group for the purpose of employment selection>

1. To consider and determine conditions of employment, consider and decide whether to accept or reject applicants, check application histories, investigate and confirm the work histories and backgrounds of applicants, and carry out other procedures necessary for employment selection
2. To provide information on necessary matters relating to joining the Company after a hiring decision has been made, and to carry out other necessary procedures
3. To provide information on employment with the Group, and other transaction opportunities and events
4. To utilize for the Group’s future recruitment activities (including consideration of recruitment plans)
5. To improve the content of the Group’s website for prospective employees and to improve other recruitment activities
6. To create statistical data, after making information anonymous so that individuals cannot be identified

(3) Purpose of use of personal information of the Company’s shareholders

<Personal information to be used: names, e-mail addresses, telephone numbers, fax numbers, and all other information obtained by the Company from shareholders>

1. To exercise rights and perform obligations under the Companies Act
2. To provide various benefits from the Company for shareholders
3. To take measures to facilitate relationships between an association and its members of relationships between a company and its shareholders
4. For management of shareholders, including the preparation of shareholder data in accordance with the standards specified under laws

⑷ Purpose of use of personal information about those who browse the Group’s website or enter information into inquiry forms or other input forms on the Group’s website (hereinafter referred to as “site visitors”)

<Personal information to be used: names, e-mail addresses, telephone numbers, fax numbers, addresses, occupations, place of employment information, other information entered in the inquiry forms on the Group’s website, information automatically collected when site visitors access the Group’s website, information about terminal equipment and software used (hereinafter referred to as “terminal systems”), access logs (domain names, IP addresses, names of accessed content files, access dates and times, etc.,) service usage history, the input content itself and any exogenous and endogenous tendencies of individuals that can be analyzed and inferred from the content>

1. To answer and respond to inquiries and requests from site visitors
2. To create statistical data, after making information anonymous so that individuals cannot be identified
3. To analyze preferences for the Group’s services, to distribute content more effectively on the Group’s website, and to otherwise improve the Group’s website

ⅲ． Basis for use of personal information

The Group uses personal information based on the legal basis stipulated in applicable laws and regulations. The general basis is illustrated below. For more information, please refer to the appendices provided under “X. Individual appendices for specific countries or regions.”

1. When there is valid consent of the individual in question regarding the use of personal information
2. When it is necessary to use personal information for the performance of a contract between the individual and the Group, or for the performance of procedures according to the request of the individual before the conclusion of the contract
3. When it is necessary to use personal information for the legitimate interests of the Group or a third party, including the improvement of the Group’s services (except when the rights and interests of the individual take precedence over such interests)
4. When it is necessary for the Group to use personal information in order to comply with applicable laws and regulations
5. When it is necessary to use personal information to protect the important rights and interests of the individual

ⅳ. Use of Internet’s technologies for automatically gathering personal information

As described in “ii. Purpose of use of personal information, (4) Purpose of use of personal information about those who browse the Group’s website or enter information into inquiry forms or other input forms on the Group’s website,” some parts of the Group’s website use CGI and JavaScript, cookies, web beacons, and other similar technologies (hereinafter referred to as “these technologies”) to automatically collect information about the terminal systems of site visitors and access logs, etc.

Although these automatically collected items of information and access logs do not necessarily contain information that can identify individuals, the Group treats them as information equivalent to personal information, and uses them within the scope of the purposes specified under

“ii. Purpose of use of personal information.”

Cookie Policy

v. Whether or not the provision of personal information is a legal or contractual requirement

The provision of personal information may be required by law, etc., or contractually as a requirement for the conclusion of a contract, or for other reasons. In such cases, if personal information is not provided by the individual, there is a possibility that the individual may be subject to disadvantages, such as being unable to use all or part of the services provided by the Group, or being unable to receive a response to inquiries, etc.

ⅵ. direct marketing

The Group does not use personal information held by the Group to provide information on the Group’s products and services (by direct marketing) to those who do not wish to receive it.

If you wish for us to discontinue the provision of such information, please contact the Group’s designated contact point listed under “IX. Point of contact.”

ⅶ. Handling of personal information the Group already possesses

Personal information obtained prior to the enforcement of laws and regulations concerning the protection of personal information applicable to the Group, and still in the possession of the Group, will continue to be used within the scope of the purposes specified under “ii. Purpose of use of personal information,” to the extent permitted by applicable laws and regulations.

III. Protection and management of personal information

i. Protection and management of personal information

The Group takes necessary and reasonable information security control measures to protect all personal information against loss, damage, illegal disclosure, falsification and illegal access. In this way, the Group handles personal information with the utmost care. In the event a problem occurs, the Group will take prompt action.

ⅱ． Security on linked websites

The Group assumes no responsibility for the protection of personal information on any of the websites that is linked to the Group’s website but belongs to a company that is not in the Group.

Ⅳ. Ensuring validity of information

The Group endeavors to keep the personal information provided by the relevant individuals accurate and up to date. Please communicate any change or correction to personal information provided to the contact specified by the Group, which is written in “IX. Point of contact.”

V. Disclosure and provision of personal information to third parties

i. When disclosing or providing personal information to third parties

Personal information obtained by the Group will not be disclosed or provided to a third party except in the following situations.

1. When the individual is notified of the necessary information in advance
2. Consent has been obtained from the relevant individual.
3. When required by applicable laws and regulations, etc.

If there are restrictions or necessary procedures stipulated by laws and regulations regarding, etc., such disclosure or provision, the Group will comply with them.

The Group may provide personal information to the following third parties, within the scope of the purposes specified under “II. Purpose, etc. of use of personal information, ii. Purpose of use of personal information.” If there is a possibility that personal information will be provided to third parties other than these, the Group individually notifies the relevant persons.

