Approach to Privacy

SHINWA AUCTION CO., LTD. (hereinafter referred to as “Shinwa Auction”) consider handling personal information is our important responsibility. Since personal information is important information asset for both customers and company. Therefore to protect personal information we are carrying out the following efforts.

Shinwa Auction’s Privacy Policy

1. Shinwa Auction complies with legislation concerning the handling of personal information and governmental guidelines and standards.
2. Shinwa Auction shall obtain the personal information after clarifying the purpose of utilization thereof and use it only within the scope of purpose. And shall take appropriate measures in order to prevent the utilization of the personal information beyond the scope of the purpose of utilization.
3. Shinwa Auction shall lie down and carry out proper security management measures in order to prevent leak, loss, or damage of personal information and will manage them strictly.
4. If Shinwa Auction receives complaint or inquiry about the personal information or our management system, we will respond promptly for the rights of the person to whom the personal information belongs.
5. Shinwa Auction complies with their originally established Personal Information Protection Provision and shall continuously maintain and improve the scheme of this provision.
6. Shinwa Auction shall educate and train for the directors and the employees about privacy policy protection and also arrange an administrator for privacy information protection in order to manage privacy information properly.

Established on December 1, 2017
SHINWA AUCTION CO., LTD.
Representative Director
Yoichiro Kurata

Handling of Personal Information

1. Definition of Personal Information
“Personal Information” refers to any of the following information provided to SHINWA AUCTION Co., Ltd. (“we”, “our” or “us”) by our customers (“you” or “your”):
(1) Information to identify a person, including but not limited to address, name, phone number, and e-mail address;
(2) Gender, date of birth, occupation, and annual income;
(3) Information contained in a document to be submitted for identity verification; and
(4) Information on sale and purchase of goods.

2. Purposes of Use of Collected Personal Information
We will collect your Personal Information to use it for any of the following purposes.
Please note that you may not be able to use our service if you do not provide your Personal Information to us. Only Personal Information collected directly in writing or via the Internet system specified by us shall be considered as Personal information subject to disclosure.

Purposes of Use
(1) Personal Information of individual customers:
-Identification of you, and processing of application for listing and participation in auction;
-Provision of information to them (announcement and notification of auctions, events and seminars, and communication in relation to them);
-Response to their request for materials;
-Distribution of catalogs, admission tickets, and goods;
-Processing their purchase of goods and their responses to questionnaires;
-Consultation on assessment, sale, purchase, maintenance, and any other services;
-Provision of post-purchase services for purchased goods;
-Credit management, attribute confirmation, payment settlement, and claim management;
-Collection and analysis of marketing data;
-Processing of registration for and authentication on our e-mail distribution service and the services available at websites (including mobile websites) of SHINWA WISE GROUP, distribution of e-mail, and handling of issues relating to these services; and
-Processing of Personal Information contracted out to each company belonging to the SHINWA WISE GROUP.

(2) Personal Information of business partners:
-Communication relating to business negotiations and transactions.

(3) Personal Information relating to recruitment and selection of our employees:
-Provision of information on recruitment;
-Conducting recruitment, selection, and questionnaire surveys; and
-Sending relevant documents to persons to be employed.

(4) Personal Information of our retirees, officers, employees and other personnel:
-Personnel and labor management, welfare, legally required procedures, administrative communication, emergency communication and the like.

Purpose of Use of Personal Information Collected by Means Other Than Directly in Writing
We may collect Personal Information publicly available on websites, name lists and the like, and use it for introduction/announcement of our services or credit management.

3. Matters Concerning Joint Use of Personal Information
“Joint Use” is a system that allows us to use Personal Information (which is systematically organized so that it can be easily searched) together with specific persons or entities with prior notice of certain matters to each principal of the information.
SHINWA WISE GROUP may jointly use Personal Information as described below only to the extent necessary for achievement of its purposes of use.
In case we intend to use your Personal Information jointly with a third party other than legal entities listed in “(b) Scope of Joint Users” below, we shall clearly indicate that the Personal Information will be jointly used upon each collection of the Personal Information.
Matters Concerning Joint Use of Personal Information

(a) Items of Personal Information to be Used Jointly:
(1) Information to identify a person, including but not limited to address, name, phone number, and e-mail address;
(2) Gender, date of birth, occupation, and annual income;
(3) Information contained in a document to be submitted for identity verification; and
(4) Information on sale and purchase of goods.

(b) Scope of Joint Users:
　(1) SHINWA WISE GROUP（SHINWA WISE HOLDINGS Co., Ltd. SHINWA AUCTION Co., Ltd. SHINWA PRIVE Co., Ltd. SHINWA ARTEX Co., Ltd. SHINWA MARKET Co., Ltd. SHINWA MEDICO Co., Ltd.）

(c) Purposes of Use by Joint Users:
Joint users will use your Personal Information for the purposes described in “2. Purposes of Use of Collected Personal Information”. In addition, joint users may use your Personal Information for preparation (including publication) of statistical materials where items with common elements are categorized and aggregated after deleting items of the Personal Information by which specific individuals can be identified.

(d) Name of the Person Responsible for Management of Personal Information Jointly Used:
SHINWA AUCTION Co., Ltd.

(e) How to Collect Personal Information to be Used Jointly:
Directly in writing or via Internet system specified by us.

