Middle East
Privacy PolicyRegarding Employees' Personal Information
Privacy Policy Regarding Employees' Personal Information
We have established the following privacy policy ("Policy") regarding the processing of personal information received from our directors, officers. full-time employees, contract employees, non-regular employee for specialized duties, part-time employees, those hired on a daily basis, and all other persons engaged in the business of our company ("Employee(s)").
1. Compliance with Laws and Regulations
In processing personal information, we will comply with applicable laws and regulations such as the Act on the Protection of Personal Information (“APPI“).
2. Personal Information, etc. to be Obtained
(1) Personnel and labor management information
Name, date of birth, address, gender, telephone number, cell phone number, e-mail address, photo, educational background, employment history, emergency contact information, family/relatives’ information, qualifications, nationality, residency status, awards and penalties, employee number, date of hire, etc.
(2) Information required for payroll, social insurance, and benefits procedures
Basic salary, allowances, etc., family/relatives’ information, social insurance information, bank account information, credit card numbers, attendance and leave information, entry and exit records, etc.
(3) Information related to education and training
Department, position, career history, training history, qualifications, evaluation information, languages, etc.
(4) Information on health and safety
Health status, medical history, physical and mental disabilities, results of medical examinations, stress check results, industrial physician interview records, working hours, etc.
(5) Other
IT system operation and access records, etc.
3. Purpose of Use
3-1 The purposes of use of personal information of Employees (including their dependents) are as follows
(1) To perform procedures related to hiring, employment insurance and social insurance, tax and social security, provision of benefits, various procedures required by laws, and other procedures necessary for employment management
(2) To process and communicate in the event of celebrations and condolences, such as marriages and deaths, and to perform other procedures necessary for personal changes and transfers of Employees
(3) To provide educational information, create talent development plans, and perform other necessary procedures to provide educational and training opportunities
(4) To perform duties related to payroll, bonuses, retirement benefits, corporate pensions, etc.
(5) To ensure that we fulfill our obligation to manage the health and safety of its Employees and to take appropriate measures to ensure a proper working environment.
(6) To provide business contact, communicate regarding equipment and facility management, and to perform procedures necessary for business activities
(7) To send newsletters and other communications
(8) To analyze and utilize personnel information to conduct analysis, etc. necessary for our business strategy, or to secure, assign, and train Employees necessary for the execution of said business strategy
(9) To perform duties related to personnel management, including transfers, evaluations, awards, and disciplinary actions
(10) For operations incidental to each of the preceding items
3-2 We will appropriately protect the personal information of our Employees in accordance with this Policy and will not use such personal information beyond the scope necessary to achieve the purposes of use notified at the time such personal information is received, except as permitted under the APPI or other laws and regulations.
4. Provision of Personal Data to Third Parties
4-1 We will not provide personal data of our Employees to any third party without obtaining the prior consent of the employee, except as stipulated in the APPI and other laws and regulations (including cases in which personal data is shared in accordance with the provisions of 4-2 below).
4-2 Joint use
(1) With respect to the personal data of Employees as described in 2 above, we may use the personal data for the purposes described in 3 above and may provide the personal data to NIHON L'ORÉAL K.K., Shu Uemura Cosmetics K.K., NLO K.K., Cosmelor Ltd., L’Oréal S.A., the parent company of us, and L’Oréal S.A.'s affiliated companies (including L’Oréal (China) Co. Ltd.).
The company responsible for managing the shared use: NIHON L'ORÉAL K.K. (7-1, Nishi-Shinjuku 3-chome, Shinjuku-ku, Tokyo, Japan. President and Representative Director: Jean-Pierre Chariton)
(2) We will share the personal data of Employees as described in 2 above with the TOKYO COSMETICS HEALTH INSURANCE SOCIETY and the NIHON L'ORÉAL Labor Union for the purposes of use described in 3-2 and 3-3 above.
The company responsible for managing the shared use: NIHON L'ORÉAL K.K. (7-1, Nishi-Shinjuku 3-chome, Shinjuku-ku, Tokyo, Japan. President and Representative Director: Jean-Pierre Chariton)
5. Proper Management and Security of Personal Data
We will take necessary and appropriate measures to prevent leakage, loss, or damage of personal data and for other security management of personal data. In addition, we may outsource the processing of personal data, in which case we will exercise necessary and appropriate supervision over the outsourced company.
