Hayashi Service Co., Ltd. (hereinafter, "the Company") recognizes that, as a company that creates value for and affects society, safeguarding personal information in the course of running our cleaning-service business is an important social responsibility. We make our officers and employees aware of the importance of personal information on a daily basis, and we commit to faithfully implementing the following items as our basic policy for protecting personal information.

1. Acquisition, Use, and Provision of Personal Information

We acquire personal information for the purpose of providing a cleaning service to the customer's satisfaction, including reliable receipt and return of items. Regarding personal information of employees and personal information acquired at hiring, we obtain consent regarding its purpose and handling in writing or by an equivalent method. In all other cases as well, we acquire only personal information appropriate to the nature and scale of our business, and we make the purpose of use clear at the time of acquisition.
In addition, except in the following cases, we will not handle personal information in our possession beyond the scope necessary to achieve the purpose of use, and we will take measures to prevent use outside that purpose. We will not disclose or provide personal information to third parties without the consent of the individual.
(a) When required by law
(b) When necessary to protect a person's life, body, or property, and it is difficult to obtain the individual's consent
(c) When particularly necessary for improving public health or promoting the sound upbringing of children, and it is difficult to obtain the individual's consent
(d) When it is necessary to cooperate with a national agency, local government, or an entity entrusted by them in performing affairs prescribed by law, and obtaining the individual's consent may hinder the performance of such affairs
(e) When the customer has consented to provision to a third party
(f) When personal information is provided in connection with outsourcing of work

2. Safety Measures for Personal Information

We take reasonable safety-management measures against the leakage, loss, or damage of personal information and other risks. The specifics of our safety-management measures for personal information are set forth separately in our internal rules; their main contents are as follows.
(Establishment of the Personal Information Protection Guideline)
• To ensure appropriate handling of personal information, we have established this policy (Personal Information Protection Guideline), covering matters such as "Compliance with relevant laws and guidelines" and "A counter for questions and complaints."
(Development of rules governing the handling of personal information)
• We have established internal rules covering, for each stage — acquisition, use, storage, provision, deletion and disposal — the handling method, the responsible persons and staff, and their duties.
(Organizational safety-management measures)
• We designate an administrative manager for the handling of personal information, clarify the employees who handle personal information and the scope of personal information they handle, and establish a reporting structure to the administrative manager when facts or signs of violations of the Personal Information Protection Act or our internal rules are detected.
• We conduct regular self-inspections of the handling of personal information, and audits by other departments or external parties.
(Human safety-management measures)
• We provide regular training to employees on matters to observe in handling personal information.
• Matters concerning confidentiality regarding personal information are included in our work regulations.
(Physical safety-management measures)
• We manage the entry and exit of employees within our premises and implement measures to prevent viewing of personal information by unauthorized persons.
• We implement measures to prevent theft or loss of equipment, electronic media, and documents that handle personal information, and when such equipment or media are transported, including movement within our premises, we implement measures so that personal information is not readily identifiable.
(Technical safety-management measures)
• We implement access control to limit the scope of staff and personal-information databases they handle.
• We have implemented mechanisms to protect information systems that handle personal information from unauthorized external access and malicious software.

3. Complaints and Consultations regarding Personal Information

Complaints and consultations regarding the handling of personal information are handled appropriately and promptly by the [Contact for Personal Information] listed below.

4. Compliance with Laws and Standards

The Company complies with laws relating to personal information, guidelines prescribed by the government, and other standards.

5. Continuous Improvement of the Personal Information Management System

The Company establishes appropriate rules, standards, and codes of conduct for the protection of personal information, and operates a management system for personal-information protection. We also continuously improve the system by periodically reviewing, auditing, and revising it to confirm that it is being implemented appropriately.

Date of establishment: September 21, 2023
Hayashi Service Co., Ltd.

Contact for Personal Information
Hayashi Service Co., Ltd., "Customer Consultation Office"
FAX: +81 3-3565-3366
E-mail: info@emhayashi.com

Purposes of Use

We use personal information such as your name, address, phone number, date of birth, and e-mail address, as well as information about your transactions with us, for the following purposes:
(1) To provide, operate, and manage this service
For example:
• To pick up, ship, and manage requested cleaning items, store order information, and track order count and spend
• To bill and process payments for service fees (including product prices)
• To maintain the system, identify affected users in the event of issues, and contact them as needed
• To send notices of service content or revisions to the terms of use
• To accrue and redeem points
• To simplify member registration when a customer who has registered personal information with us uses another service we provide
(2) For advertising, promotion, and marketing
For example:
• To send advertising via e-mail magazine, direct mail, etc., regarding our services (including but not limited to this service)
• To distribute advertising based on cookies and similar information (including but not limited to identifiers) and to verify and analyze its performance
• To analyze usage of this service
• For marketing activities and analysis of marketing data statistics and research
• To create statistical data processed so that individuals cannot be identified
• To notify customers of campaigns, surveys, monitoring, events, etc., and to deliver prizes
(3) To improve this service and consider new services
For example:
• To respond to feedback and inquiries about this service
• To analyze information obtained through inquiries, surveys, interviews, etc., to improve this service
• To provide after-sales support
• For planning, development, improvement, and provision of our products and services
(4) To provide this service safely
For example:
• To verify violations of the terms of use
• To refuse service to those who have violated the terms of use
(5) For other purposes incidental or related to the above purposes and to our business

Outsourcing

Personal information we manage may be shared with contractors only where we have a prior contract ensuring the contractor does not use the personal information for purposes other than the services we entrust.
(Examples of contractors: system providers, courier companies for pickup and delivery, credit-card companies selected by the customer for payment, deferred-payment settlement agents, phone-service agencies that staff our inquiry counters, etc.)

