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In the event of any discrepancy between this translated version and the Japanese version, the Japanese version shall prevail.

Privacy Policy

株式会社フォーク (hereinafter referred to as “the Company”) provides various services under our management philosophy of “Human Interface,” which aims to make computers the ultimate partner for human beings. In our business operations, such as our contact center and server hosting businesses, we frequently have the opportunity to handle personal information entrusted to us by all our customers, including our affiliated companies. We recognize the importance of personal information and the gravity of our responsibility to protect it, and believe that protecting personal information is the most critical policy we must adhere to in our business operations. In promoting all our operations, including the above, we have established the following policies and will formulate, implement, maintain, and continuously improve a systematic personal information protection management system that is integrated into all our management activities.

1. Acquisition, Use, and Provision of Personal Information

When acquiring personal information, we will do so after specifying the purpose of use to the greatest extent possible. When using personal information, we will use and provide it within the scope of the specified purpose of use and will not handle personal information beyond the scope necessary to achieve that purpose. However, we may acquire, use, and provide personal information regardless of whether the individual has consented, if it is necessary to protect the rights, interests, life, or body of the individual, or if required by law.

2. Acquisition, Use, and Provision of Specific Personal Information

When acquiring Individual Numbers (My Number), we will do so through lawful and fair means. When using Individual Numbers, we will limit use to the scope of use stipulated in Article 9 of the “Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures” (hereinafter referred to as the “Number Act”), and the person performing administrative tasks using Individual Numbers will use them only to the extent necessary to perform such tasks. We will not provide Specific Personal Information (personal information that includes Individual Numbers) except as provided for in Article 19 of the Number Act.

We will comply with laws, national guidelines, and other norms applicable to the personal information we hold, and we will appropriately review and improve our initiatives within our personal information protection management system.

4. Prevention and Rectification of Leakage, Loss, or Damage of Personal Information

To prevent the leakage, loss, or damage of acquired personal information, we will implement security management measures for information systems and other areas. We will also identify deficiencies through audits and continuously correct them.

5. Handling of Complaints and Inquiries

We will maintain a standing contact point to receive and respond to complaints and inquiries from individuals. Furthermore, when a complaint or inquiry is received, we will respond appropriately and promptly. Any personal information acquired in connection with such responses will not be used or provided for any purpose other than responding to the complaint or inquiry.

6. Continuous Improvement of the Personal Information Protection Management System

We will establish a management system for personal information protection and implement continuous corrective and preventive measures by having our Representative Director review the management system. Furthermore, we will work to document and implement all procedures regarding the policies mentioned above and other matters necessary for personal information protection.

Established: May 4, 2005
Last Revised: October 1, 2020
株式会社フォーク
President and Representative Director: Go Sato

[Personal Information Complaints and Inquiries Contact] 〒107-0062 東京都港区南青山1-12-3 LIFORK MINAMI AOYAMA N103 株式会社フォーク Contact: Nobuaki Mizutani, Personal Information Protection Manager TEL: 03-5468-1020 For inquiries, please click here (Hours: Monday–Friday, excluding holidays, 10:00 AM – 6:00 PM)

Inquiries include the following:

  • Notification of the purpose of use
  • Complaints and inquiries
  • Requests for disclosure, correction, etc.

Handling of Personal Information at Our Company

Purpose of Use of Personal Information

Given that our primary businesses include contact center operations, customer management, system construction, MSP services, network consulting, and web production/development, we define the purposes for which we handle personal information as follows:

1. Personal Information Handled in Outsourced Operations

  • For responding to inquiries
  • For conducting campaigns, surveys, contests, etc.
  • For drawing lots, selecting winners, contacting participants, and shipping prizes related to the above
  • For providing information via email newsletters, etc.
  • For member and user management and service provision on web services and EC sites
  • For research, analysis of marketing data, and service development

