Personal Information Policy

Privacy Policy

The Japan Institute for Educational Measurement, Inc.
President: Daisuke Hojo
Established May 17, 2004
Revised October 01, 2015

The Japan Institute for Educational Measurement, Inc.(hereinafter referred to as “JIEM E, strives to contribute to society by providing education services that utilize leading educational measurement techniques and IT technology, implementing training activities conducted by schools and businesses, training human resources, and by providing support to individual educational activities.
Employees that conduct JIEM's work, (hereinafter referred to as “employees E, will observe laws relating to the handling of personal information, policies establish by the government and other rules. By precisely and safely handling personal information, they will properly control all information of our customers, employees and relevant persons, and maintain to that trust.
Particularly, with regard to the handling of customer personal information in education services over the Internet, which is one of JIEM's main businesses, JIEM will pay the utmost attention so that accidents do not occur, and proactively disclose and release information relating to JIEM's handling of personal information so that its customers will not feel concerned or uncertain.

1. Basic Policy

JIEM will obtain, use and provide the proper personal information according to the status of the business.

(1) Specify purpose of use of personal information

JIEM specifies, whenever possible the purpose of use regarding the handling of personal information.

(2) Handling of personal information

JIEM will not handle personal information that exceeds the necessary scope of use to achieve the specified purpose of use when handling of personal information. We will implement proper steps so that personal information will not be used for other purposes.

2. Observe laws and other rules

All employees will observe laws relating to the handling of personal information, and other directives and rules established by the government.

3. Safety measures

JIEM will prevent personal information leaks, and prevent and take correcting measures for loss or damage. For that purpose, we will analyze the risks of each business handling personal information, implement proper safety measures, and establish and implement safety measures for the personal information protection management system.

4. Complaints and Consulting

JIEM respects the rights of individuals relating to personal information. We will take immediate actions for complaints and consultation relating to personal information.

5. Continued Improvements

JIEM will continuously review and improve its personal information management system to support changes to the business and the company circumstances.

Contact for personal information inquiries:

【Contact for details on handling personal information】

Contact us at the following telephone or email address for complaints or to consult with us about our handling personal information.

Complaints and consultation regarding the handling of personal information, JIEM

TEL:
+81-3-5775-0264
E-mail:
contact@jiem.co.jp

9:30AM to 5:30PM (Excluding Saturday, Sunday, Holidays, and Year End/New Years)

Personal Information Policy

The Japan Institute for Educational Measurement, Inc.
Personal information protection administrator
Established May 17, 2004
Revised May 8, 2018

Ⅰ Purpose of use of personal information that JIEM handles

JIEM obtain and use personal information only for purposes listed in the following Purposes of Use in order to perform the following JIEM Businesses:

 

[ JIEM Businesses ]

  1. Testing (to provide a variety of tests and learning systems using the latest test theory such as computerized adaptive testing and continuous measurement testing)
  2. Test analysis and consultation (to support clients who want to establish qualification testing, revise current test items or computerize an existing test to achieve accurate measurement)
  3. Test operations (a one-stop shop for management of tests, from preparation of test questions, to printing, delivery, evaluation, tabulation, and analysis)
  4. Administration of our websites
  5. Administration of website managed jointly with the Society for Testing English Proficiency (Eiken Foundation of Japan)
  6. Consultation, education, publication, holding of seminars and events, provision of technical information, dispatch of technical personnel, and other professional services incidental to each of the foregoing
  7. Any other businesses incidental to each of the foregoing

 

[ Purposes of Use ]

