Announcement under the “Act on the Protection of Personal Information”

We (“Gakken” or “we”), hereby make an “announcement” of the following matters pursuant to the provisions of the Act on the Protection of Personal Information (“Act”). The following matters include: (a) the fact that a certain personal information “is put into a state where the principal can easily know”; and (b) those matters which are legally required to “be put into a state where the principal can know (including those cases where a response will be made at a principal’s request without delay)”.

1. Matters Concerning Disclosure of the Purpose of Use of Personal Information

(1) Purpose of use where we directly receive personal information other than in writing or where we indirectly obtain personal information
(Article 18.1 of the Act)

If we directly receive personal information from our customer (“you”) in writing, we will explicitly inform you of the purpose of use in each case (Article 18.2 of the Act).
If we otherwise but directly receive or indirectly obtain information, we will handle such personal information within the scope of the limitation of the following purposes of use (Article 18.1 of the Act) except for the cases in (2), (3) or (4) below (Article 23.4 of the Act).

Type of Personal Information Purposes of Use
1. Personal information that we received prior to March 31, 2005 in connection with the use of our goods or services; Personal information will be used to deliver goods; settle and manage payments; send advertisements of our goods or services; or facilitate planning and developments, etc.
2. Personal information that we directly receive in any manner other than in writing (e.g., over the phone) to place an order with us; Personal information will be used to deliver goods; settle and manage payments; send advertisements of our goods or services; or facilitate planning and developments, etc.
3. Personal information that any of our distributors, franchisee classrooms, affiliates, etc., receives in connection with our goods or services; Personal information will be used to deliver goods; settle and manage payments; send advertisements of our goods or services; or facilitate planning and developments, etc.
4. Personal information that we receive in any manner other than in writing (e.g., over the phone) to make an inquiry or otherwise; Personal information will be used to make a response to inquiries or facilitate planning.
5. Personal information that we collect in any manner other than Items 1, 2, 3 or 4 above. Personal information will be used to send advertisements of goods or services and solicit participants of campaigns or facilitate planning and developments, etc.

(2) Purposes of Use of Entrusted Personal Information
(Articles 18.1 and 24.1 (i) of the Act)

The purposes of use of personal information that we are entrusted by any of our affiliates, etc. are as in the following:

Type of Personal Information: Purpose of Use:
1. Personal information of the parties to a contract with any entity other than us (e.g., our distributor) under which the parties subscribe for our direct-sale goods; Personal information will be used to deliver goods; settle and manage payments; or provide incidental services.
2. Personal information of examinees of achievement tests or other tests to be conducted by us at schools; Personal information will be used for the scoring of tests; to give guidance; or for statistical processing.
3. Personal information of students of franchisee classrooms (NOTE 1); Personal information will be used to manage members.
4. Personal information that franchisee classrooms (NOTE 1) retain other than those specified in Item 3 above; Personal information will be used to send direct-mails for advertising such classrooms.
5. Personal information of individuals who request information materials from our advertisers or who answer a questionnaire of our advertisers. Personal information will be used to collect postcards in which information materials are requested or that contain answers to a questionnaire, on our advertisers’ behalf.

NOTE 1: Franchisee classrooms (Gakken Classrooms, Gakken CAI Schools, etc.) are operated by entrepreneurs other than Gakken except those directly managed by us.

2. Matters which are Legally Required to “be Put Into a State where the Principal Can Know” regarding the “Retained Personal Data”
(Article 27.1 of the Act)

Our “purposes of use” of “retained personal data” are as stated in the following. If we use any “retained personal data” for any other purpose, we will inform you in each case when we collet any “retained personal data”.

Type of “Retained Personal Data”: Purposes of Use
1. Data regarding purchasers or subscribers of our direct-sale goods and members who receive our services; Such data will be used to deliver goods; settle and manage payments; provide various services; send advertisements of our goods or services; or facilitate planning and developments, etc.
2. Data regarding answers to questionnaire, applications to gift campaigns, messages voluntarily posted, etc., in connection with purchased goods, such as our publications; Such data will be used to facilitate planning; send presents, etc.; such data will be posted in the publications; or such data will be used to send advertisements of our goods or services; or facilitate planning and developments, etc.
3. Other data such as inquiries made to us. Such data will be used to facilitate planning.

3. Provision of Personal Information to Third Parties
(Article 23.1 of the Act)

We will properly manage any personal information that we receive from you and will not provide any third party with such information without obtaining your prior consent except cases where:

  • Such provision is required by laws or regulations;
  • There is a need to protect a human life, body or property, and it is difficult to obtain the principal's consent;
  • There is a special need to enhance public hygiene or promote fostering healthy children, and it is difficult to obtain the principal's consent
  • There is a need to cooperate with a central government organization or a local government or a person engaged by such organization or government in performing affairs prescribed by laws or regulations, and if the principal’s consent is obtained, there would be a likelihood to impede the proper execution of said affairs.

