Privacy

Privacy Policy

Protea Japan Group (Protea Japan Co. Ltd. and its subsidiaries “the Group”), in its business of importing and selling cosmetics, supplements and health equipment, as well as beauty and sports equipment and health food products, has a basic philosophy of maintaining communication with its customers, building relationships of trust with them and pursuing customer satisfaction as a top priority. In addition, we recognise that the personal information provided by our business partners, personal information provided by customers and customer information obtained from our websites are the most important information assets in our business and that we have a social responsibility to protect all the personal information we handle, and we will make company-wide efforts to protect personal information in accordance with the following;

  1. When acquiring personal information, the Group specifies the purpose for which it is to be used and uses lawful and fair means within the scope of the Group’s legitimate business.
  2. The Group will only use the personal information it obtains within the scope of the purpose of use and will take measures to ensure that it is not used for any other purpose.
  3. When entrusting or providing personal information to third parties, the Group selects parties that meet adequate standards of protection and takes appropriate measures through contracts or other means.
  4. The Group complies with laws, governmental guidelines, and other norms regarding the handling of personal data.
  5. The Group recognises the risk of leakage, loss or damage of personal data and has established internal standards and responsibility systems for the prevention and correction of such risks and takes appropriate measures.
  6. The Group will respond sincerely and promptly to any complaints or consultations from the person concerned about the handling of his or her personal data.
  7. The directors and employees of the Group recognise the importance of protecting personal data and are committed to the appropriate protection of personal data. For this purpose, a personal information protection management system in accordance with the “Personal Information Protection Management System Requirements (JISQ15001)” has been established and all employees comply with it, while striving for its continuous improvement.

Date of establishment: 1 November 2013.
Date of revision: 1 November 2024.
Mark C. Minter, Representative Director and President, Protea Japan Co. Ltd.

Contact for Complaints and Consultations about the Privacy Policy and the handling of personal information

For any complaints or consultations regarding our privacy policy and handling of personal data, please contact the Personal Data Enquiry Desk below by post, telephone or email. Please note that we cannot accept requests made in person at our offices.

Prime Terrace Kamiyacho 7F, 4-1-13 Toranomon, Minato-ku, Tokyo 105-0001, Japan
Protea Japan Personal Information Inquiry Desk
Tel: 03-6361-1500 (Office hours: 10:00 – 17:00, except for Saturdays, Sundays, national holidays, and year-end and New Year holidays)
E-Mail: [email protected]

Authorised personal information protection organisations to which we belong:
Secure Broadcasting Authorization and Research Center

For the purposes of use and entrustment of personal information, please refer to the Disclosure on the purpose of our use of personal information.

For the procedure for requesting disclosure, see Procedures for requesting disclosure of personal information.

Disclosures on the purposes for which personal information is used.

Purpose of use of personal information
The Group will use personal information to the extent necessary to achieve the purposes of use in relation to the following operations

1. Nature of Business
(1) Sales of cosmetics, supplements and health equipment and their import and export business
(2) Sales of beauty equipment, sports equipment and health food products
(3) All operations incidental to (1) and (2) above.
(4) Recruitment services
(5) Employment and personnel management of employees, retirees and others

2. Purpose of Use
(1) Sales of cosmetics, supplements, medical equipment, beauty equipment, sports equipment, health food products and other products and ancillary services
(2) Provision of product information verbally, by direct mail, email, etc.
(3) Response to enquiries and consultations
(4) Proper and smooth conduct of the Group’s business.
(5) Performance of contracts for entrusted services.
(6) Exercise of rights and performance of obligations under contracts and laws relating to the Group’s business.
(7) Recruitment operations management
(8) Employment management of employees
(9) To check the safety of the establishment and the situation in the event of an accident, and to contact the person concerned.
(10) To respond to reception and manage security through surveillance cameras, etc.

Personal Information Protection Manager
Head of Legal & Compliance

Provision of personal information to third parties
The Group will not provide personal information to third parties without prior consent from the person concerned. However, this excludes the following cases
(1) Where the person concerned has given his or her consent
(2) Where required by law.
(3) Where it is necessary for the protection of a person’s life, body or property and it is difficult to obtain the person’s consent.
(4) Where the minimum necessary information is provided to a contractor to the extent necessary to achieve the purpose of use.

Joint Use of Personal Information
The Group will use personal information jointly as follows.
1. Purpose of Joint Use
(1) To provide comprehensive support, such as receiving orders and providing our products and services, and after-sales services of the Group
(2) To provide comprehensive guidance and information about our products and services, such as sending direct mail
(3) To cooperate with questionnaires and monitor surveys conducted to improve services
(4) To respond to inquiries and requests for information about the Group
(5) To improve the products and services provided by the Group
2. Items of Personal Information for Joint Use
(1) Name, address, telephone number, date of birth, gender, email address
(2) Details of transactions of the products and services, and details of inquiries
(3) Access information, device settings, log data, usage time, browsing history, user ID, type of browsing information, cookie information, etc.
3. Scope of Entities for Joint Use
Entities in the Group
4. Entity Responsible for Managing Personal information
Protea Japan Co. Ltd. and each subsidiary

Outsourcing of personal information
The Group may outsource personal information to other operators to the extent necessary to achieve the purpose of use. In such cases, we will select a contractor with a well-developed personal data protection system and conclude a contract regarding the protection of personal data.