6. Disclosure, Correction and Suspension of Use of Retained Personal Data
6-1 When we are requested by an Employee to notify the purpose of use of retained personal data ("Retained Personal Data") or to disclose Retained Personal Data or records of provision of Retained Personal Data to a third party, we will notify or disclose such data to the Employee without delay after confirming that the request is made by the Employee or his/her representative (if such personal data does not exist or it is difficult to disclose such data in the manner requested by the Employee, we will notify the Employee).
6-2 Based on the results of the necessary investigation, we will correct, suspend or delete the Retained Personal Data (hereinafter collectively referred to as "Correction, etc.") and notify the Employee to that effect (1) when we are requested to correct (including addition and deletion; the same shall apply hereinafter) the content of Retained Personal Data held and stored by us based on the provisions of the APPI because the content of the Retained Personal Data is not true, (2)in the event that the Retained Personal Data retained and stored by us is used for any of the following reasons: (i) because the Retained Personal Data is processed beyond the scope necessary to achieve the purpose of use publicly announced in advance without the consent of the Employee; (ii) because the Retained Personal Data is used in a manner that may encourage or induce illegal or unjust acts; or (iii) because the Retained Personal Data has been collected through deception or other wrongful means, (iv) the rights or legitimate interests are likely to be harmed by the processing of the Retained Personal Data, or (v) we have provided personal information to a third party in violation of laws and ordinances in accordance with the provisions of the APPI (including suspension of provision to a third party, the same shall apply hereinafter). If we decide not to make such Correction, etc. based on reasonable grounds, we will notify the Employee to that effect.
6-3 The provisions of the preceding two paragraphs do not apply to cases in which we are not obligated to disclose or correct personal information under the APPI or other laws and regulations.
6-4 When making a 6-1 or 6-2 request, please submit the documents specified below. We will respond to your request in writing or by e-mail to the address or e-mail address indicated on the Personal Information Disclosure Request Form.
Contact
Please send your request to the contact ("Inquiry Desk") listed in 7 below by sending the documents specified below by mail or e-mail.
Documents to be submitted in the case of a request by the person himself/herself
Please fill in all the prescribed items on the Personal Information Disclosure Request Form and submit it together with a copy of your personal identification documents (driver's license, certificate of residence, or health insurance card (for health insurance cards, the "insurer number and insured person's symbol/number" must be masked, the same applies to the health insurance card) .
Documents to be submitted in the case of a request by representative
If you wish to authorize a representative to handle your request, please send the Personal Information Disclosure Request Form and a copy of identification documents of the Employee (driver's license, certificate of residence, or health insurance card), along with the following documents, by mail or e-mail to our Inquiry Desk.
(1) Documents to verify the identity of the representative
A copy of the representative's identification (driver's license, certificate of residence, or health insurance card)
(2) Power of attorney, etc.
Please submit a power of attorney (stamped with the requester's seal) and a certificate of seal registration. If the representative is a legal representative such as a person with parental authority, a document showing the relationship with the requester may be submitted in place of the power of attorney and certificate of seal registration.
Fee
Only when requesting notification of the purpose of use of Retained Personal Data, disclosure of Retained Personal Data, or disclosure of records of provision to third parties, a fee of 500 yen will be charged.
7. Inquiry Desk
Please direct any comments, questions, requests for suggestions, or other inquiries regarding the processing of Employees' personal information to the following Inquiry Desk.
Shinjuku Park Tower, 3-7-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo 163-1071, Japan
Human Resources Division, NIHON L'ORÉAL K.K.
[email protected]
8. Procedures for Changing the Privacy Policy
We shall review the operation of the processing of Employees' personal information from time to time and strive for continuous improvement, and may change this Policy as necessary. In the case of a change in the content of the Policy that requires the consent of Employees under the laws, the consent of Employees shall be obtained in a manner prescribed by us, and if Employees agree to the change, their personal information already held by us shall also be processed in accordance with the content of the revised Privacy Policy.
Revised on March 15, 2024
7-1, Nishi-Shinjuku 3-chome, Shinjuku-ku, Tokyo
NIHON L'ORÉAL K.K.
President and Representative Director: Jean-Pierre Chariton