Privacy Policy

Personal Information Protection (Privacy) Policy

Allm Inc. and its subsidiary companies (hereinafter referred collectively to as “We”, ”Us”, “Our”) are developing, maintaining, and operating medical, nursing, and care-related systems. In carrying out operations, we prescribe the following policy to carefully handle and are aware of the importance of protecting information that can be used to identify an individual, such as a customer’s name, address, telephone number, social security number, insurance id, or e-mail address (hereinafter referred to as “personal information”). In order to appropriately manage all media containing personal information acquired by us and personal information entrusted with by any third parties (personal information is acquired indirectly through housing and hosting services), all employees including executives understand the intent of this document and shall obey it.

Representative Director: Teppei Sakano
Date enacted: April 1st, 2006
Last revision: December 1st, 2016

1. Compliance with laws and regulations
We shall comply with the Personal Information Protection Law, guidelines stipulated by the country, and all other related laws and regulations.

2. Personal information management system
We shall appoint a Personal Information Management Officer to manage personal information and strive to establish a management system while handling personal information safely and properly in accordance with internal regulations. Furthermore, we shall take the appropriate precautions and corrective measures to prevent unauthorized access to, loss of, destruction of, tampering with, and leakage of personal information.

3. Acquisition and use of personal information
When we acquire personal information, we shall specify the purpose of use as much as possible, only use it to the extent necessary for business, and only after informing you in advance and obtaining your consent. Furthermore, we shall use it only to achieve the specified purpose of use, and shall take measures to ensure not used for other purposes. For details on the purpose of use, please refer to “Handling of Personal Information” described as below.

4. Handling of complaints, consultation, disclosure, and deletion of personal information
When we receive any complaint or consultation from you regarding the handling of personal information, or if you wish to request the disclosure, correction, or deletion of your own personal information, we shall respond within the scope of what is reasonable and necessary.

5. Continuous review and improvement
We shall periodically review our methods of managing personal information and the protection system in light of enactment of or amendments to laws and policies, and social changes. We shall continuously improve and maintain the personal information protection management system.

* We may change our Personal Information Protection Policy to further protect your personal information, or to conform it in accordance with establishment, revision or abolition of laws and regulations.
We may at any time revise our policy by posting it on our web site. Please check our current policy periodically.

Handling of Personal Information

The Company makes available the following information based upon the “JIS Q 15001:2006 Personal Information Protection Management Systems – Requirements”.

1. Company name
Allm Inc.(In Japan)
Subsidiary Companies: Allm USA Inc.(In USA), Allm Brazil(In Brazil), Allm Chile(In Chile), Allm EMEA GmbH(In Germany), Taiwan Allm(In Taiwan)

2. Personal Information Management Officer
Management Division – Kenji Ueki (contact via e-mail: privacy@allm.jp.)

3. Purpose of use of personal information
We may acquire personal information for the following purposes. Except in cases consented by you or mandated by law, we shall not use your personal information for any other purpose.

  • Personal information used to conduct business
    For the provision of our services (Medical/nursing care IT solutions, medical/nursing care social network, educational ICT, retail business intelligence, and other related business), making contact, delivering e-mail magazines, providing product and service information, delivery services, conducting surveys, and confirming items necessary for accounting audits.

  • Personal information acquired through inquiries
    For responding to your inquiries and requests, and for sending requested materials.

  • Information whose management was commissioned by a third party (including personal information kept indirectly by housing and hosting services)
    For handling of information to the extent necessary to carry out any contract related to the outsourcing of system development, operation, and maintenance, etc.

  • Personal information acquired from consignors or partner companies
    For exercising the rights and performing the duties related to transactions with consignors or partner companies, or acquiring information and making contact as necessary for business.

  • Personal information acquired from shareholders and investors
    For handling of inquiries and requests from shareholders and investors, sending requested materials, and for managing shareholders and stocks pursuant to laws and regulations.

  • Personal information acquired on the recruitment page
    For recruiting hirees; selection of job applicants, including those from temp agencies, placement agencies, and partner companies; and contact with the person in question.

  • Employees’ personal information
    For managing employee (executives, full-time, part-time, partner staff, etc.) salary, human resource, social insurance, welfare, etc., as well as for confirmation in accounting and general business affairs.
    For emergency business-related contact, business management, labor management, and safety management.
    The person in question will be informed again of the purpose of use for the provision of products and services, as well as during interviews or hiring.

4. Provision of personal information to third parties
We shall not provide your personal information to any third party except in the following cases.

  • With your consent.
  • Mandated by laws and regulations of Japan, USA, or Brazil.
  • It is necessary to protect life, body, or property of a person, and it would be difficult to obtain the consent of the person in advance.
  • It is necessary to cooperate with the execution of the legally prescribed work of a national agency, local government, or an agent thereof, and obtaining consent of the person would risk hindering the execution of that work.

