Privacy policy

 

NOVEL REPUBLIC Inc. manages personal information  in compliance with the Act on the Protection of Personal Information (hereinafter referred to as the “APPI”) and related ordinances, guidelines, and regulations (hereinafter referred to collectively as the “Laws and Regulations”)

This Privacy Policy applies in conjunction with the privacy policies, terms of use, and guidelines (hereinafter referred to collectively, the “Service Terms”) of each of our services. In the case of any conflict between this Privacy Policy and the Service Terms, the Service Terms shall prevail.

 

1. Acquisition of Personal Information

When acquiring personal information, we will publicly disclose or notify the purposes of use and obtain personal information by lawful and fair means within the scope necessary to achieve the purposes. Personal information means information that can identify an individual, as defined in Article 2 of the APPI, including information contained in voice, images, videos, etc., provided directly by customers or by third parties.

 

2. Handling of Personal Information

(1) Use Within the Scope of Purpose

We will not use the personal information obtained in accordance with the provisions in section 1 beyond the scope of the notified purposes without the consent of the individual. We respect the rights of individuals regarding their personal information and will respond sincerely and in accordance with applicable laws if a request for disclosure, correction, and suspension of use or provision is made. The personal information we acquire will be used for the following purposes.

  • To provide information regarding our products and services.

  • To analyze service usage data for product and service planning, research, development, quality improvement, and customer satisfaction surveys.

  • To conduct necessary operations for responding to inquiries from customers and implementing prompt services.

  • To comply with laws, administrative directives, and guidance.

  • Other purposes announced or notified at the time of personal information acquisition.

(2) Proper Use and Acquisition

We do not use personal information obtained in accordance with the provisions in section 1 in ways that promote or induce illegal or improper acts. Personal information will not be acquired through false or unauthorized means.

(3) Security Measures for Personal Information

We establish basic policies and internal rules to appropriately manage personal information, implementing organizational, physical, and technical safeguards to prevent unauthorized access, loss, destruction, alteration, leakage, and other risks. We take appropriate human security management through regular education and awareness training to employees and officers who handle personal information. In addition, when handling personal data overseas, we confirm the relevant foreign data protection frameworks and take appropriate measures.

Category Description
Basic Policy Formulation To ensure the proper handling of personal data, we establish this Privacy Policy as a basic policy regarding compliance with relevant laws, regulations, and guidelines, as well as procedures for addressing questions and complaints.
Development of  Rules Related to Personal Data Handling We establish internal rules regarding the acquisition, use, storage, provision, deletion, and disposal of personal data, as well as the responsibilities of employees and officers involved in handling such data.
Organizational Security Control Measures

1) We assign a person responsible for handling personal data and clarify the roles of employees who deal with such data. We also establish reporting procedures for cases where violations of laws or internal rules are detected or suspected.

2) We conduct periodic internal inspections of the handling of personal data.
Personnel Security Control Measures We provide regular training to employees on points to note regarding the proper handling of personal data.
Physical Security Control Measures We implement measures to prevent theft or loss of devices, electronic media, and documents that handle personal data. These measures include preventing personal data from being easily identified.
Technical Security Control Measures

1) Access control measures are implemented to limit the range of personal data accessible to personnel.

2) We implement mechanisms to protect information systems handling personal data from unauthorized external access or malware.
Understanding of the External Environment We implement safety control measures based on an understanding of Shopify’s personal data protection systems.

 

(4) Provision of Personal Information to Third Parties

We do not provide personal information obtained in accordance with Section 1 to any third party without the prior consent of the individual to whom the information relates (hereinafter referred to as “the Individual”), except in cases permitted by the APPI and other applicable Laws and Regulations.

However, this does not apply when disclosing personal information to a payment service provider for identity verification, billing address verification, or credit checks.

(5) Management of Contractors Handling Personal Information

We may provide personal information obtained in accordance with Section 1 to external contractors to the extent necessary for achieving the purposes of use that have been publicly announced or notified. Even in such cases, we require the contractors to handle the personal information appropriately and ensure that proper management measures are in place.

(6) Restrictions on the Use of Personal Information

We do not handle personal information beyond the scope necessary to achieve the stated purposes of use without obtaining the prior consent of the Individual. This also applies when personal information is acquired due to a merger or other reasons.

However, the following cases are exceptions:

  • When required by Law or Regulation.

  • When it is necessary for the protection of a person’s life, body, or property, and obtaining the Individual’s consent is difficult.

  • When it is particularly necessary for improving public health or promoting the sound growth of children, and obtaining the Individual’s consent is difficult.

