Privacy Policy on Personal Information of Employees, Etc.
Aeon Co., Ltd.
Aeon Co., Ltd. (hereinafter referred to as “the Company”) strives to comply with the Act on the Protection of Personal Information (“Personal Information Protection Act”), the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (“My Number Act”), and the Company’s Personal Information Protection Rules and other norms, and appropriately handle the personal information and specific personal information pertaining to Employees, Etc. and their dependents received from its officers, employees, part-time employees, temporary employees, and other people currently engaged in the works (hereinafter referred to collectively as “Current Employees, Etc.”) of Aeon Co., Ltd. and its subsidiaries in Japan (collectively, “the Aeon Group”), candidates currently undergoing or candidates who have undergone in the past the screening process for employment as officers, employees, or part-time employees of the Aeon Group (collectively, “Employment Screening Candidates”), and former employees of the Aeon Group (hereinafter referred to collectively as “Employees, Etc.”).
This Privacy Policy is subject to changes without notice.
Purposes of Usage of Personal Information of Employees, Etc. and Their Dependents
The Company will acquire, retain, and use the personal information of Employees, Etc. and their dependents for the following purposes:
- To carry out employment screening, procedures for employment, social insurance-related procedures, provision of employment benefits, workplace communications, procedures required by laws, and other necessary procedures for the management of employment;
- To carry out procedures and communications upon various congratulatory and condolatory occasions including marriage and death;
- To carry out the provision of educational information, survey on trainees, preparation of personnel development plans, and provision of other education & training opportunities;
- To carry out tasks related to salaries, bonuses, retirement allowances, corporate pensions, etc.
- To carry out health management, safety management, securing of appropriate working environment, or to enable the Company to take appropriate measures to perform its obligation of security and to enable the Employees, Etc. to carry out appropriate health care;
- To carry out workplace communications and necessary procedures to conduct its business activities;
- To send out newsletters and other communication materials;
- To collect statistics, analyze, and utilize personnel data in relation to the promotion of the Company’s business activities in order to unearth, assign, and nurture personnel that will support Aeon Group’s personnel strategies;
- Tasks related to any of the above items.
Purposes of Usage of Specific Personal Information (Individual Number and Personal Information that Has the Individual Number Included in its Content) of Employees, Etc. and Their Dependent Family under the My Number Act
The Company will acquire, retain, and use, to the extent necessary, the specific personal information of Employees, Etc. and their dependent family for the following purposes:
- Processes related to the registration, etc. of employment insurance;
- Processes related to the registration, etc. of health insurance, and employees’ pension insurance;
- Processes related to the registration, etc. of Category-3 insured persons for the national pension plan;
- Processes related to the preparation and submission of withholding certificates and other tasks related thereto;
- Processes related to the preparation of documents for the declaration, notification, and application for property accumulation savings for house construction and property accumulation pension savings;
- Processes related to the preparation and submission of legal documents pertaining to stock ownership;
- Processes related to the preparation and submission of reports of payment of compensation, charge, contract money, and prize money;
- Processes related to the preparation and submission of reports of payment pertaining to stocks;
- Processes related to any of the above items.
Joint Usage of Personal Information
The Company may, as set forth below, jointly use the personal information (excluding specific personal information) of Employees, Etc. within the companies of the Aeon Group, the health insurance unions of the companies of the Aeon Group, the corporate pension funds of the companies of the Aeon Group, Aeon 1% Club, Aeon Good Life Club, Aeon Group Labor Union, and affiliated labor unions of the companies of the Aeon Group; provided, however, that such joint usage shall be to the extent necessary for the achievement of the purposes of use.
Purposes of use of joint users
The purposes of usage are as set forth in Section 1 above.
