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  2. Information Security Policy

Information Security Policy

PCO, Inc. (hereinafter referred to as “the Company”) is committed to protecting its own information assets as well as those entrusted to us by clients from threats such as accidents, disasters, and crimes. In order to maintain the trust of our clients and society, we implement the following company-wide information security measures:

1. Management Responsibility

The Company ensures continuous improvement and enhancement of information security under the leadership of top management.

2. Internal Governance

A dedicated structure is established to manage and improve information security, with clearly defined internal policies and rules.

3. Employee Commitment

All employees acquire the knowledge and skills necessary for maintaining security and act responsibly to uphold information security practices.

4. Compliance with Laws and Contractual Obligations

The Company complies with all applicable laws, regulations, standards, and contractual requirements related to information security, meeting client expectations.

5. Response to Violations and Incidents

In the event of a legal or contractual violation or a security incident, the Company will take appropriate action and implement measures to prevent recurrence.

Effective Date: June 1, 2022
PCO, Inc.
President & CEO: Miki Nishida

Privacy Policy

PCO, Inc. recognizes that personal information handled through its services, including SMART Conference, constitutes an essential aspect of individuals’ privacy. The Company and all of its officers and employees comply with relevant personal data protection laws to earn and maintain the trust of our clients.

Collection of Personal Information

Personal information is collected through lawful and fair means.

Use of Personal Information

The purpose of use is specified as clearly as possible. Personal data will be used only within the defined scope and by authorized personnel as necessary for business operations.

Disclosure or Provision to Third Parties

Personal information will not be disclosed or provided to third parties without the individual’s consent, except in the following cases:

  1. When disclosed to contractors within the scope necessary for business execution
  2. In cases of business succession due to merger, corporate split, or transfer of operations
  3. When otherwise permitted by law

Management and Security of Personal Information

Appropriate security measures are implemented to prevent unauthorized access, loss, alteration, or leakage of personal data.

Requests for Disclosure, Correction, or Suspension of Use

Requests concerning one’s own personal information (such as disclosure, correction, or suspension of use) will be addressed upon confirming the requester’s identity.

Legal Compliance and Policy Review

The Company complies with applicable laws and regulations concerning the handling of personal data and continually reviews and improves this privacy policy.

Handling of Personal Information

１．Definition of Personal Information

The definition of personal information in this document follows the definition stipulated by the Act on the Protection of Personal Information (Act No. 57 of 2003).

2.　Purpose of Use of Personal Information

Personal information obtained through services and operations provided by PCO, Inc., including SMART Conference (hereinafter referred to as “our services”), will be used for the following purposes:

  1. User authentication and provision of services
  2. Delivery and sending of various communications, newsletters, direct mail, announcements, and advertisements
  3. Processing, statistical aggregation, and analysis of information received through our services
  4. Storage and analysis of data in a user database
  5. Recruitment for surveys, campaigns, and monitors, interviews, and prize shipments
  6. Confirmation and responses to inquiries and feedback regarding our services
  7. Delivery and display of advertisements and content based on attribute data, device information, location data, and user activity
  8. Investigation of actions prohibited by our terms of use, including commercial use, multiple applications, transfer of rights, and falsification of information
  9. Development, improvement, research, analysis, and marketing related to our services
  10. For personal information of job applicants and employees, use for providing information, notifications, hiring decisions, employment management, and record-keeping
  11. Purposes incidental to the above

※*Note on Management of Personal Information by Hosting Organizations
Personal information provided to hosting organizations of academic societies or similar bodies will be disclosed to those third-party hosts based on users’ consent during registration or as required by law.

3．Provision of Personal Information to Third Parties

PCO, Inc. does not provide personal information to third parties without the individual’s consent, except where permitted by law.

4．Disclaimer

PCO, Inc. assumes no responsibility for the acquisition of personal information by third parties in the following cases:

  1. When users disclose personal information through functions of our services or other means
  2. When personal information is provided by users to external sites linked from our services and used there
  3. When someone other than the user obtains information that can identify the user (e.g., member ID, password)

5．Handling of Credit Card Information

Credit card information is handled as follows:

  1. Purpose of Use:
    To process payments for purchased products and services
  2. Data Acquirer:
    PCO, Inc.
  3. Data Recipients:
    Payment service providers and payment processing agents
  4. Storage Period:
    Payment processing and registration are handled by GMO Payment Gateway, Inc. through its PG Multi-Payment Service and by Stripe, Inc. through Stripe Payments. After disclosure to these payment processors, PCO, Inc. does not retain any credit card information.

6．Outsourcing of Personal Information Handling

To provide better services, PCO, Inc. may outsource part of its operations and entrust the handling of personal information to third-party contractors.

7．Requests for Disclosure, etc., of Personal Information

PCO, Inc. will respond in accordance with applicable laws when an individual requests disclosure of their personal information, notification of usage purposes, correction, addition, deletion, suspension of use, erasure, suspension of provision to third parties, or disclosure of third-party provision records. Verification documents are required to confirm the identity of the requester or their representative. In some cases, disclosure or notification may be withheld in part or entirely as permitted by law. For more details on disclosure requests, please contact the inquiry desk below.

8．Changes to the Handling of Personal Information

Unless otherwise required by law, PCO, Inc. may revise its privacy policy and the handling of personal information at any time. Changes will be posted on our website, and continued use of our services two weeks after posting will be regarded as acceptance of the updated policy.

9．Inquiries Regarding the Handling of Personal Information

Inquiries regarding personal information are handled as follows:

  1. Verification of Registered Information
    Log in to your My Page from the homepage using your email and password to verify registered information. Users may directly modify or delete their information.
  2. Other Inquiries
    For all other inquiries related to the handling of personal information (including cases where users cannot complete the above procedures), please contact us via the inquiry form on our website. We aim to respond within three business days.

Inquiries & Complaints Desk for Personal Information

For inquiries related to personal information, please contact:

■PCO, Inc.
9th Floor, KDX Kasuga Building,
1-15-15 Nishikata, Bunkyo-ku, Tokyo 113-0024, Japan
TEL: 076-461-5718 (Available 10:00–16:00)
Email:smcon@pcojapan.jp