4. Provision of Personal Information to Third Parties; Contracting Out Handling of Personal Information to Third Parties
(1) We shall not provide your Personal Information to any third party unless we obtain prior approval from you or we are required to do so by laws and regulations.
(2) When we contract out processing of your Personal Information to any external business operator, we shall select an external business operator which meets certain security standards required by us. In addition, we shall limit information the processing of which is contracted out based on the purposes of the processing and we shall manage the external business operator so that your Personal Information is properly processed.

5. Retention of Accuracy
We will make efforts to keep your Personal Information we collect accurate and up-to-date at any time.

6. Proper Management
We shall take adequate security measures to prevent your Personal Information we collect from leak, loss or damage and to cure such incident if occurred, and shall manage such Personal Information strictly.

7. Matters Concerning Procedures for Responding to Requests for Disclosure, etc.
In case you or your agent requests notification of the purposes of use, disclosure, correction, addition, suspension of use, or suspension of provision to a third party (“Disclosure, etc.”) with respect to your Personal Information possessed by us, we shall respond to such request appropriately. However, we shall not perform Disclosure, etc. when we determine that:
a) disclosure of the Personal Information is likely to harm a life, a body, property or any other right or interest of the principal of the Personal Information or a third party;
b) disclosure of the Personal Information is likely to significantly interfere with proper performance of our business operations; or
c) disclosure of the Personal Information will violate laws and regulations.
Please note that Personal Information the processing of which is contracted out to us and for which we have no authority to perform Disclosure, etc. shall not be subject to a request for Disclosure, etc.

8. Handling of Personal Information Subject to Disclosure
If you request Disclosure, etc. of your Personal Information from us, we shall promptly respond to the request to the extent reasonable after we confirm that you are the principal of the Personal Information in accordance with prescribed procedures.
-Reception of Requests for Disclosure, etc.:
We will receive your request for Disclosure, etc. via the contact point described in Section 9 below.

-Documents to be Submitted:
If you make a request as the principal of Personal Information subject to the request, you need to provide details of the request, your name, address and phone number by email or postal service. Otherwise, if the requester is a legal representative of the principal of such Personal Information, the requester needs to provide details of the request, the relationship between the requester and the principal, and the principal’s name, address and phone number by email or postal service. At that time, please also submit a copy of any official document which has not expired for identification of you and (if applicable) your legal representative.
Please cover the insured person’s code and number, and the insurer’s number on the health insurance card, and the personal number (so-called “my number”) on an official document with black if any. We appreciate your cooperation in this regard.

-How to Identify the Principal or Their Agent:
In the case of the principal: a copy of an official document such as a passport, driver’s license card, certificate of residence or health insurance card.
In the case of a legal representative: (in addition to the foregoing document) a certified or abridged copy of a family register to confirm that the requester is a legal representative of the principal.
In the case of an agent authorized by the principal: (in addition to the foregoing document) a power of attorney.

-Commission:
As a commission for notification of the purposes of use and disclosure, the requester shall pay 500 yen per request to us by bank transfer.

9. Matters Concerning Contact Point for Inquiries and Complaints
We will receive any inquiry and complaint about handling of Personal Information possessed by us via the contact point below. Please note that even if you visit our physical office to make any inquiry or complaint, we do not receive such inquiry or complaint.
Reception window: 10:00 – 17:30 (excluding weekends and national holidays)
-Letter
SHINWA AUCTION CO., LTD.
Ginza Medical Building 2nd floor, 7-4-12 Ginza, Chuo-ku,
Tokyo 104-0061, JAPAN
– Email
info@shinwa-auction.com

10. Maintenance and Improvement
We have established the “Rules on Protection of Personal Information” to ensure proper handling of your Personal Information, and shall provide all of our employees with adequate training periodically. We shall comply with laws, regulations, national guidelines, and other standards regarding handling of Personal Information, and shall appoint the “Personal Information Protection Manager” to manage Personal Information properly. In addition, we shall review and improve all rules, structures and organizational systems relating to protection of Personal Information, including this declaration, as appropriate. For the latest information, please refer to this “Handling of Personal Information”.

SHINWA AUCTION CO., LTD.
Chief privacy officer
Managing Director
Namiko Okazaki

About Online Privacy

[SHINWA AUCTION Co., Ltd. respects your privacy to the fullest extent.]
By using the website, “shinwa-auction.com”, you agree to the Shinwa Auction Online Privacy Policy described below. If you do not agree to the following terms and conditions, you are not able to use this website.

If your personal information is sent to SHINWA AUCTION Co., Ltd. (“we”, “our”, or “us”), we may transfer, store and process the customer profile of you only within our office. The information provided by you will be used only for provision of information by us.

We are fully aware of importance of our responsibilities for management of your personal information and respects your wishes regarding handling of your personal information.

Use of Cookies; Disclaimers; Copyright

“Cookie” is a small piece of data which a website sends to identify your computer.
In order to enhance your convenience (including but not limited to retention of information entered by you even in the event of movement to a different page of our website), we use Cookies in some pages of our website.
Cookies do not contain any personal information identifying you. All these Cookies are deleted by closing the browser in use.
You may also refuse to receive Cookies. In such case, you may not be able to use this website sufficiently.

Contact Information

• Telephone
  SHINWA AUCTION CO., LTD.
  +81-3-3569-0030
•  Letter
  SHINWA AUCTION CO., LTD.
  Ginza Medical Building 2nd floor, 7-4-12 Ginza, Chuo-ku,
  Tokyo 104-0061, JAPAN
•  Email
  info@shinwa-auction.com
  SHINWA AUCTION CO., LTD.
  Chief privacy officer
  Managing Director
  Namiko Okazaki