  • When cooperation is required with a national government body, local government, or an entity entrusted by them in executing duties prescribed by law, and obtaining the Individual’s consent may impede the procedures.
  • When providing personal data to an academic research institution, and the institution needs to handle the data for academic research purposes (including cases where part of the handling purpose involves academic research), unless such handling may unduly infringe upon the rights or interests of the Individual.
3. Changes to the Purpose of Use of Personal Information

If we change the purpose for which personal information is used, they will not exceed the scope that is reasonably considered to be related to the original purpose. Any revised purpose of use will be notified to the Individual or publicly announced.

4. Disclosure of Personal Information

When an individual requests disclosure of their personal information, records related to the provision of their personal information to third parties, or records confirming the provision of personal information to third parties, our company will promptly disclose such information to the individual in accordance with applicable Laws and Regulations. However, if disclosure would fall under any of the following cases, we may withhold all or part of the information, and in such event, we will promptly notify the individual of the decision not to disclose.

  • Disclosure may harm the life, body, property, or other rights or interests of the individual or a third party.

  • Disclosure may significantly interfere with the proper execution of our business.

  • Disclosure would result in a violation of other laws or regulations.

Please note that information other than personal information, such as access logs, is generally not disclosed.

5. Correction of Personal Information

When an individual requests correction, addition, or deletion (hereinafter referred to as "correction, etc.") of their personal information on the grounds that the information is inaccurate, our company will, except where special procedures are prescribed by other Laws and Regulations, promptly conduct necessary investigations within the scope required to achieve the purpose of use. Based on the results, we will make the corrections, etc., to the personal information and notify the individual accordingly.

6. Suspension of Use of Personal Information, etc.

When an individual requests suspension of use or deletion (hereinafter referred to as "suspension of use, etc.") of their personal information under the APPI for any of the following cases:

  • The personal information is being handled beyond the scope of the previously announced purposes of use, or is being used in a manner that may promote or induce illegal or improper conduct, or the personal information was obtained by falsehood or other improper means.

  • The personal information has been provided to a third party without the individual's consent.

  • Our company no longer needs to use the personal information, or a situation specified in Article 26, Paragraph 1, Main Text of the Act on the Protection of Personal Information arises, or other cases where the handling of personal information may harm the rights or legitimate interests of the individual.

if the request is found to be valid and the individual’s identity is confirmed, we will promptly suspend the use or provision of the personal information and notify the individual accordingly. However, this does not apply when our company is not obligated to suspend use or provision under the APPI or other Laws and Regulations.

7. Handling of Personally Related Information

When it is anticipated that a third party may acquire personally related information (as defined in Article 2, Paragraph 7 of the APPI, limited to those constituting personally related information databases as defined in Article 16, Paragraph 7 of the same Act; hereinafter the same applies) as personal data, our company will not provide such personally related information to the third party, except in cases permitted under the APPI or other related　Laws and Regulations.

8. Acquisition and Use of Cookies and Behavioral Data

Our company may use cookies and other identifiers (hereinafter referred to as “cookies, etc.”) to provide better services to our customers. Those do not include personally identifiable information such as names or birthdays and do not infringe upon customers' privacy.

Additionally, we have implemented various access analysis tools provided by third-party companies, which also automatically collect behavioral information of visitors using cookies, etc. The use of cookies, etc. by these third-party companies is conducted in accordance with their respective privacy policies and will be used for purposes other than those stated.

If you do not wish to have information collected via cookies, you can change the settings in your browser. For instructions on how to check or disable these settings, please refer to the official support pages of each browser. Please refer to the websites of the third-party companies providing the tools and services we use for their privacy policies. 

Furthermore, you can disable cookie usage for online advertising on opt-out pages listed on the following third-party company websites:

(Shopify Japan Co., Ltd)
プライバシーポリシー

(Google Inc.)
プライバシーポリシー
Google Analytics  

(Facebook)
広告設定

(LINE Corporation)
オプトアウトページ

Use of SSL

Our company uses SSL (Secure Sockets Layer) technology when you enter your personal information on our website to ensure security. This prevents your information from being intercepted, tampered with, or disrupted.
※SSL encrypts information to prevent eavesdropping and data tampering during transmission, allowing you to send information more securely.

9. Personal Information Handling Operator and Contact Information

The personal information handling operator is as follows:

Address: The Parkhouse Nishi-Shinjuku Tower 60, Room 915, 5-5-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo 160-0023, Japan

Name: NOVEL REPUBLIC Inc.

Representative Director: Tosho Tomi

For inquiries regarding the handling of personal information, please contact:

NOVEL REPUBLIC Inc.
The Parkhouse Nishi-Shinjuku Tower 60, Room 915, 5-5-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo 160-0023, Japan

Email: info@fillintokyo.com
We receive requests, questions, and various inquiries by email.