We use personal information to

  1. Run operations listed in JIEM Businesses above and conduct transactions with customers
    1. Provide an estimate, a statement of delivery, and other information about administrative matters
    2. Conclude a contract
    3. Manage licensing and user registration
    4. Develop computer systems and operate contract work including system administration
    5. Provide maintenance support in accordance with a maintenance contract
    6. Settle debts and credits, and perform contractual obligations
    7. Provide user support for customers including provision of information about a new product, a contract expiration date, and a patch release
    8. Provide information about services of JIEM
    9. Conduct a questionnaire survey for R&D and improvement activities (communication, operation, analysis, report)
    10. Collect contact information of contract partners, ship-to parties and bill-to parties, and contact information used for maintenance services, and organize a contact network
    11. Conduct business communication and provide documents, greetings, etc. associated with transaction
  2. Provide information about our service solutions and so on (sending of direct mail, seminar/event information)

    JIEM may send direct mails and e-mail news letters to provide information about our services and solutions to an individual, whose personal information we have acquired through transactions with him/her, with obtaining consent from him/her in advance, and to an individual who has sent an application form to get information via our website.

  3. Contact applicants who wish to attend seminars and events sponsored, co-sponsored, or supported by JIEM, do paperwork for the participants, conduct data analysis and statistical analysis of seminar/event results for future improvement
  4. Fulfill operations commissioned by other service providers in relation to processing of personal information and specific personal information
  5. Respond to inquires and opinions from customers and send materials requested by them
  6. Send invitations for and provide information about various types of lectures or explanatory meetings that are held for the press and stakeholders
  7. Send invitations and provide various types of information to shareholders and do paperwork for them
  8. Study, examine, and respond to users to confirm their identity, and do paperwork for them
  9. Manage visitors to ensure security by checking details of them and purpose of visit
  10. Communicate and provide information to facilitate recruitment procedures and send related materials
  11. Conduct procedures required by applicable laws and regulations
  12. Check whether a job candidate meets our recruitment standards
    1. Conduct procedures required by applicable laws and regulations
    2. Check whether a job candidate meets our recruitment standards
    3. Judge the applicant's aptitude and competence based on our recruitment standards
    4. Communicate in case of emergency before entrance
  13. Communicate emergency information about business matters to whom it may concern
  14. Create payment records
  15. Purchase articles and supplies, outsource work or receive a contract, and conduct financial transactions for our other routine company operations

 

Ⅱ Matters relating to retained personal data that JIEM handles

1. Name of the said personal information handling business operator and personal information protection administrator

Name: The Japan Institute for Educational Measurement, Inc.
Personal information protection administrator: Executive Director, Development Division

2. Procedures for requests for disclosure and others of personal information subject to disclosure (*1)

With regard to requests for disclosure and others, of personal information subject to disclosure, JIEM requests the person in question or their agent or proxy to ask us, by mail, for “a notice for the purpose of use,” “disclosure,” “correction etc.,” or “discontinuance of use, etc.” Please send any of the following forms to JIEM, marked “Contact for complaints and consultation regarding the handling of personal information.” We will endeavor to respond as quickly as possible.

 

(*1) Personal information subject to disclosure is defined as personal information that is part of a collection of information organized systematically so that it can be searched using a computer, or a collection of information with a structure that is systematically organized and classified according to an established rule or by adding contents, indices, symbols, etc., to make it easy for the particular personal information to be searched. JIEM is authorized to respond to all requests made by individuals to notify purpose of use, disclose, correct, add, or delete the information, suspend use, erase or suspend provision to a third party. For details, please contact us at "Contact for personal information inquiries."

 

(1) The application form designated by JIEM

There are four types of “requests for disclosure and others” as detailed below. Please use the application form appropriate to you. Please ask “contact for personal information” for a copy of the form if you do not have received one. We will send one to you.