Matters relating to procedures for responding to requests for Disclosure, etc.

At your request, we will notify you of the purpose of use, disclose (disclosure includes records provided to third parties), correct, add to or delete the content, stop using, erase and stop providing to third parties (the “Disclosure etc.”) of personal data in possession. The procedures to be followed when responding to such requests are as follows.

1. Contact for requests for Disclosure, etc.
For requests for Disclosure etc., please complete the prescribed request form, attach the required documents and send it by post. When sending the request form to the Group by post, please use a method that enables a record of delivery to be confirmed, such as recorded delivery or registered mail.
Personal Information Protection Manager, Protea Japan Co. Ltd.
TEL: 03-6361-1500 (available hours: 10:00-17:00, except Saturdays, Sundays, public holidays and year-end and New Year holidays).

2. Documents to be submitted with the request for Disclosure, etc.
To make a request for disclosure, download the following request form, fill in all the prescribed details and provide identification documents.
Please enclose one copy of an official document such as 1) driver’s licence, 2) passport, 3) health insurance card, 4) pension book or 5) alien registration card and send it to the following address.
*If your identity document contains your “legal domicile”, please fill it in beforehand before submitting it. If it has not been filled in when received by the Group, it will not be obtained by the Group.

1) To request disclosure or notification of the purpose of use of personal data and records provided to third parties (for a fee)
Request form for disclosure of personal information (PDF: 135KB)
2) To request the correction, addition or deletion of personal data, the cessation of its use or the cessation of its provision to third parties (free of charge).
Request form for correction and suspension of use of personal data (PDF: 132KB)
105-0001
Prime Terrace Kamiyacho 7F, 4-1-13 Toranomon, Minato-ku, Tokyo
Personal Information Enquiries Desk, Protea Japan Co. Ltd.

3. Request for disclosure by proxy
If you wish to authorise a representative to make a request for disclosure, please enclose the following documents in addition to those listed in the preceding section 2.
(1) In the case of a legal representative
– Documents confirming that the person has legal representation (an extract from the family register issued within the last three months or, in the case of a person with parental authority, a copy of the health insurance card within the validity period showing dependants (children))
– Documents confirming that the person has the right of legal representation.
– One copy of an official document such as 1) driver’s licence, 2) passport, 3) health insurance card, 4) alien registration card
(2) In the case of an authorized representative
– Power of Attorney designated by the Group Power of Attorney for requests for disclosure of personal data (PDF: 68.5KB)
– Proof of the person’s seal (one item, not older than three months, stamped on the power of attorney)

4. Fees related to the request
A fee of 800 yen per application is charged only for requests for notification of purpose of use or disclosure of content; please enclose 800-yen worth of postage stamps with the application form. If the fee is insufficient or if the fee is not enclosed, we will inform you to that effect, but if payment is not made within the prescribed period, we will assume that no request for disclosure has been made.

5. Method of responding to requests for disclosure
For notification and disclosure based on a request, we will respond by the method designated by the person, including the provision of digital records (or by the delivery of written documents if disclosure by such method would require a large amount of cost or be otherwise difficult).

6. Purpose of use of personal information obtained in connection with a request for disclosure
Personal data obtained in connection with a request for disclosure shall be handled only to the extent necessary for the request for disclosure.

7. if we are unable to comply with your request for disclosure etc.
The Group will not provide personal data to third parties without prior consent from the person concerned. However, this excludes the following cases:
– Where the person concerned has given their consent
– Where required by law
– Where it is necessary for the protection of a person’s life, body or property and it is difficult to obtain the consent of the person concerned.
– Where the minimum necessary information is provided to contractors to the extent necessary to achieve the purpose of use.

8. Contact for complaints about the handling of personal data in possession
Complaints about the handling of personal data in possession should be addressed to.
Personal information enquiries desk, Protea Japan Co. Ltd.
TEL: 03-6361-1500 (available hours: 10:00-17:00, except Saturdays, Sundays, public holidays and year-end and New Year holidays).

9. Safety Management Measures
Information regarding the safety management measures we have in place for the personal data we hold (including personal information that the Group has obtained or is about to obtain and that the Group intends to treat as personal data) will be disclosed upon confirmation of the identity of the person making the request. However, we may not be able to respond to your request if it would significantly interfere with our normal business operations, violate laws and regulations, or impede the safety management of personal information. Please contact Personal information enquiries desk.