Handling of Personal Information

Policy on Protection of Personal Information

Dynaword Incorporated handles a wide range of personal information, including personal information of our clients and those of our external resources. Dynaword ensures the following: that all officers and employees that work for and at the Company are fully aware of the rules for personal information protection; that they handle personal information in an appropriate manner in accordance with the fundamental policy below; and that they fulfil what is expected of our Company based on its reputation.

Fundamental Policy

The Company will comply with Japan’s Act on the Protection of Personal Information and other related laws, ordinances and standards so as to ensure the implementation and maintenance of a management system for the protection of personal information and will strive to improve such system on an ongoing basis.
The Company will acquire appropriate personal information giving due consideration to the details and scale of each translation/documentation project and shall ensure that such information is provided only to the extent necessary to achieve the purpose for which such personal information is to be used, and will implement the necessary measures so that information is not used for other purposes.
The Company will appoint a person responsible for personal information management in each division/department handling personal information, establish a system to appropriately manage such information, and strive to ensure that the Company’s officers and employees are thoroughly familiar and comply with the Company’s regulations.
The Company will handle personal information within the specified purpose of the use thereof. In addition, the Company will not disclose or provide personal information to any third parties unless the relevant individual has given consent thereto or there is any due cause for such disclosure or provision.
The Company will keep personal information accurate and up to date, will strive to protect personal information from hacking, data breaches, loss or destruction, etc. and will improve and correct its information security on an ongoing basis.
The Company will respond to inquiries (including complaints and consultations) and requests disclosure from customers and other parties with respect to personal information promptly and in good faith.

Hiroyuki Sasai
Representative Director and President
Dynaword Incorporated
First established: October 1, 2015
Revised: December 1, 2016

Contact for Inquiries About the Privacy Policy
General Manager, Administration Division
Dynaword Incorporated
Shinjuku Hirose Bldg., 4-7 Yotsuya, Shinjuku-ku, Tokyo 160-0004, Japan
TEL: +81-3-3355-2411 / FAX: +81-3-3355-2412

Handling of Personal Information at Dynaword

Purposes of Use

Dynaword uses personal information to the extent necessary to provide the services and achieve the purposes of use as listed below, and will not use personal information for any purpose other than those notified and consented to in advance, unless it is necessary to do so pursuant to laws and regulations or for protection of life and/or property.

Services Provided by Dynaword

Translation, interpreting and editing
Tasks incidental to the above (e.g. editing, printing)
Sending of staff for translation and interpreting

Purposes of Use of Personal Information by Dynaword

To perform its services (to make translation or other processing as requested on the personal information included in source documents and produce deliverables)
To make recruitment, screening and selection of translators, interpreters, editors and employees, and prepare offer letters
To perform employment management of employees and registration management of translators, interpreters and editors

Provision of Personal Information to Third Parties

Apart from the joint use of personal information by the group companies as detailed below, we do not provide or disclose any personal information we collected to third parties without the consent of the subject of the personal information except when:

Disclosure or provision is required pursuant to laws and regulations; or
Disclosure or provision is necessary to protect a human life or body and/or property and obtaining the consent of the subject of the personal information is difficult.

Joint Use of Personal Information by Group Companies

Collected personal information may be used jointly with the following group companies:

SunFlare Co., Ltd.

Scope of Joint Use
Information (names, contact details and career) on project managers, translators, interpreters, DTP operators and others recruited via the Dynaword website
Purposes of Use of Jointly Used Information
Notices, Communications, notices and general administrative operations relating to translation, interpreting, DTP and other tasks
Administrator for Joint Use of Personal Information
Administration relating to the joint use of personal information we received will be handled by SunFlare Co., Ltd.

Outsourcing of Personal Information Processing

Processing of collected personal information is outsourced to the group companies as follows:

Management of employee information is outsourced to SunFlare Co., Ltd.
Management of internal information systems containing personal information is outsourced to ANDROMETEC Co., Ltd.

Business operator: Dynaword Incorporated
Personal Information Protection Manager: Deputy to the President, Dynaword Incorporated

Procedures for Disclosure, Correction, etc. of Personal Information

Dynaword Incorporated responds to requests for the following in relation to personal information: disclosure; notification of utilization purpose; correction of personal information when it is factually incorrect; cessation of use of personal information or of its provision to third parties (the above are hereinafter collectively referred to as “Disclosure, etc.”) Please refer to Request Procedures for the Disclosure, etc. of Personal Information for the specifics of making a request for “Disclosure, etc.”

Contact Information for Inquiries, Consultations and Complaints

For any inquiries relating to our handling of personal information, please contact:

General Manager, Administration Division
Dynaword Incorporated
TEL: +81-3-3355-2411 / FAX: +81-3-3355-2412

About Accredited Personal Information Protection Organization

The Company is a company subject to JIPDEC, an accredited personal information protection organization. If you have a complaint or wish to make a consultation in relation to personal information handled by us, you may directly address it to JIPDEC using the contact information below.

Name: JIPDEC
Contact: Personal Information Protection Consultation Service Office
Address: Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032, Japan
Tel: +81-3-5860-7565 / 0120-700-779 (domestic toll-free calls)