4. Matters related to the Procedures, etc., to Respond to “Request for Disclosure, etc.”
(Article 32 of the Act)

We will respond to a request by the principal or his/her representative / attorney, for the disclosure of, corrections to, or suspension of use of retained personal data.

(1) Information that will be subject to request for disclosure (i.e., information that may serve to identify the relevant “retained personal data”):

Information within “retained personal data” that will be subject to disclosure includes:

Please kindly note that the above items of retained personal data are not necessarily fully kept by us. Any or some of them may not be kept by us.

(2) Addressee of the Application for “request for disclosure, etc.”

When you request for disclosure, etc., please fill the prescribed application form and send it to the following address by mail together with required documentation. We would appreciate it if you could state in red letters on the envelope that “Disclosure request application form is enclosed”.

"Mail to: Gakken Group Customer Center
2-11-8 Nishigotanda, Shinagawa-ku, Tokyo 141-8510"

(3) Documents (including an application form) to be sent to us when you make a “request for disclosure, etc.”

When you make a “request for disclosure, etc.”, please download the application form (for more details, please see “A” below); fill the application form; and send it to the address specified in (2) above together with any of the identification documents (for more details, please see “B” below).

A. Application form prescribed by us

B. Identification documents

a copy of the driving license, passport or any other documentation issued by a public agency

(4) “Request for disclosure, etc.” by representative or attorney

If a representative or attorney acting on behalf of the principal (i.e., legal representative for a minor or adult ward or attorney acting on his/her client’s behalf) files an application form for “request for disclosure, etc.), such representative or attorney is required to enclose the following documents (for more details, please see A and B below) in addition to the documents specified in (3) above

A. In case of a legal representative

  • One copy of a document which shows that such representative has the power of legal representative
    (i.e., one copy of the family register; in case of an individual with parental authority, a copy of a health insurance card which states his/her dependent family member(s) is also admissible); and
  • One copy of a document that shows the identification of the legal representative who is acting on behalf of a minor or adult ward
    (i.e., one copy of the legal representative’s driving license, passport or any other documentation issued by a public agency.

B. In case of an attorney:

  • One copy of the certificate of a seal impression of the principal; and
  • One copy of the document to show the identification of the attorney
    (i.e., the attorney’s driving license, passport or any other documentation issued by a public agency).

(5) Fee for “request for disclosure”; and payment method

820 JPY per application (including postage stamp fees required for registered mail)
Please enclose postage stamps in the amount of the above fee (which includes registered mail fees) in the envelop that contains the application form and required documentation.

※Please note that if the amount of the enclosed postage stamps is not enough to cover the fee or no postage stamps are enclosed, we will inform the applicant of the situation. If the applicant fails to pay the fee within the period subsequently specified by us, we would assume that no request for disclosure is made.

(6) Manner in which we will respond to the” request for disclosure, etc.”

We will send our written response to the address specified in the application form sent by the applicant.

(7) “Purpose of use” of personal information that we obtain during the course of handling your “request for disclosure, etc.”

We will handle personal information that we receive in connection with “request for disclosure, etc.” within the scope necessary for such request. We will keep such documents we received, for two years after we respond to the “request for disclosure, etc.”, and we will dispose of such documents subsequently.

Noncompliance with your request to disclose “retained personal data”

We may not comply with your request to disclose retained personal data if any of the following applies. When we decide not to disclose retained personal data, we will inform you of our decision with the reason. Please note that even if we decide not to disclose, we will charge you the prescribed fee.

  • If we are unable to confirm the identification of the person who makes the request (for example, the address stated in the disclosure request application form or the address stated in any identification document differs from the address previously notified to us);
  • If we are unable to confirm the power of representative or attorney if the request is made by a representative or attorney;
  • If there is a data entry omission in the prescribed request form;
  • If any information requested is not “retained personal data”;
  • If the disclosure could damage to the life, body, property or other rights or interests of the principal or any third party;
  • If the disclosure could seriously impede the proper execution of our business; or
  • If the disclosure could violate other laws or regulations.

5 Contact Point for Handle Complaint
(Article 27.1 (iv) of the Act, Article 8 of the Cabinet Order to Enforce the Act on the Protection of Personal Information, and Article 35 of the Act)

Contact point for receiving your complaint regarding the handling of personal information:

We will accept your complaint regarding the handling of personal information as stated below:

By letter:

Address: Gakken Group Customer Center
2-11-8 Nishigotanda, Shinagawa-ku, Tokyo 141-8510

Contact point on our website for receiving a complaint

For your request / inquiry to us regarding your personal information

No visit to us

Please kindly note that we cannot accept your complaint through your personal visit to us.

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