Provision to Third Parties

Personal information we obtain from customers will not be provided or disclosed to third parties except in any of the following cases:
1. When the customer has given prior consent.
2. When required by law.
3. When the customer selects "assignment-of-claims settlement" as payment method; we provide the following information to our contracted assignment-of-claims settlement company:
— Purposes of provision: credit screening for deferred-payment services, collection of payment, and management of claims
— Items provided: registered name, phone, address, e-mail at time of transaction; items purchased; purchase amount; delivery recipient name, address, phone; waybill number; courier name
— Means or method of provision: encrypted data transmission

Voluntary Nature

Provision of personal information (including its entry) is voluntary. However, if certain required personal information is not provided, all or part of our service may be unavailable. Please be advised.

Use of Personal Information Entrusted to Us in Connection with Outsourced Work

For personal information entrusted to us for the purposes of cleaning services, we respond to requests regarding notification of the purpose of use, disclosure, correction, addition or deletion of contents, suspension of use, deletion, or suspension of provision to third parties (collectively, "Disclosure etc."). However, we may be unable to disclose all or part of the applicable personal information if any of the following applies; in such cases we will explain the reason.
• When there is a risk of harm to the life, body, property, or other rights or interests of the individual or a third party
• When there is a risk of significantly impeding the proper conduct of the business
• When doing so would violate laws and regulations

1. Recipient of requests for Disclosure etc.
For requests of Disclosure etc. in writing, please enclose the required documents and ¥120 in return postage and mail to:
Hayashi Service Co., Ltd. — Customer Consultation Office. TEL: +81 3-3565-3366
Address: 2-5-12 Nishiochiai, Shinjuku-ku, Tokyo, 161-0031

2. Required documents
(*) Please submit a driver's license for identity verification, understanding that it may contain items not required for verification (such as registered domicile). Alternatively, submit it with the domicile redacted.

When the applicant is the person themselves
"Request for Disclosure etc. of Personal Information" (PDF)
If we cannot verify identity via customer or member ID, we may request a copy of one of the following:
<Driver's license (*), passport, or health insurance card of the person themselves>

When the applicant is a proxy
"Request for Disclosure etc. of Personal Information" (PDF)

If we cannot verify identity via customer or member ID, we may request a copy of one of the following:
<Driver's license (*), passport, or health insurance card of the person themselves>
To verify the proxy, we may request a copy of one of the following:
<Driver's license (*), passport, or health insurance card of the proxy>
"Power of Attorney (for Personal Information Disclosure Request)" (PDF)

3. Fee (for written disclosure requests)
Please enclose ¥120 in return postage per "Request for Disclosure etc. of Personal Information" form.

Matters relating to personal information subject to disclosure
a) Business name: Hayashi Service Co., Ltd.
b) Personal Information Protection Manager: Mayumi Hayashi
Contact: <Contact for Personal Information> above.
c) Purposes of use of all personal information subject to disclosure: as stated in items 1 through 5 of "Purposes of use" above.
d) Recipient of complaints regarding the handling of disclosable personal information:

<Contact for Personal Information> above.
Hayashi Service Co., Ltd., "Customer Consultation Office"
FAX: +81 3-3565-3366 — E-mail: info@emhayashi.com
e) Disclosure procedures: Hayashi Service Co., Ltd., "Customer Consultation Office"
FAX: +81 3-3565-3366
E-mail: info@emhayashi.com
As stated in "Procedures for Disclosure of Personal Information" above.

Procedures for Disclosure etc. of Personal Information

(1) Upon request from the customer, and in accordance with the Personal Information Protection Act, when we receive a request for suspension of use or deletion of personal information (hereinafter, "Suspension of Use etc."), and there is reason for the Suspension of Use etc., we will, to the extent necessary to remedy the violation, suspend the use etc. of the personal information without delay. However, this does not apply if Suspension of Use etc. would require substantial cost or is otherwise difficult, and we take alternative measures necessary to protect the customer's rights and interests.
(2) Upon request from the customer, and in accordance with the Personal Information Protection Act, when we receive a request for suspension of provision of personal information to third parties, and there is reason for the request, we will suspend the provision of such personal information without delay. However, this does not apply if the suspension would require substantial cost or is otherwise difficult, and we take alternative measures necessary to protect the individual's rights and interests.
(3) When we have suspended use etc. of all or part of the personal information requested, or decided not to suspend it, or when we have suspended provision of all or part of the personal information to third parties, or decided not to suspend such provision, we will notify the customer of the decision and its reason without delay.

Cookies

This website uses a technology known as "cookies." A cookie is a mechanism that temporarily stores certain information on your device so you can be identified on subsequent visits. Our services assume cookies are enabled. If you do not allow cookies, some services may be unavailable. You can configure cookie permissions in your browser; please verify your settings as needed.
• EM Cleaning Hayashi uses cookies for the purpose of sales promotion, including advertising.
• EM Cleaning Hayashi uses multiple advertising services and displays ads on various partner sites of those ad-serving systems.
• You can opt out of cookies yourself.

Logs

When you access our website, we record operational information as access logs. Combined with your customer information, these logs are used within the scope of our purposes to improve service to you, and for root-cause analysis in case of issues, as well as statistical and usage analysis.

Links Disclaimer

We commit to our utmost effort to protect your privacy on this website. However, third-party companies linked from our site are outside our scope of responsibility and are subject to their own privacy policies.

SSL

Our website uses SSL (Secure Socket Layer) encryption on pages where personal information is sent or received (such as member registration and survey responses), to prevent interception by third parties.

<Revised 2023.9.21>