Privacy policyprivacy policy
privacy policy
SMART EXCHANGE Co., Ltd. (hereinafter referred to as "our company") has a business philosophy of "Making Japan the No. 1 tourist country in the world" and is committed to contributing to a changing society through our SMART EXCHANGE business, which installs and operates foreign currency exchange machines at tourist spots, accommodation facilities, transportation facilities, etc. in order to improve the convenience of foreign tourists visiting Japan and increase consumption in the local economy, and our cost optimization business, which provides streamlining and streamlined consulting for corporate customers, and is committed to improving the quality of our services and customer satisfaction. In addition to emphasizing compliance and complying with laws and regulations, we believe that protecting personal information is an essential social responsibility. Therefore, we make all employees aware of the importance of protecting personal information and thoroughly inform them so that personal information is always handled appropriately. We declare our basic stance on protecting personal information as follows.
1. Acquisition, use and provision of personal information
We will specify the purpose of use of the personal information we collect, and collect personal information only to the extent necessary to achieve that purpose.
When we obtain personal information directly from an individual, we obtain their consent in writing or by some other means regarding the purpose of use and handling of the information. (This applies to all personal information that we use for business purposes, including not only customers but also employees and business partners.)
In addition, except in the following cases, we will not handle personal information beyond the scope necessary to achieve the purpose of use (hereinafter referred to as "unintended use"), nor will we disclose or provide it to a third party without the person's consent. We will ensure that measures to prevent these things are implemented through our personal information protection management system.
- (a) When required by law
- (b) When it is necessary to protect the life, body, or property of a person and it is difficult to obtain the person's consent
- (c) When it is particularly necessary to improve public health or promote the sound development of children and it is difficult to obtain the person's consent
- (d) When it is necessary to cooperate with a national agency, local government, or a person entrusted by them in performing affairs specified by law, and there is a risk that obtaining the person's consent would hinder the performance of such affairs
2. Compliance with laws, regulations, national guidelines and other standards
We will comply with laws, regulations, national guidelines and other standards regarding personal information.
3. Prevention and correction of leakage, loss or damage of personal information
We will implement necessary and appropriate safety measures to prevent and correct the leakage, loss, or damage of personal information.
4. Complaints and inquiries regarding personal information
We will promptly and appropriately respond to complaints and inquiries regarding personal information. Please contact the following personal information inquiry desk.
5. Continuous improvement of the personal information protection management system
We have established and will operate a personal information protection management system that defines a code of conduct, internal regulations, and rules for the protection and appropriate handling of personal information. Furthermore, we will continually improve the personal information protection management system through periodic inspections of operations, internal audits, and reviews by management.
We will ensure that all employees are aware of this policy and will make it public to all relevant parties.
Established April 1, 2015
Last revised April 18, 2025
SMART EXCHANGE Co., Ltd.
Representative Director Masato Nakano
- Contact point for inquiries regarding personal information protection
- SMART EXCHANGE Personal Information Reception Desk, Tokyo Shiodome Building 6F, 1-9-1 Higashi-Shinbashi, Minato-ku, Tokyo 105-7306
TEL: 03-6281-4200
E-mail: contact@smart-exchange.co.jp
Purpose of use of personal information acquired directly in writing
The purposes for which personal information is collected by our company are as follows:
Personal information acquired when making inquiries about our products and services
- To respond to customer inquiries, requests, complaints, etc.
- To provide you with information about our products and services.
Personal information acquired when using our products and services
- To process applications for our services, billing, etc.
- To provide our services and for related communications.
- To provide you with various information regarding our services.
Personal information acquired from our executives and employees
- To manage employment, pay salaries, etc.
- To carry out general company operations, including personnel management, employee benefits, and emergency response.
Personal information when applying for employment with our company
- To conduct recruitment selection.
Purpose of use of personal information acquired by means other than direct writing
Personal information acquired by the Company through commissioned operations
- To carry out business entrusted to us by our customers.
Personal information acquired through call recording in call center operations
- To improve the quality of telephone correspondence with customers.
- *We may record telephone conversations for the above purposes.
Personal information acquired through security cameras in the SMART EXCHANGE business
- For crime prevention purposes regarding our products and services.
- *For the above purposes, we may install surveillance cameras on the equipment or installation locations and take photographs.
We will only collect personal information to the extent necessary to achieve these purposes.
