Privacy policy

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ALAYA SAPPORO INC. takes meticulous care with this website but does not guarantee the reliability or safety of its content. Furthermore, the content on this website is subject to change or deletion without notice. ALAYA SAPPORO INC. disclaims any liability for any damage of any kind that may result from the use, change, or deletion of content on this website.

Privacy policy

We at ALAYA SAPPORO strive to contribute to society by providing creative translations and other means of expression while giving substantial weight to meaningful communication with clients, partner companies, translators, employees and people of the world. In order to make our corporate concept— the best communication experience —a solid reality, it is vital to ensure impeccable reliability. To that end, we are keenly aware of the importance of protecting privacy; we have established the following privacy policy and strive to implement it faithfully.

  1. ALAYA SAPPORO will obtain personal information by appropriate means. Except as required by law, retained personal data will be used only for the purposes for which the individual has been notified and consented to. In order to ensure that retained personal data is not used for any other purpose, measures will be taken to prevent such use. Furthermore, except as required by law, retained personal data will not be provided to third parties without the consent of the individual concerned.
  2. ALAYA SAPPORO will implement appropriate safety measures to prevent and remedy unauthorized access to or leak, loss or damage of retained personal data.
  3. ALAYA SAPPORO will establish an Inquiries Desk to deal with retained personal data matters and will treat all such inquiries in good faith.
  4. ALAYA SAPPORO will comply with all laws, bylaws, policies set forth by the government and other rules in relation to the handling of retained personal data.
  5. ALAYA SAPPORO will establish a privacy protection management system, and continually improve on it.

Inquiries Desk
Phone: (+81) 011-210-7335
E-mail: Please submit using the form in "Contact"

Enacted: October 1, 2017
Amended: March 23, 2023

Shigetomi Nakajima, Founder
ALAYA SAPPORO INC.

Management and use of retained personal data

The following is an overview of ways in which ALAYA SAPPORO may manage and use retained personal data.

  1. Company title, representative
    ALAYA SAPPORO INC.
    Founder: Shigetomi Nakajima
  2. Retained personal data management contact
    Privacy Protection Manager: Tetsuo Ohmura
    Phone: (+81) 011-210-7335
  3. Retained personal data and purpose of use

    3-1）Client retained personal data (including inquiries)
    Personal information acquired by ALAYA SAPPORO from clients includes items such as company name, address, name of contact person, department name, telephone number, and email address.
    ● Purpose of use
    A）Responding to requests, inquiries, consultations, etc. regarding services provided by ALAYA SAPPORO, such as translation and interpretation, as well as sending company information such as email newsletters.
    B）Shipment of products, return of entrusted materials, etc.

    3-2）Applicant (employee) retained personal data
    Personal information acquired by ALAYA SAPPORO from applicants (employees) includes items such as name, country of origin, native language, educational background, work history, specialty, address, telephone number, and email address. (Please note that country of origin, educational background, and work history are considered sensitive information and will only be used with the consent of the individual(s) concerned.)
    ● Purpose of use
    A）Recruitment management at ALAYA SAPPORO
    B）Providing and contacting job applicants with employment information, etc.
    C）Implementation of hiring procedures (However, if applicants are joining the company, this information will be considered employee information and will be used within the scope necessary for employment management, salary management, etc.)
    *Retained personal data of those who were not hired will be discarded or deleted in an appropriate manner by ALAYA SAPPORO as soon as possible after the recruitment process is completed.

    3-3）Linguist and collaborator retained personal data
    Personal information acquired by ALAYA SAPPORO from translators, interpreters, checkers, editors, audio transcribers, etc. includes items such as name, country of origin, native language, educational background, work history, specialty, address, telephone number, and email address. (Please note that country of origin, educational background, and work history are considered sensitive information and will only be used with the consent of the individual(s) concerned.)
    ● Purpose of use
    A）Registration and recruitment management at ALAYA SAPPORO
    B）Communication necessary for business such as translation arrangement
    C）Business partner information management and payment processing

    3-4）Retained personal data related to inquiries from non-clients
    Personal information acquired by ALAYA SAPPORO from non-clients when responding to inquiries will be used only for the purpose of responding to inquiries.
  4. Joint use with group companies
    Personal information obtained through the exchange of business cards will be registered in the business card management system and used jointly.

    4-1）Retained personal data items to be used jointly
    Name, company name, address, zip code, telephone number, email address, and any additional related information

    4-2）Scope of joint users
    ALAYA SAPPORO INC. and ALAYA INC.

    4-3）Purpose of joint use
    To contact and follow-up on business activities and to provide information and proposals on business activities and services.

    4-4）Party responsible for the management of jointly used retained personal data
    ALAYA SAPPORO INC.
  5. Contact for retained personal data-related requests
    If you wish to obtain more details about your retained personal data, make revisions to your retained personal data, or request for your retained personal data to be deleted, etc., please contact the Inquiries Desk.

    ALAYA SAPPORO INC. Inquiries Desk
    9F Sapporo North Plaza Bldg., Kita 1 Nishi 4-2-2 Chuo-ku, Sapporo, 060-0001, Japan
    Phone: (+81) 011-210-7335
  6. Procedure for retained personal data-related requests

    6-1）How to submit requests
    Please attach the necessary documents to the prescribed request form and mail it to the Inquiries Desk at the address listed above. When mailing documents to us, please use a method that allows delivery confirmation, such as “simplified registered” mail.

    6-2）Necessary documents for retained personal data-related requests
    When making retained personal data-related requests, please obtain the form prescribed by ALAYA SAPPORO. Fill out the prescribed form, enclose one of the following identity verification documents listed in A) below, and mail both to the Inquiries Desk address listed above.
    *A fee will be charged when submitting retained personal data-related requests.
    A）Documents for identity verification
    ⅰ. Driver's license
    ⅱ. Health insurance card
    ⅲ. Passport
    ⅳ. Pension handbook
    ⅴ. My Number Card
    ⅵ. Residence card
    (1 copy of one of the items listed in i - vi)
    *We will send you a receipt confirmation notice after confirming the submission of the prescribed documents and receipt of the fee.

    6-3）Retained personal data-related requests by proxy
    A）In the event of exercise of reasonable right to make a retained personal data-related request on behalf of an individual who is unable to write a letter of attorney (e.g., the individual is in a state requiring nursing care), be sure to attach evidence that the proxy is qualified as a legal representative, and clearly state on the form prescribed by ALAYA SAPPORO that the form has been filled out by the proxy.
    B）Identity verification documents for the proxy
    Same as the documents set forth in paragraph 6-2 above.
    C）Letter of attorney
    The individual to whom the retained personal data pertains should affix their seal on the letter of attorney and attach a copy of their seal registration certificate. If the proxy is a legal representative such as a person with parental rights over the pertinent individual, the company may require the proxy to submit a copy of the family register that indicates the relationship between the pertinent individual and the proxy in lieu of a letter of attorney.

    6-4）Fees for retained personal data-related requests
    A fee will be charged for processing retained personal data-related requests.

    NOTE: The above policy content has been adapted from its original Japanese version.

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