In the course of our various transactions in connection with our truck manufacturing and sales business, etc., UD Trucks Corporation （the “Company”） may ask our customers and business partners (hereinafter collectively referred to as “Customers, Etc.”) to provide their personal information. The Company deeply understands the importance of protection of personal information of our Customers, Etc., and believes that we cannot maintain amicable relationship with our Customers, Etc. without protection of their personal information. Therefore, in order to build stronger relationship with and to gain further trust from the Customers, Etc., the Company hereby discloses our privacy policy as follows:
Handling of Personal Information
1. Acquisition and use of personal information
We will acquire and handle personal information (customer information, business partner information, vehicle information, etc.) to the extent necessary for our business and by legal and fair means.
We will retain your personal information only for the period necessary for the purposes described in 2.1 through 2.10. We also keep it only as long as necessary for our critical business purposes, such as maintaining the performance of our products and services and making business decisions based on new features and data about our products and services.
-Handling of Sensitive Information
The Company shall not disclose to third parties any personal information from Customers, Etc., that may be considered sensitive (including race, creed, social status, medical history, criminal record, criminal damage information, etc.), labor union affiliation, family origin and domicile of origin, health care, and sex life information ("Sensitive Information") without consent, unless:
(i) When in accordance with laws and regulations
(ii) When it is necessary for the protection of the life, body, or property of an individual
(iii) When particularly necessary to improve public health or to promote the sound growth of children
(iv) When it is necessary to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government to execute affairs prescribed by laws and regulations.
-Provision of information to third parties without the consent of the individual
We will not provide personal information to third parties without the consent of the individual, except in the following cases:
(i) When required by law
(ii) When it is necessary for the protection of the life, body, or property of an individual and it is difficult to obtain the consent of the individual.
(iii) When it is particularly necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the consent of the person concerned.
(iv) When it is necessary to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government to execute affairs prescribed by laws and regulations, and obtaining the consent of the individual is likely to impede the execution of such affairs.
(v) Cases in which the third party is an academic research institution, etc. and it is necessary for said third party to handle said personal information for academic research purposes. (Including cases where a part of the purpose of handling such personal information is for academic research purposes, and excluding cases where there is a risk of unreasonable infringement on the rights and interests of individuals).
In addition, when personal information is provided to a third party or acquired from a third party (including cases in which personal information is acquired as personal information), the name of the recipient/provider and other items required by law shall be verified, recorded, and stored. The Company shall confirm, record, and store the name of the recipient/provider and other items required by law.
2. Purpose of handling personal information
The Company will not use the personal information of our Customers, Etc. for any purpose other than those listed below:
(1) notifying Customers, Etc. periodical inspection and automobile safety inspection, etc. by means of mailing, telephone communication, e-mail communication, etc. and conducting maintenance, safety inspections, customization etc. as requested;
(2) notifying the Customers, Etc. product quality management and filing of recalls, etc.;
(3) notifying Customers, Etc. our products, services, events and sales campaigns, etc. by means of mailing, telephone communication, e-mail communication, etc.;
(4) as an insurance agency, using personal information to the extent necessary to perform the duty of providing property damage insurance, life insurance and ancillary services of each insurance company.;
※ Our company will not acquire, use, or disclose Sensitive information without the consent of the customer, except when permitted by law or other regulations. However, our company may handle sensitive personal information when necessary for the performance of insurance agency operations, under the following circumstances:
(i) When acquiring, using, or disclosing sensitive personal information of employees or members of organizations such as political, religious, or labor unions, to the extent necessary for the performance of insurance premium collection tasks.
(ii) When acquiring, using, or disclosing sensitive personal information to the extent necessary for the performance of insurance claim payment tasks involving inheritance procedures.
(iii) When acquiring, using, or disclosing sensitive personal information based on the consent of the individual to ensure appropriate business operations in the insurance industry, to the extent necessary for the performance of business tasks.
(5) utilize for planning, research and development, quality improvement of products and services, enhancement of customer satisfaction, and support of sales (marketing) activities.;
(6) credit decisions and credit management.;
(7) upon applying for an automobile lease for our trucks, providing the following personal information necessary for the automobile lease of the Customers, Etc. to service providing companies, including leasing companies the Customers, Etc. request.;
(8) Provide the following services using vehicle information to customers who use our vehicles.
Operation management service: A service that aggregates and analyzes your vehicle operation data in real time.
Operational support: Services to support customers in improving the utilization rate of their vehicles
(9) To sell imported cars and provide related services.;
(10) To subsidize projects for the promotion of social welfare, education, culture, tourism, sports, and other activities aimed at enhancing the public interest, as well as to promote such activities.:
[personal information to be provided:]
address, name, date of birth, telephone number, facsimile number, e-mail address, credit information and information concerning our transactions with the customer
3. Sharing of Personal Information
Joint Use of Personal Information
(1) In the course of our truck manufacturing and sales business, etc., the Company will share the following personal information of the Customers, Etc. among the companies which consist the group of companies for the following purposes:
(i) Management of transactions between the group company and the customer;
(ii) Management of payments by the group company to the business partners; and,
(iii) Management of payments by the customers to the group company.