Procedures for disclosure of customers' personal information (held personal data)
With regard to personal information that we have received from you for the above purposes (obtained directly in writing), if that personal information falls under the category of personal information subject to disclosure pursuant to the Personal Information Protection Act and the JIS standard (JIS Q15001:2023), we will respond appropriately in accordance with your request for notification of the purpose of use of that personal information, disclosure, correction, addition or deletion of content, suspension of use, erasure, and suspension of provision to third parties (hereinafter referred to as "disclosure, etc.") in accordance with the provisions of the law.
Information regarding disclosure requests
Company name, representative, personal information protection manager, etc.
Tokyo Shiodome Building 6F, 1-9-1 Higashi-Shinbashi, Minato-ku, Tokyo 105-7306
SMART EXCHANGE Co., Ltd. Representative Director Masato Nakano
Personal Information Protection Manager: Director, Business Promotion Dept.
Contact: contact@smart-exchange.co.jp
Measures taken to safely manage personal data held by us
Our company takes into account the external environment and takes the following measures to ensure the safe management of personal data we hold.
| Organizational safety management measures | We are taking necessary measures regarding the establishment of an organizational structure, operations in accordance with regulations regarding the handling of personal data, the development of means to check the status of personal data handling, the development of a system to respond to cases such as leaks, understanding the status of handling, and reviewing safety control measures. |
|---|---|
| Personnel safety measures | We provide regular training to our employees on important points regarding the handling of personal data. We also obtain written pledges that include matters regarding confidentiality of personal data. |
| Physical Security Measures | We take necessary measures regarding the management of areas where personal data is handled, prevention of theft, etc. of devices and electronic media, etc., prevention of leakage, etc. when electronic media, etc. are carried, deletion of personal data, and disposal of devices, electronic media, etc. |
| Technical security measures | We take necessary measures regarding information systems, such as access control, identification and authentication of users, prevention of unauthorized access from outside, and prevention of leaks associated with the use of information systems. |
Contact for requests for disclosure, etc.
If you wish to request disclosure, etc., please send the necessary documents and fees by mail to the address below.
SMART EXCHANGE Co., Ltd. Personal Information Protection Inquiry Contact Address: 1-9-1 Higashi-Shinbashi, Minato-ku, Tokyo 105-7306 Tokyo Shiodome Building 6th Floor, Business Promotion Department, Director
Documents to be submitted when requesting disclosure, etc.
| Document Name / Requester | Your identity | Legal representative | Any representative | remarks |
|---|---|---|---|---|
| Request for personal information disclosure, etc. | ○ | ○ | ○ | - |
| Documents verifying your identity | ○ | - | - | - |
| Documents proving your identity as the representative | - | ○ | ○ | - |
| A letter of attorney with your seal | - | - | ○ | - |
| Documents proving that you are a legal representative | - | ○ | - | - |
- *Please send a copy of one of the following documents to prove your identity or that of your representative:
- Driver's license (if your registered domicile is shown, please cover that part)
- Health insurance card
- Passport
- National Pension Book
- Basic Resident Registration Card with photo
- Employee's pension book
- Alien registration certificate
- Other photo ID issued by a public institution
commission
If you request "disclosure" or "notification of purpose of use," the following fees will be charged.
| Fee amount | 1,000 yen per claim |
|---|
- *Please enclose postage stamps or a fixed amount postal money order to cover the handling fee when sending the application.
Contact for inquiries/complaints regarding the handling of personal information
- SMART EXCHANGE Inc. Personal Information Inquiry Desk
- Tokyo Shiodome Building 6th Floor, 1-9-1 Higashi-Shinbashi, Minato-ku, Tokyo 105-7306
E-mail: contact@smart-exchange.co.jp
Reception hours for personal information inquiries: Weekdays (Monday to Friday) 10:00-18:00
- *In addition, since our company is a target business of the certified personal information protection organization "Japan Information Technology Promotion Association (JIPA)," you can also contact the inquiry desk of "Japan Information Technology Promotion Association (JIPA)" listed below.
- Japan Institute for Promotion of Digital Economy and Community (JIPDEC)
Privacy Mark Promotion Center Privacy Mark Office - Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032
TEL.03-5860-7563 FAX.03-5573-0562
Reception hours: Weekdays (Mon–Fri) 9:30–17:00 (excluding 12:00–13:00)