Privacy Policy

Handling of Personal Information

PORTEC, Inc. (hereinafter "the Company") considers the appropriate protection of customers' personal information a social responsibility, and strives to protect personal information in accordance with the following policy.

1. Definition of Personal Information

"Personal information" refers to information about a living individual that can identify a specific individual by name, date of birth, or other description contained therein (including information that can be easily combined with other information to identify a specific individual).

2. Purpose of Collecting Personal Information

The Company collects personal information for the following purposes:

• Responding to inquiries and consultations from customers
• Providing and improving our services
• Sending important notices and service information
• Marketing activities and statistical analysis
• Compliance with applicable laws and regulations

3. Methods of Collecting Personal Information

The Company collects personal information by lawful and fair means, primarily through the following methods:

• Inquiry forms on the Company's website
• Inquiries by telephone, email, or mail
• Direct collection at business card exchanges, seminars, and similar events
• At the time of concluding outsourcing agreements, etc.

4. Handling of Sensitive Personal Information

Regarding sensitive personal information (special care-required personal information) — such as race, creed, social status, medical history, criminal record, or other information requiring special care to prevent unfair discrimination or prejudice — the Company will obtain the individual's prior consent before acquisition, except in the following cases:

• When required by law
• When necessary to protect the life, body, or property of a person
• When particularly necessary for the promotion of public health or the sound development of children
• When cooperation with a national agency or similar body is required

5. Use of Personal Information

The Company uses collected personal information within the scope of the purposes of collection and will not use it for purposes beyond that scope without the individual's consent.

6. Disclosure of Personal Information to Third Parties

The Company will not provide personal information to third parties except when required by law or when the individual's consent has been obtained.

7. Supervision of Subcontractors

When the Company entrusts the handling of personal information to a third party, it will take the following measures to appropriately supervise the subcontractor:

• Evaluate the personal information security management capability when selecting the subcontractor
• Clearly stipulate personal information protection provisions in the outsourcing agreement
• Periodically confirm the status of personal information handling at the subcontractor
• Establish a reporting system for cases where a leak or similar incident occurs at the subcontractor

8. Security Management Measures for Personal Information

The Company maintains the accuracy of personal information and manages it securely. The following security management measures are taken to prevent loss, destruction, falsification, and leakage of personal information:

9. Retention Period of Personal Information

The Company retains personal information only for the period necessary for the purpose of acquisition and will delete it without delay when the purpose has been achieved or the need for retention has ceased. Specific retention periods are as follows:

• Information related to inquiries: 3 years after completion of the inquiry response
• Information related to service provision: 5 years after contract termination
• Information required to be retained by law: For the period prescribed by each applicable law

10. Disclosure, Correction, Suspension of Use, and Deletion

If an individual requests disclosure, correction, deletion, or other actions regarding their personal information, the Company will verify the individual's identity and respond in accordance with applicable law.

11. Response to Personal Information Leaks

In the event of a leak, loss, or damage of personal information, the Company will take the following actions:

• Investigate the facts and identify the cause
• Identify the scope of impact and take measures to prevent the spread of damage
• Report to the Personal Information Protection Commission (where required by law)
• Notify affected individuals (where required by law)
• Formulate and implement recurrence prevention measures
• Public disclosure as necessary

12. Complaints

The Company endeavors to handle complaints regarding the handling of personal information appropriately and promptly. Upon receiving a complaint, we will investigate the facts, take appropriate corrective measures, and work to prevent recurrence.

13. Cookies

Our website may use cookies to improve our services. If you do not wish cookies to be used, you can disable them through your browser settings.

14. Access Analytics Tools

Our website uses access analytics tools such as Google Analytics. These tools use cookies to collect traffic data. This traffic data is collected anonymously and does not identify individuals.

15. Changes to This Privacy Policy

The Company may revise this Privacy Policy due to changes in laws or our business activities. We will notify you in advance on our website of any significant changes.

16. Contact