2. Personal Information of Business Partners

  • To implement and appropriately manage contract details

3. Personal Information of Shareholders

  • To exercise rights and fulfill obligations based on the Companies Act and Commercial Code
  • To provide various benefits from the Company
  • To implement various measures to maintain smooth relations between shareholders and the Company
  • For shareholder management, such as creating shareholder data based on specified standards in accordance with various laws and regulations

4. Personal Information of Applicants for Employment

  • To provide recruitment and job opening information, etc., and to communicate with those interested in working for our company and those who have applied
  • For recruitment and selection processes
  • To improve selection accuracy and keep records by recording online interviews
    Note: In our online interviews, we record audio/video and use AI for transcription.

5. Personal Information of Our Employees (including former employees)

  • Employee management, payroll management, performance evaluations, and various internal applications
  • Contact in case of emergencies
  • Procedures related to welfare and benefits
  • Handling that is indispensable for the execution of duties
  • Other handling based on laws and regulations

6. Personal Information of Inquirers

  • To improve the way we interact with customers, etc.
  • To accurately understand and respond to the content of inquiries and communications

7. Personal Information of Participants in Our Events, Workshops, Seminars, etc.

  • To provide information about future events, workshops, seminars, etc., from the Company
  • To introduce the activities of events, workshops, seminars, etc., on our website, social media, public relations materials, etc., using photos and videos

8. Footage from Office Security Cameras

  • To prevent unauthorized entry into Company-managed facilities
  • To prevent crime
  • To ensure safety and protect assets

9. Recorded Audio Data from Company Telephone Lines

  • To improve telephone response quality and verify call contents

10. Recorded Audio/Video Data of Meetings and AI-generated Minutes

  • To accurately record meeting content, assist in creating minutes, and share information with absentees and others involved in the meeting

Note: If we notify you of a purpose of use individually, that purpose shall apply.
Note: The term “to appropriately manage contract details” in the purposes of use above includes “use prior to entering a contract” and “use after the conclusion of a contract.”

Purpose of Use of Individual Numbers

We use the Individual Numbers (referring to the numbers defined in the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures) received for the following purposes:

  • Administrative tasks for creating withholding tax slips for employment income and retirement income
  • Administrative tasks for reporting employment insurance
  • Administrative tasks regarding claims based on the Industrial Accident Compensation Insurance Act
  • Administrative tasks for reporting health insurance and employees’ pension insurance
  • Administrative tasks for creating payment records for remuneration, fees, etc.
  • Administrative tasks for creating payment records for dividends, distribution of surplus, and interest on funds

Procedures for Disclosure, etc., of Personal Information or Records of Provision to Third Parties Defined by the Company

Personal information subject to disclosure, correction, etc. (hereinafter referred to as “Retained Personal Data”) refers to items 2 through 9 in the “Purpose of Use of Personal Information” above.

1. Where to Submit Requests for Disclosure, etc.

“Personal Information Complaints and Inquiries Contact” (as described in the Privacy Policy)

2. Form of Documents to be Submitted for Requests for Disclosure, etc.

Please send our designated “Application for Disclosure, etc.,” identification documents, and the required fee to the “Personal Information Complaints and Inquiries Contact.” We will respond as quickly as possible. (Please refer to the explanation below regarding identification documents and fees.)

