Privacy Policy

1. Purpose of acquiring personal information

Category of Personal InformationPurpose of Use
Personal information of business partners ① *For the purpose of creating invitation letters for obtaining a Vietnamese visa
Personal information of business partners ② *For the purpose of making reservations for tickets, hotels, etc.
Personal information of business partners ③ *For business-related communication, order processing, and billing/payment
Personal information of engineers residing in VietnamTo create invitation letters for short-term business trips from Vietnam and apply for a Japanese visa
Personal information of employees *For employee management (salary/tax management, health management, pension/insurance management, and communication)
Personal information of job applicants *For providing recruitment information, and for recruitment processes
Personal information from inquiries *For responding to inquiries, etc.
Employee information of group companiesFor performing entrusted tasks (employee management)
Personal information of traineesFor educational purposes, business-related communication, and billing/payment

2. Entrustment of personal information

To the extent necessary to fulfill our stated purposes, we may entrust the handling of personal information to other businesses.
When we do so, we will select a contractor with a robust personal information protection system and enter into a formal contract to ensure the secure handling of that data.

3. Voluntariness of providing personal information

Providing personal information to us is voluntary. 
Please be aware that if you do not provide the necessary information, we may be unable to provide our corresponding services.

4. Security management measures for personal information

4.1. Organizational security management measures
(1) Establishment of an organizational structure
Appointment of a chief security officer and operation of a security committee.
(2) Establishment and operation of regulations
Establishment and operation of a security policy (regulations and detailed rules) based on the information security policy.
(3) Maintenance of a personal information handling ledger
Management of tasks for which personal information is entrusted and tasks for which personal information is acquired in a ledger.
(4) Evaluation, review, and improvement of security management measures
Improvements based on self-inspections by handlers, internal audits, and management reviews.
(5) Response to information security incidents and violations
Establishment of a task force and legal action against violators.

4.2. Human security management measures
(1) Confidentiality when handling personal information
Collection of written pledges from employees.
Conclusion of confidentiality agreements with partner companies and vendors.

4.3. Physical security management measures
(1) Implementation of entry/exit management
Implementation of entry/exit control using a facial recognition system (electronic lock) with security levels. Proper management of keys for entry/exit points is in place.
(2) Measures against theft, etc.
Locked storage of confidential documents/media and implementation of a clear desk policy.

4.4. Technical security management measures
(1) Identification and authentication of access
Personal authentication via IC card and facial recognition.
(2) Access control
Minimizing the number of people with access and implementing access control.
(3) Management of access rights
Management of access scope and authority settings according to job duties.
(4) Access logs
Acquisition and preservation of work records and access logs.
(5) Countermeasures against unauthorized software on information systems
Regular application of anti-virus definitions and security patches.

5. Retained personal data held by our company

・Responsible person: Representative Director and President (Personal Information Protection Manager)
・Retained personal data: Personal information with an “*” in the table of Section 1.
・Contact point: PMS Secretariat, Phone: 03-6261-5698
・Disclosure procedures, etc.: If you contact the contact point, we will provide you with the necessary procedures, such as sending documents via email or FAX.
(For non-employees, please prepare a copy of your identity verification document in principle.)
・Fee: Free
For complaints and consultations regarding the handling of personal information, please contact:
VTI Japan Co., Ltd.
Address: Akebonobashi SHK Building 5F, 4-3 Katamachi, Shinjuku-ku, Tokyo 160-0001
Phone: 03-6261-5698
[Personal Information Protection Officer]