Items of personal information to be used jointly
Personnel & labor management information: Name, employee ID number, date of birth, gender, address, phone number, affiliated job post, history of affiliation, job position, job history, job category, personnel evaluation, self-enumeration, awards, disciplines, academic backgrounds, family information, etc. Salary information: Information related to basic wage, bonuses, allowances, working conditions, income tax, inhabitant tax, withholding tax, etc. Education, training, and capacity-related information: Education/training course attendance records, qualifications, various assessments, etc. Employment benefits information: Congratulatory & condolatory information, status of use of welfare facilities, etc. Social insurance information: Health insurance, employees’ pension insurance, workers’ compensation insurance, employment insurance, etc. Health information (*): Information on medical checkup results, health information upon absences from work, etc. (excluding individual results of stress checks (examination for assessing the degree of psychological burden) as set forth under Article 66-10 of the Industrial Safety and Health Act of Japan) Other: Information on mental disorders or physical disabilities necessary for the promotion of employment, information on work-related injuries, etc. - Further details on health information shall be defined separately in the Aeon Health Information Handling Rules, which the Company is obliged to formulate under Article 104-3 of the Industrial Safety and Health Act and Guidelines on the Implementation of Measures that Employers Must Take to Ensure the Appropriate Handling of Information on the Physical and Mental Conditions of Workers.
Scope of joint users
Companies of the Aeon Group, the health insurance unions of the companies of the Aeon Group, the corporate pension funds of the companies of the Aeon Group, Aeon 1% Club, Aeon Good Life Club, Aeon Group Labor Union, and affiliated labor unions of the companies of the Aeon Group
Person responsible for managing the joint usage
Akio Yoshida, Director and Representative Executive Officer, President and CEO, AEON Co., Ltd.
Address: 1-5-1 Nakase, Mihama-ku, Chiba City, Chiba Prefecture
Method of Acquisition of Personal Information
The Company will acquire personal information of Employees, Etc. with the consent of the Employees, Etc., except when required by law.
Requests for Disclosure and Others of Personal Information
If an Employee, Etc., in person or through a representative, makes a request using the prescribed procedures for the disclosure, correction, deletion, or suspension of use (hereinafter referred to as “disclosure and others”) of personal information provided by said Employee, Etc., the Company will do so within a reasonable period and scope; provided, however, that in the following cases, the Company will not disclose said personal information. When the Company decides not to disclose any personal information, the Company will notify the person of that effect together with reasons.
- Cases in which the Company cannot verify that the person making such request is the person of such personal information retained;
- Cases in which the Company cannot verify the power of attorney of the representative, when such application is made through a representative;
- Cases in which the application document is incomplete, or if the request is not made in accordance with the prescribed method of application;
- Cases in which the subject of request for disclosure and others is not a personal information retained;
- Cases in which disclosure is likely to harm the life, body, property, or other rights or interest of the person or a third party;
- Cases in which disclosure is likely to seriously impede the proper execution of the business of the Company;
- Cases in which disclosure violates other laws and regulations;
- Other cases in which the Company is not obliged to make disclosure and others under the Personal Information Protection Act.
Information Protection Act. Procedures for disclosure and others are as follows:
For Current Employees, Etc.
Use the procedures prescribed by the Company to apply.
For those other than (1) above
- To persons making a request for disclosure and others to the Contact shown below in Section 7, the Company will send an Application Form for Disclosure and Others of Personal Information preparedby the Company, together with a guidebook on the procedures including the mailing address, charges, and method of payment.
- Upon receiving the Application Form for Disclosure and Others of Personal Information, the person making a request for disclosure and others shall pay the charges in accordance with the method indicated in the guidebook, and return the completed Application Form together with identity verification documents. When such application is made through a representative, documents to identify the representative shall also be enclosed.
If you apply by proxy, please also send the proxy confirmation documents. - Upon the Company’s Contact receiving the documents in item (ii) above and confirming the payment of charges, the Company will initiate the procedures; provided, however, that if the application falls under the above-mentioned reasons for non-disclosure, the Company may reject all or parts of such application.
Provision of Personal Information to a Third Party
The Company will not disclose or provide the personal information of Employees, Etc. to a third party other than trustees and shared users without the consent of the Employees, Etc.; provided, however, that this shall not be the case when required by law or when otherwise stipulated in the Personal Information Protection Act.
Inquiries on the Handling of Personal Information
Contact: Employee Personal Information Manager, Human Resources Department, General Affairs Department, Aeon Co., Ltd.
Address: 1-5-1 Nakase, Mihama-ku, Chiba-shi, Chiba Prefecture
Phone: 043-212-6000
Established on February 16, 2021
Enforced March 16, 2021
Revised April 1, 2022