Privacy Policy.

1. Basic Policy

All employees of ESAI Agency K.K. recognize that protecting personal information is a critical responsibility when providing information services via the internet. We comply with our personal information protection management system and handle personal information accurately and securely to protect our customers' information and maintain their trust.

2. Compliance with Laws and Regulations

When handling personal information, we comply with the "Act on the Protection of Personal Information" and other laws related to personal information protection, guidelines established by the government, other standards related to personal information protection, and this privacy policy.

3. Handling of Personal Information

(1) Collection, Use, and Provision of Personal Information

We collect, use, and provide personal information appropriately within the scope of the purposes stated in "Handling of Personal Information," considering the content and scale of our information services. We do not use collected or entrusted personal information for purposes other than those stated. If we need to use personal information beyond the stated purposes, we will obtain prior consent from the individual.

(2) Proper Management of Personal Information

• We maintain appropriate and reasonable security management systems to prevent and correct unauthorized access, loss, destruction, falsification, and leakage of personal information.
• Access to personal information is limited to the minimum necessary employees.
• When outsourcing personal information handling, we execute confidentiality agreements and conduct necessary audits to ensure effectiveness.
• We respect individuals' rights regarding their personal information and respond to requests for disclosure, correction, and deletion through reasonable procedures.

4. Education

We continuously provide education on personal information protection to our employees and practice appropriate handling of personal information.

5. Response to Complaints and Inquiries

When we receive complaints or inquiries regarding the handling of personal information, we promptly investigate the facts and respond sincerely within a reasonable period.

6. Continuous Improvement of Personal Information Protection Management System

We continuously improve our management system, including policies, organization, planning, implementation, auditing, and review for protecting personal information, in accordance with changes in the social environment and technological advances.

Contact for Personal Information Inquiries

For inquiries regarding this privacy policy, please contact:

For inquiries regarding personal information provided through our various services, please contact the inquiry desk of the service you are using.

Security of Personal Information

When registering or transmitting personal information, we use SSL encryption. This certifies the existence of ESAI Agency K.K. as the operator of the information service and enables encrypted communication between web servers and browsers.

Our internet sites allow safe registration and updating of personal data, as well as transmission of personal information to companies through SSL communication. The database servers storing member personal information are strictly managed in a data center with 24-hour security facilities.

Access to data stored on these servers is strictly limited to select personnel from our company or our contracted operations agent.

Use of Personal Information

Personal Information Handler

The personal information handler for the "AgentRPO" service is ESAI Agency K.K., a licensed fee-charging employment placement business (有料職業紹介事業許可番号 13-ユ-319155). In providing recruiting and hiring-related information services, we handle personal information as set out below.

How We Collect Personal Information

We collect personal information by the following methods:

• Directly from the individual (inquiries, registration, applications, etc.)
• From publicly available information such as work history and professional profiles published on the internet
• From data-provider vendors and other third parties

When we receive personal data from a third party, we confirm the circumstances of the third party's acquisition and create and retain a record, as required by law.

1. Purpose of Use

Personal information collected by our company will be used within the scope of purposes explicitly stated, unless otherwise notified. The purposes of use for personal information held by our company are as follows:

• Providing information and appropriate matching for registered users of our services
• Operating training programs we host
• Application and disclosure to recruiting companies based on applicant consent
• Conducting surveys, campaigns, monitors, and sending prizes
• Providing information about various services operated by our company
• Recruitment support for business partners
• Sales and provision of HR systems
• HR-related outsourcing for business partners
• HR and labor consulting for business partners
• Hosting and invitations to exhibitions and seminars
• Responding to inquiries, complaints, and consultations
• Meeting invitations and communications to shareholders
• Security management for information systems and facilities
• Our company's recruitment activities
• Our company's HR management and welfare management
• Our company's business activities
• Providing information about jobs and careers based on candidate information obtained from public and other sources (including where the individual is not registered with our services)
• Retaining contact information and maintaining a do-not-contact (suppression) list to reliably honor requests to stop contact

2. Provision to Third Parties

Personal information collected by our company will not be provided to third parties except in the following cases:

• When consent is obtained from the individual
• When required by law
• When necessary to protect life, body, or property and obtaining consent is difficult
• When especially necessary for public health improvement or sound child development and obtaining consent is difficult
• When cooperating with government agencies performing statutory duties
• When outsourcing within the necessary scope to achieve the purpose of use
• When provided due to business succession such as merger

Entrustment and Overseas Handling of Personal Data

Within the scope necessary to achieve the purposes of use, we may entrust all or part of the handling of personal data to external contractors. These include Google, Microsoft and Zoom for scheduling; OpenAI, Google Gemini and other generative-AI services for assisting with reply drafting; and data-verification vendors for confirming the accuracy of contact information. We exercise necessary and appropriate supervision over our contractors.

Some of these contractors are located outside Japan; accordingly, we handle personal data in both Japan and the United States. For information on the personal-information protection framework of the United States, please refer to the survey of foreign data-protection systems published by Japan's Personal Information Protection Commission.

Security Management Measures

To prevent leakage, loss, or damage of personal data and otherwise ensure its safe management, we implement necessary and appropriate measures including encryption in transit, access-permission management, and supervision of contractors. For details of the security management measures in place, please contact the inquiry desk above.

Automated Correspondence

We may conduct some correspondence with candidates through automated systems. Inquiries about the source or handling of your personal information, and other privacy or legal-rights inquiries, are handled by a member of our staff rather than by automated response.

3. Disclosure Request Procedures

Retained personal data held by us — not limited to information you provided yourself, but including information obtained from public sources or third parties — may, at the individual's request and in accordance with the law, be subject to notification of the purpose of use, disclosure, correction, addition or deletion, suspension of use or erasure, or suspension of provision to third parties. Records of provision received from third parties (third-party provision records) are also disclosable upon request in accordance with the law. If you cannot make the request yourself, we may carry out identity verification. After identity verification is complete, we will process your request.

Please submit your request using the form below. To protect your information, we may contact you to confirm your identity before processing the request, and we will respond within a reasonable period.

If you ask us to stop contacting you, we will stop all further contact permanently. To reliably honor this, we retain your contact information on a do-not-contact (suppression) list so that we do not reach out to you again; that information is used only for this purpose.

We handle requests for suspension of use or erasure in accordance with the law. However, where a matter involving you remains under review or requires a response, we may retain related records until that matter is resolved. Also, even where erasure is requested, we may retain the minimum contact information (the do-not-contact list) solely to ensure we do not contact you again in the future.

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Type of request * Select a request type… Notification of the purpose of use Disclosure of my personal information Correction of my personal information Deletion of my personal information Suspension of use or provision

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We'll use the information you provide solely to verify your identity and respond to your request.