  1. Application form regarding the notice of the purpose of use of personal information subject to disclosure
  2. Application form regarding disclosure of personal information subject to disclosure
  3. Application form regarding the correction, etc. of personal information subject to disclosure
  4. Application form regarding the discontinuance of the use, etc. of personal information subject to disclosure

 

(2) Personal information verification documents

  1. In the case of an application by the person in question
    Not required (you may be contacted directly by JIEM to verify your identity)
  2. In the case of an application by an agent or proxy
    All of the following documents that are applicable:
    1. In the case of a person who has parental authority (or a minor ward)
      -A copy of a public certification from which the address of the person in question and their legal domicile can be verified (*2)
      -A copy of the family register (certificate of all registered matters)
      -A copy of public certification from which the agent or proxy's address and legal domicile can be verified
    2. In the case of a guardian of adult (the statutory agent of an adult ward)
      -A copy of public certification from which the person in question's address can be verified (*2)
      -A copy of the certificate of registered matters (showing that the applicant is the statutory agent of the person in question)
      -A copy of public certification from which the agent or proxy's address can be verified (*2)
    3. In the case of an attorney-in-fact
      -A copy of a certificate of seal impression of the attorney
      -JIEM's designated power of attorney (sealed with the seal used in the certificate of seal impression of the attorney)
      (If you do not have JIEM's designated power of attorney, please contact us and we will send one immediately)
      -A copy of an official certificate from which the attorney-in-fact's address can be verified (*2) (registration number is acceptable in the case of lawyers)

 

(*2) Official certificates includes a driver's license, national health insurance card and pension handbook, basic resident registration card with photo, passport, certificate of alien registration, certificate of seal impression, copy of the certificate of residence, copy of an entire or part of the family register, and copy of the alien registration card.

*Handling of sensitive personal information: Depending on the type of personal identity verification documents sent to us, we may have to handle sensitive information such as legal domiciles. With regard to information such as legal domiciles or other parts containing sensitive personal information, you are kindly requested to render them illegible by blacking them out with a thick pen.

 

(3) Handling fees

A handling charge of 1,000 yen per application will be made for each “notice of the purpose of use” or “disclosure” request. Please include a postal money order of the value of 1,000 yen in the documentation you send.
We will contact you if the postal money order is not included with the documentation we receive, but if we do not receive the charge within the specified time, your requests for disclosure and others will be disregarded. Please note that we do not in principle return the documents sent to us.

 

  <Where to send>
   Oak Akasaka Bldg. 5F, 7-1-16 Akasaka, Minato-ku, Tokyo 107-0052 Japan
   Personal information protection administrator
   The Japan Institute for Educational Measurement, Inc.

 

*Notices

  • JIEM cannot accept responsibility for documents lost in the post or which do not arrive due to accidents.
  • Please fill in all required items. Incomplete documents may be returned.
  • We may not reply to requests for disclosure and others in certain cases which fall under exception clauses in the Act on the Protection of Personal Information.
  • Depending on the details of your inquiry, it may take some time to respond to your inquiry.
  • Personal information collected through the form for disclosure and others will be treated only for the purpose of disclosure and others you requested. Written documents submitted will be appropriately discarded by JIEM.
  • Please be aware that you may not be able to continue using the service in question according to the results of your request of “the correction, etc.” and “discontinuance of the use, etc.”

3. Handling personal data of customers under the age of 16

JIEM also takes extreme care in protecting information about customers under the age of 16. Customers under the age of 16 should always obtain the consent of a parent or guardian before providing their personal data.

 

Ⅲ Matters relating to offering of personal information that JIEM handles to third parties

JIEM use personal information obtained from customers only within the company and will not provide to a third party except for cases mentioned below.

1. If JIEM receives the consent of the person in question (except for specific personal information)

2.If JIEM may need to disclose personal information to business partners and others which have concluded a confidentiality agreement with us, outsourced companies which have concluded an outsourcing agreement with us, and our subsidiary company to perform the purpose of obtainment clarified to customers

(Example: if transportation activity is outsourced to a carrier to deliver a product to a customer)

3.If JIEM may need to submit or provide personal information to a licenser, product supplier, and others to perform our contractual obligations including user registration and report under any license agreement, product maintenance agreement, and others which have been concluded between a licenser, product supplier and others, and JIEM

4.If JIEM should provide personal information in compliance with Article 23 (1) of the Act on the Protection of Personal Information