(1)Joint use among Group companies

The scope of sharing of personal information among Group companies is as follows. In handling of personal information based on the following, the Group performs contractual obligations and appropriate supervision to prevent leakage of personal information.

Scope of personal information	Personal information described under each item of “II. Purpose, etc. of use of personal information, ii. Purpose of use of personal information”
Scope of parties with whom personal information may be shared for handling	Consolidated Group subsidiaries and equity-method affiliates
Purposes of use of personal information	Purposes of use as described under each item of “II. Purpose, etc. of use of personal information, ii. Purpose of use of personal information”
Person responsible for the management of personal information	artience Co., Ltd. (holding company of the Group)
Destination of relocation to a third-party country	To fulfill any of the purposes of use mentioned above, the Group may move personal information to any of the countries or regions listed below, in which Group companies or offices are located. Japan, The Republic of Korea, People’s Republic of China, Taiwan, Singapore, Malaysia, Thailand, Philippines, Vietnam, Indonesia, Myanmar, India, United Arab Emirates, France, Belgium, Germany, United Kingdom, Lithuania, Hungary, Turkey, Morocco, United States, Mexico and Brazil. In moving an individual’s personal information, the Group takes appropriate measures for protection (hereinafter “Equivalent Measures”) with the aim of ensuring the continued implementation of measures equivalent to those that the business operators handling personal information in Japan are expected to take. Such measures may include the conclusion of a contract with the destination of the personal information, among others. The Personal Information Protection Committee of the Japanese Cabinet Office External Bureau recognizes France, Belgium, Germany, United Kingdom, Lithuania and Hungary as having personal information protection systems that are virtually equivalent to their Japanese counterpart. Moving personal information to any of these countries does not necessitate Equivalent Measures. If you wish for us to confirm details of protective measures, please contact the Group’s designated contact point listed under “IX. Point of contact.”

(2) Outsourcing partners

The Group may outsource all or part of specific business processes to third-party subcontractors, and may provide personal information to subcontractors to the extent necessary to achieve the purpose of use, after taking necessary measures such as signing contracts.

(3) Business partners, distributors, etc.

The Group may provide personal information to business partners involved in the Group’s products and services, business partners involved in the Group’s internal systems, business partners such as joint researchers, agents, and professional advisors, etc., to the extent necessary to achieve the purpose of use, after taking necessary measures such as signing contracts.

(4) Regulatory authorities

The Group may provide personal information to government agencies, regulatory authorities, and law enforcement agencies, when required to do so by laws and regulations.

ⅱ． Provision of personal information outside of Japan

The Group may provide personal information to countries or regions that do not have laws or regulations regarding the protection of personal information equivalent to those of the country or region in which the individual who is the subject of the personal information to be provided resides. In such cases, the Group takes appropriate measures in accordance with the provisions of applicable laws and regulations.

The countries or regions in which the Group’s companies and offices are located are listed in the “Destination of relocation to a third-party country” section of the table under “(1) Joint use among Group companies.”

Ⅵ. Addressing requests for disclosure, etc.

If the Group receives a request for disclosure, correction, addition, deletion, etc. of the contents of personal information (hereinafter referred to as “disclosure, etc.”) from the individual, or his / her agent, based on the rights of the individual recognized under applicable laws and regulations, etc., the Group responds appropriately in accordance with the applicable laws and regulations, after confirming that the person in question is the individual, or his/her agent.

For inquiries regarding disclosure, etc., please contact the Group’s designated point of contact as listed under “IX. Point of contact.”

VII. Period of retention of personal information

The Group retains the personal information for the period necessary for achieving the purposes of use mentioned in “II. Purpose, etc. of use of personal information: ii. Purpose of use of personal information.” The duration of the retention period will be decided on the basis of, for example, the purposes of using the personal information and characteristics of the data.

Ⅷ. Children's personal information

The Group takes appropriate measures with regard to children’s personal information, such as obtaining the consent of the child’s parent or guardian, in accordance with applicable laws and regulations.

Ⅸ. Point of contact

Inquiries about the Policy, personal information or procedures should be directed to the following point of contact, which will connect you with a data administrator.

In addition, when an individual applies for various procedures, the Group confirms the identity of the individual by appropriate means. If the agent of an individual applies for various procedures, the Group confirms that the agent is, in fact, the agent of the individual by appropriate means, such as checking for a letter of power of attorney.

Ⅹ. Individual appendices for specific countries or regions

This Policy outlines the basic policy regarding the protection of personal information for the entire Group. However, depending on the country or region in which each Group company or office is located, or in which the Group conducts its business activities, appendices may be stipulated separately in order to comply with laws and regulations regarding the protection of personal information applicable in those countries or regions.

In such cases, any discrepancies or inconsistencies between this Policy and the individual appendices arise in order to comply with the laws and regulations of the relevant country or region, and the matters described in the appendices shall prevail.
In the following countries or regions, the following appendices apply in addition to this Policy.

Japan: Appendix to the Privacy Policy (Policy on Personal Information Protection) Regarding Application in Japan

EEA (European Economic Area) and United Kingdom: Appendix to the Privacy Policy (Policy on Personal Information Protection) Regarding Application in the EEA and the United Kingdom

Ⅺ. Revision of the policies

The Group will revise this Policy whenever necessary, in accordance with amendments to applicable laws and regulations, and changes in the social environment.
The Group will disclose the revised Policy via the Group’s website and other media for public relations.

Established on July 1, 2002
Revised on January 1, 2024 (Resolved at Board of Directors on December 8, 2023)