Handling of personal information | Privacy policy

1. Collection and registration of personal information

Customers’ personal information will be kept and registered in our Group’s database within the scope of the following business activities of our Group:

Information received over the phone or on specified forms for placing orders, sending catalogs, or completing a survey, etc., as well as information registered by the customer for online shopping
Information given to us by customers in relation to changes or notifications for customer reasons
Information arising from transactions with our Group
Information provided by the customer through comments, inquiries, etc. (telephone calls may be recorded to ensure the accuracy of the content)
Information given to us when responding to quizzes and gift campaigns
Information entrusted to us by the customer’s family members, relatives, acquaintances, etc. to send catalogs, etc. to the customer
Information on our Group’s shareholders as listed in our List of Shareholders
Information given to us by job applicants
Information relating to our officers, employees, or retirees

2. Personal information of persons under 16 years of age

We ask that a parent or guardian give their consent when a customer under 16 years of age is to provide their personal information to our Group.

3. Intended use of personal information

The purposes for which we use our customers’ personal information are as shown below. Only the minimum information required for smooth execution of the following purposes and related administrative tasks will be used.

Sending of product information to our customer, such as our Group catalog, direct mail, and other notifications
Tasks relating to payment, such as the sending of delivery slips, invoices, order statements, automatic debit notices, etc.
Sending of products ordered, provision of services, etc.
Management and operation of quizzes and gift campaigns, as well as the sending of reports and gifts for the same
Logon authentication for content using web services
Site management and session management (such as retention of shopping cart information)
Notification of transactions relating to our business or services, contract fulfillment, business negotiations
Management of information on suppliers and clients
Requesting feedback on our Group’s products and services
Responding to inquiries from customers
Providing information regarding campaigns, etc. which the customer has entered
Providing information to shareholders and managing shareholders/shares
Providing information on recruitment and screening applicants
Carrying out procedures relating to human resources, labor management, payment of remuneration, social insurance, taxation, etc.

4. Security control measures for personal information

Our Group takes the following measures for the appropriate management of personal data including the prevention of leakage, loss, or damage of personal data.

Establishment of basic policy
- Establishing our “Privacy Policy” and “Handling of personal information” to ensure proper handling of personal data and compliance with relevant laws, regulations, guidelines, etc.
Establishment of rules relating to the handling of personal data
- Establishing our “Personal Information Management Rules” regarding the handling of personal information as well as persons responsible, persons in charge, and their duties, etc.
Institutional security control measures
- Appointing of a person responsible for the management of personal data, clearly defining personnel to handle personal data and the scope of personal data to be handled by said personnel, and establishing of systems for reporting and notification when facts or signs of breach of laws or handling rules are identified.
- Conducting regular self-inspections and internal audits in relation to the handling of personal data.
Personnel security control measures
- Conducting regular training for personnel in regard to points of concern relating to the handling of personal data.
- Inclusion in employment regulations of non-disclosure clauses relating to personal data.
Physical security control measures
- Controlling employee access to rooms and placing limits on the devices brought in, and implementing measures to prevent unauthorized persons from viewing personal data.
- Taking measures to prevent theft or loss of electronic media, documents, etc., as well as to prevent personal data from being easily discovered when carrying said devices, electronic media, etc., including when moving within the business premises.
Technological security control measures
- Implementing access control on the main server, placing limits on personnel in charge and the scope of personal information databases, etc. handled.
- Adopting mechanisms to protect the main server from unauthorized external access or malware.

5. Provision of personal information

Customers’ personal information will not be provided to third parties except in the following cases.

When outsourcing work to an outside partner, etc., for the purpose of delivering products, services, or other items to customers or to contact the customer
When providing information to a third party with the customer’s consent
When the Group deems it necessary to do so in response to inquiries or disclosure requests based on laws and regulations

6. Shared use of personal information

Customers’ personal information will be kept and registered in our Group’s database within the scope of the following business activities of our Group:

1. In accordance with the provisions of the law, we may share our customers’ retained personal information for purposes such as those shown below.
- Types of personal information which may be put to shared use
  - Name, address, telephone number, e-mail address, date of birth, etc.
- Scope of shared use
  - Riken Food Co., Ltd. Kenseido Co., Ltd.
  - Shinken Sangyo Co., Ltd. Sunny Packaging Co., Ltd.
  - Eiken Shoji Co., Ltd.
- Purposes of shared use
  - To provide the customer with direct mail, e-mail, telephone calls, etc. relating to product information
  - To provide the customer with direct mail, e-mail, telephone calls, etc. relating to events and exhibits
  - To utilize the personal information for joint product development
2. Person responsible for management
- Riken Vitamin Co., Ltd.
  1-6-1 Yotsuya, Shinjuku-ku, Tokyo, Japan
  President & Representative Director Kazuhiko Yamaki

7. About our website

Encryption

The online order and application form pages of the Riken Vitamin website are securely managed using Secure Sockets Layer (SSL) and other secure communication technologies.

The use of cookies

The Riken Vitamin website may use a technology called cookies. Cookies are a tracking technology for remembering website browsing history.
Our site utilizes Google Analytics not to identify personal information of our customers on the basis of cookies but solely to analyze how our site is being viewed. This information is controlled by Google on the basis of their privacy policy.
You can disable Google Analytics by changing your browser’s add-on settings.

8. Matters relating to our reception desk

For inquiries regarding the handling of personal information by our Group, please contact the department to which you provided your personal information.

By mail

1-6-1 Yotsuya, Shinjuku-ku, Tokyo, 160-0004, Japan
Riken Vitamin Co., Ltd. General Affairs Department

In person

Please note that we cannot accept requests made in person at our offices.