5.If JIEM produces anonymously processed information

  1. Production of anonymously processed information
    When JIEM produces anonymously processed information (information relating to an individual that can be produced from processing personal information by taking action prescribed in laws and regulations so as neither to be able to identify a specific individual nor be able to restore the personal information) for research and development, improvement of our services, etc., JIEM will ensure the following conditions are satisfied:
    1. Processing personal information properly in accordance with applicable laws and regulations
    2. Taking security control measures to prevent the leakage of information deleted from personal information used to produce the anonymously processed information, and information relating to a processing method carried out in accordance with applicable laws and regulations
    3. Disclosing to the public the categories of information contained in the anonymously processed information
    4. Not identifying a principal concerned with personal information used to produce the said anonymously processed information
  2. Use of anonymously processed information
    JIEM use anonymously personal information only for the purpose of research, development and improvement of our services, etc. When using anonymously processed information, JIEM will not collate the said anonymously processed information with other information in order to identify (re-identify) a principal concerned with personal information used to produce the said anonymously processed information.
  3. Provision of anonymously processed information
    When providing anonymously processed information to a third party for the purpose of research, development and improvement of our services, etc., JIEM will disclose to the public the categories of personal information contained in anonymously processed information to be provided to a third party and its provision method, and state to the third party explicitly to the effect that the provided information is anonymously processed information.
  4. For the categories of personal information contained in anonymously processed information produced by JIEM, and the categories of personal information contained in anonymously processed information to be provided to a third party and its provision method, please click the link here:
    https://www.jiem.co.jp/en/privacy/pdf/anonymize.pdf

 

Ⅳ Outsourcing of the handling of personal information

JIEM may outsource the handling of personal information, to the extent necessary to achieve the purpose of use. In the event of outsourcing, JIEM will evaluate contractors based on their management standards regarding information security and personal information protection to select the contractors which take necessary security measures, and conduct all necessary and appropriate supervision of them.

 

Ⅴ Voluntary provision of personal information

The customers may decide whether to provide personal information to JIEM. However, if you choose not to provide us certain information, we may not be able to offer you certain services.

 

Ⅵ Cookies

Our web pages may use a technology called cookie (*2). Among pieces of information obtained by JIEM using cookies, such information that (1) could be used to identify a specific individual or (2) does not contain information in itself by which a specific individual could be identified, but which could be used to identify a specific individual by collating it with other information, is handled in accordance with the Guidelines for Personal Information Protection. You may know whether a website use cookies by checking its “terms of use”.

 

Cookies are used for the following purposes:

  1. To provide appropriate services tailored to each user by referring to stored user registration data when users log into our website services
  2. To post the most suitable advertisements on other companies' websites based on the user's interest and behavior history of the JIEM website
  3. To analyze the number of users and the traffic of the JIEM website
  4. To improve our services
  5. To prompt users who have not used the service in a certain time for reentry of password (re-authentication) for security purposes

 

The JIEM’s cookies may be stored and referred to through a third party pursuant to the commission of advertisement distribution by JIEM to such third party. Even if the customers configure their browsers to disable cookies, they may use our website but may not receive some parts of the services as a result.

 

(*2) Cookie is data in the text file format that is sent to users' browsers by web servers. Web servers use cookies and identify individual computers that enables users to use functions and see information on our website effectively.

 

Consultation point for inquiries about privacy policy, complaints, consultation, disclosure, correction, deletion, refusal of use or submission:

Please contact the “contact for personal information inquiries” indicated below if you have any inquiries about the purpose of use, complaints, matters you wish to consult us about, disclosures, corrections, deletions or refusal of use or submission regarding the personal information JIEM possesses.

Contact for personal information inquiries:

[ Contact for details on JIEM's handling of personal information ]
If you have any complaints or consultation about our handling of personal information, please contact us at the following phone number or email address.

Complaints and consultation regarding the handling of personal information, JIEM

TEL:
03-5775-0264
E-mail:
contact@jiem.co.jp

9:30AM to 5:30PM (Excluding Saturday, Sunday, Holidays, and Year End/New Years)

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