[Information to be Shared:]
address, name, telephone number, facsimile number, e-mail address, bank account number and other bank account information
(2 ) The Company will share the following personal information of the Customers, Etc. among the dealers of the Company and the Company’s private dealers for the purposes stated in Paragraph 2, items (1) to (10).
[Information to be Shared:]
(i) Information obtained through the telecommunication measurement equipment installed in our vehicles, such as fuel efficiency information, distance driven, driving conditions, vehicle conditions, vehicle location information; and,
(ii) Information such as vehicle registration number, registered information of owners etc., addresses of owners , maintenance records etc., and base address of users which the Company and the Company’s private dealers are in possession of.
Handling of personal information related to outsourcing
The Company will not provide any personal information of the Customers, Etc. to any other companies or third parties without due cause, except to the third parties listed in Paragraph 2, Item (4) and (9) above and the shared users of the personal information as listed in Paragraph 3, Item (1) and (2) above. Provided, however that if a customer or a guarantor of the customer falls under any one of the following items, then the personal information of the customer may be shared with member companies of Automobile Dealers Association to which the Company belongs to as reference for credit decisions and transactions after execution of contract:
(i) if the note or check issued or drawn by the customer for the Company is declared dishonoured, or the customer is declared suspension of payment in general;
(ii) if the customer requests the Company to extend the due date of any payments to the Company and the Company accepted the request;
(iii) if, in the course of an individual transaction with the Company, the customer delays payment to the Company due to reasons for which the customer is held responsible; or,
(iv) if the customer files for bankruptcy, civil rehabilitation, corporate reorganization or special liquidation procedures, or if the competent authority revokes the business license of the customer.
[Information to be Shared:]
address, name, date of birth, telephone number, facsimile number, e-mail address, employer, date of execution of the relevant contract, product name, contract amount, number of installment payments, remaining balance of the contract amount, monthly payment status, etc.
4. Responsibility for management of personal information
The Company will be the manager of the shared use of the personal information of the Customers, Etc. In addition, businesses handling personal information under the Act on the Protection of Personal Information are as follows:
UD Trucks Corporation
1-1, Ageo-shi, Saitama 362-8523, Japan
5. Rights of the data subject - disclosure, correction and suspension
If the Customers, Etc. requests to verify, revise, delete, restrict the use, or request the cessation of third-party provision etc. its own personal information, the Company will disclose such personal information to the customer by asking the customer to submit a writing designated by the Company. Please contact the Customer Information Desk of the Company or your nearby business location of the Company as to how you can access the Written Request for Disclosure and other written form designated by the Company. Upon your request for disclosure, please have a driver’s license or other identification information ready, with which the Company can confirm your identity. Please note that the Company requests you to pay us a service fee per single item of personal information to be disclosed. Additionally, the personal information submitted for disclosure requests will only be used within the scope necessary for handling disclosure requests. Furthermore, submitted documents will not be returned.
Customers also have the right to exercise their right to opt-out of the Company sharing their personal information by contacting our contact point. Moreover, if customers believe that the processing of their personal information by the Company violates the law, they have the right to lodge a complaint with the data protection supervisory authority at any time.
6. Contact Information
Contact Information regarding Handling of Personal Information by the Company:
UD Trucks Contact Desk (Info.ud_privacy@udtrucks.com)
7. Compliance with Laws and Regulations
The Company will comply with the statutes and other rules and regulations of the countries in which our corporate group operates in relation to handling of personal information of the Customers, Etc.
8. Security Control Measures
The Company will take appropriate safety measures and other efforts to avoid leakage, falsification, loss, etc. of personal information of the Customers, Etc., by implementing appropriate safety measures organizationally, personally, physically, and technologically based on internal regulations such as the security policy.
Our company takes adequate security measures to prevent leakage, loss, or damage of personal data and ensures the accurate and up-to-date nature required to achieve the intended purposes. This includes the establishment and implementation of regulations related to security management, as well as the establishment of a system to ensure compliance. We have separate internal regulations concerning the security management measures for personal data, the specific details of which are primarily as follows. For any inquiries regarding security management measures, please contact our inquiry desk.
(1) Development of basic policy
(2) Maintenance of handling rules for safe management of personal information
(3) Organizational safety control measures
(4) Personal safety control measures
(5) Physical safety control measures
(6) Technical safety control measures
(7) Supervision of contractors
(8) Understanding the external environment
9. Continuous Improvement
The Company will implement periodical inspection with respect to handling and security measures of personal information of the Customers, Etc. and provide its best effort for continued improvement of personal information handling.
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Revised July 01, 2024
UD Trucks Corporation