5. Consignment of the handling of personal information
We may outsource our work that includes the handling of personal information within the scope of use prescribed in Paragraph 3 to contractors with whom we have entered into a confidentiality agreement. We shall select contractors that meet our standards for the handling of personal information, periodically manage and supervise those contractors, and protect personal information in collaboration with those external contractors.

6. Disclosure of personal information
We shall respond to disclosure requests for personal information that is subject to disclosure.
For details on applying for disclosure, please refer to the “Disclosure Request Procedures”.

7. Optional nature of providing personal information
Provision of personal information is voluntary. However, not providing personal information may disable us to respond or provide services.

8. Use of cookies
Portions of this web site and mobile applications adopt a technology called a “Cookie”. Cookies are a mechanism by which specified information is stored on your communication device as a file so that you can be identified based on that file whenever you connect to the web site. By the identification, we aim to provide better services and not to acquire information that can be used to identify you as an individual.
Please note that you may disable cookies using the settings in your browsers, but this will render a portion of the services unavailable.

Inquiries regarding personal information

Please contact the following with any opinions, questions, or complaints regarding our handling of personal information. Please kindly note that we cannot accept inquiries made by directly visiting our Company.
150-0002 Tokyo Shibuya-ku Shibuya 3-27-11 Yushin Bldg. Shinkan 2F
Allm Inc. A counter for inquiries regarding personal information
E-mail: privacy@allm.jp

Procedures to request disclosure

We shall respond to the following requests for disclosure, correction, addition, deletion, or veto of use or provision (hereinafter, “disclosure”) based on a request made by you or your attorney in accordance with the Personal Information Protection Law.
Please kindly note that disclosure requests by our customers using our products and services will also be responded to as much as possible by contacting each service, even if the customer does not follow the procedures described as below.

1. Personal information subject to disclosure requests
For disclosure requests, please specify the personal information that is the subject of the request (name; address; telephone number; employment information, including work place, position, job title; and e-mail address).
However, in the following cases disclosure may not be possible. In those cases, you shall be notified without delay.

  • In case we are acting as a contractor and do not have the right to disclose the information.
  • In case it is likely to cause significant hindrance to the proper execution of our business.
  • In case it is likely to cause damage to life, body, property, or other rights and interests of you or any third party.
  • In case the disclosure would violate the laws and regulations.

2. Contact information for disclosure requests
Making a disclosure request, please enclose the prescribed application form, necessary documents, and fee and then send it to the following address via post. (Please note that we cannot accept a request except for the above procedure.) Please write “Contains disclosure request documents” in red ink on the envelope.
150-0002 Tokyo Shibuya-ku Shibuya 3-27-11 Yushin Bldg. Shinkan 2F
Allm Inc. A counter for inquiries regarding personal information

3. Documents (forms) to be submitted for disclosure requests
Please prepare application form, and include the following documents.

  • Identifying document (One copy of either document; a Certificate of Items Stated in Resident Register, health insurance card, or passport)

4. Documents (forms) to be submitted by an attorney for disclosure requests
Please prepare application form, and include the following documents.

  • Identifying document (One copy of either document; a Certificate of Items Stated in Resident Register, health insurance card, or passport)
  • Prescribed Power of attorney related to the disclosure of personal information, and the document should be affixed the registered seal or signature.
  • A seal registration certificate or a signature certificate affixed on the power of attorney (within three months from the date of issue)

5. Method of response to disclosure requests
Request will be answered in writing via registered mail, and will be sent to the applicant’s address listed on the application form.
It will take at least two weeks to respond to a disclosure request.
Please kindly note that the response may be even further delayed due to our business circumstances.

6. Purpose of use of personal information acquired through disclosure requests
Regarding personal information acquired through disclosure requests, we will use it only within the scope necessary to confirm the identity of you or your attorney, to contact, and to respond to the disclosure request.
We will preserve the submitted documents for one year after the completion of the disclosure request, and after the expiration of the period, we will dispose them according to the appropriate procedure.

7. Non-disclosure of personal information subject to disclosure
Information will not be disclosed in the following cases. If we make the decision that information shall not be disclosed, we will inform you with the reason for it. Please kindly note that the specified fee is charged even in cases of non-disclosure.

  • If we cannot confirm personal identification because of the discrepancy between address on the application and the personal identification documents, or our records.
  • If we cannot confirm the authority of representation by the submitted power of attorney.
  • If the specified application form is incomplete or defective.
  • If the fee is insufficient or has not been enclosed.
  • If the request does not correspond to the personal information disclosure.
  • If it is likely to cause damage to the life, body, property, or other rights and interests of you or any third parties.
  • If it is likely to seriously impede the proper execution of our business.
  • If it otherwise violates laws or regulations.