3. Identification Documents

  • In the case of an application by the individual themselves
    Not required (we may contact you at a later date to verify your identity.)
  • In the case of an application by a proxy
    All applicable documents from the list below.
In the case of a person with parental authority (or a minor under guardianship)
  • A copy of an official certificate verifying the individual's address and registered domicile
  • A copy of the Family Register (Certificate of All Matters)
  • A copy of an official certificate verifying the proxy's address and registered domicile
In the case of an adult guardian (legal representative of an adult under guardianship)
  • A copy of an official certificate verifying the individual's address
  • A copy of the "Certificate of Registered Matters" (showing that they are the legal representative of the individual.)
  • A copy of an official certificate verifying the proxy's address
In the case of a proxy by power of attorney
  • A copy of the individual's Seal Registration Certificate
  • A power of attorney designated by the Company (stamped with the seal used for the Seal Registration Certificate)
    (If you do not have our designated power of attorney, please contact us. We will send it to you immediately.)
  • A copy of an official certificate verifying the proxy's address (for lawyers, a registration number is acceptable)
    Note: "Official certificate" refers to a My Number Card (the side with the photo), driver's license, health insurance qualification certificate, Basic Pension Number Notice (or pension book), passport, residence card, Special Permanent Resident Certificate, Seal Registration Certificate, copy of a residence certificate, copy of a Family Register, etc.
    Note: The identification documents provided will be used as follows. Please only send them if you agree.
    This personal information will be used to respond to requests for disclosure, etc. Depending on the identification documents provided, we may acquire certain sensitive personal information, such as registered domicile. In such cases, please black out or erase sensitive personal information before submission. We will not provide this personal information to third parties without the individual's consent, except as required by law. We also do not plan to entrust the handling of this personal information to third parties. If we cannot verify your identity through the identification documents, we may not be able to respond to requests for disclosure, etc.

4. Fees

For “Notification of the Purpose of Use” or “Disclosure,” a fee of 1,000 yen will be charged per application. Please enclose 1,000 yen in postal money orders with the above documents. If the fee is not enclosed as described above, we will contact you, but if payment is not made within the specified period, we will consider the request for disclosure, etc. as not having been made. As a rule, submitted documents will not be returned.

5. Precautions

The Company cannot be held responsible for the loss or non-arrival of documents in transit via mail or delivery.
Please fill in all required items. If there are deficiencies in the documents, we may return them.
We may be unable to respond to requests for disclosure, etc. in cases that fall under exceptions in the Act on the Protection of Personal Information.
Depending on the content, it may take some time.
Personal information collected in connection with requests for disclosure, etc. will be handled only to the extent necessary for such requests. Submitted documents will be appropriately disposed of by the Company.
Please note that as a result of “Correction, etc.” or “Suspension of Use, etc.,” you may no longer be able to use the relevant services.

Note: “Retained Personal Data” refers to personal information that is part of a collection of information structured so that it can be searched using a computer, or a collection of information structured by organizing, classifying, and adding a table of contents, index, etc., so that specific personal information can be easily searched, and for which the Company has the authority to respond to all requests for disclosure, correction, addition, deletion, suspension of use, erasure, and suspension of provision to third parties. For details, please contact the “Personal Information Complaints and Inquiries Contact.”

Measures Taken for the Security Management of Retained Personal Data

1. Formulation of Basic Policies

To ensure the appropriate handling of personal data, we have formulated basic policies such as the Privacy Policy.

2. Establishment of Rules for Handling Personal Data

See “Information Security Initiatives” on the Information Security Policy page.

3. Status of Implementation of Security Management Measures (Organizational/Human/Physical/Technical)

See “Information Security Initiatives” on the Information Security Policy page.

4. Understanding of the External Environment

See “Information Security Initiatives” on the Information Security Policy page.

Access History and Use of Cookies on Our Website

1. About Access History (Access Logs)

When you access our website, your access history (access logs) is automatically recorded.
This is to statistically analyze site usage and make the site more convenient in the future.
Additionally, it may be used to identify and resolve causes of problems occurring on our website.
No personal information about you is recorded in this access history.

2. About the Use of Cookies

Some pages on our website use cookies. A cookie is a mechanism that sends data from our web server to your browser and later reads that data back; it does not collect your personal information.
Furthermore, you can disable cookie functionality through your browser settings.

3. Use of Google Analytics

Our website uses Google Analytics provided by Google to understand and analyze site usage. Google Analytics uses cookies to analyze the usage of our services. How Google collects and uses access information is described in the Google Analytics Terms of Service and Google’s Privacy Policy.