Privacy Policy

Basic Guidelines Regarding the Handling of Personal Information

1. Basic Policy

Eki Rent-A-Car System Co., Ltd. (hereinafter referred to as the "Company") complies with laws and company regulations regarding the protection of personal information (defined as information describing a living individual which may be used to identify the specific individual by name, date of birth and such) and fulfill expectations to protect personal information by obtaining, using, and discarding such information in a proper and safe manner, as well as maintaining the information up to date.

2. Organizational Efforts

  • (1)The Company will comply with laws and regulations regarding protection of personal information;
  • (2)The Company will establish a set of company regulations for the handling of personal information, develop the necessary rules for each system/operation where personal information is involved, and adhere to such regulations and rules;
  • (3)The Company will periodically confirm whether personal information is properly handled, and improve the system in the face of any issues;
  • (4)The Company will request our group companies and other business partners including entities and individuals to join the effort to adhere to the company regulations; and
  • (5)The Company will make this Basic Policy available at any time by methods such as posting the policy on our website (http://www.ekiren.co.jp/).

3. Concerning the Handling of Personal Information

The Company will strive to achieve the following principles regarding the handling of personal information:

  • (1)Development of an Organizational Framework
    The Company will properly manage personal information by assigning a manager for each piece of personal information.
  • (2)Collection of Personal Information
    The Company will collect personal information in a proper manner by clarifying the intended use of the collected information.
  • (3)Use of Personal Information
    The Company will limit the use of personal information to the intended scope, with a strong awareness toward the importance of protecting personal information.
  • (4)Proper Management of Personal Information
    The Company will implement necessary safety measures for the management of personal information.
  • (5)Respect for Owner's Rights
    The Company will respect the owner's rights regarding personal information. When requested to disclose, correct, or suspend usage of such information, the Company will respond to the extent specified by the reasonable authorities and laws
  • (6)Education and Supervision of Employees
    The Company will provide continuous education and proper supervision to employees responsible for handling personal information, in order to ensure proper management of personal information.
  • (7)Supervision of Subcontractors
    The Company will provide the necessary and appropriate supervision to subcontractors to whom handling of personal information is commissioned, in order to ensure proper management of personal information.
  • (8)Continuous Improvement Regarding Handling of Personal Information
    The Company will strive to continue its effort in improving how it handles personal information.

Specific Matters Regarding the Handling of Personal Information

The Company will collect personal information that is necessary for proceeding with its business operations. Such information will be handled in accordance with the "Basic Policy Regarding the Handling of Personal Information" as well as following the rules as follows:

1. Purpose of Use of Personal Information

The Company will use personal information collected from its customers for the purposes listed below. The Company may also provide such information to its subcontractors to the extent necessary for the commissioned services.

  • (1)To conclude and implement contracts on car rental or other businesses (Note 1) as well as provision of services associated therewith, and to conduct management after conclusion of such contract as well as post-sales services regarding the provided services;
  • (2)To make necessary communications to conduct car rental or other businesses (Note 1) and associated services;
  • (3)To confirm and review the identification of customers;
  • (4)To manage car rental members in the rent-a-car business;
  • (5)To charge, collect, and preserve credit (including cases where credit card payment processes or the like is entrusted to credit loan companies) associated with the car rental or other businesses (Note 1) and associated services;
  • (6)For market research and other research & development;
  • (7)To conduct various forms of management necessary for business operation;
  • (8)To hold sweepstakes and other promotional campaigns;
  • (9)To conclude and implement contracts with business partners as well as to conduct management after conclusion of such contracts;
  • (10)To receive and respond to inquiries and comments from customers; and
  • (11)To ensure security for customers and employees.

2. Provision of Personal Information to Third Parties

The Company will not provide third parties with personal information collected from customers without obtaining prior consent, with the exception of the cases where any of the purposes described in "1. Purpose of Use of Personal Information" applies, or those falling under any of the following items:

  • (1)Provision of information is mandated by law;
  • (2)Provision of information to companies for which prior consent has been obtained from the customer;
  • (3)Provision of information is necessary to protect the life, body, or property of an individual, given that the individual is unable to provide consent himself/herself;
  • (4)Provision of information is necessary to improve public health or promote healthy child nurturing, given that the individual is unable to provide consent himself/herself;
  • (5)Provision of information is necessary to collaborate with a national institution, regional institution, or an entity entrusted thereby with performing the functions prescribed by laws and regulations, given that obtaining consent from the individual may interfere with the execution of those functions; or
  • (6)Vehicles owned by a partner company (Note 2) are provided (in this case, the handling of personal information is governed by the terms and conditions of the applicable partner company).

3. Procedures for Personal Information Disclosure and the Like

With respect to personal information obtained by the Company, if a customer desires to disclose one’s own personal information or handle such information in the like manner, the Company will respond to the extent permitted by the reasonable authorities or laws and regulations. The identity of the requesting individual must be validated, and processing fees may apply for certain cases.

  • (1)Types of disclosures and similar requests
    • [1] Notification of purpose of use (free of charge)
    • [2] Disclosure (fee applies)
    • [3] Correction, addition or deletion of details
    • [4] Suspension or cancellation of use
    • [5] Suspension of provision to a third party
    Individuals requesting to suspend or cancel use of personal information are requested to understand that, by doing so, the Company may no longer be able to provide services to their satisfaction (requestors are also to note that such request may not be possible due to regulations or depending on the type of the personal information possessed by the Company).
  • (2)Where to Make the Disclosure Requests and the Like
    In order to request a disclosure or the like, complete the request form for disclosures and the like that is designated by the Company (Note 3) with the necessary information and send the form, document validating the requestor's identity (Note 4), and fee (Note 5) to the address below by means of ordinary registered mail, simplified registered mail, receipt-on-delivery mail, or any other type of mail that allows for delivery to be recorded. The Company will not respond to any requests submitted without going through this process (this includes requests made at the company, in person). Failure to complete the request form properly or inability to validate the requestor's identity will be notified and the requestor will be asked to submit the request once more. If the second request is not received within two weeks of this notification, the Company will handle the case as cancelled and return any fees.
    [Address for Submitting Requests]
    Personal Information Customer Desk, Eki Rent-A-Car System Co., Ltd.
    Inside the Yotsuya Station, Yotsuya Icchome, Shinjuku, Tokyo 160-0004
  • (3)Notification of Request Result
    The result of the request will be notified to the requestor (i.e., name and address specified on the request form) in writing. The notification will be mailed using the ID confirmation delivery service of Japan Post Col, Ltd. If the request has been rejected (Note 6), the notification will include the reason.
    Please acknowledge that notifications may take some time to arrive.
  • (4)Purpose of Use of Personal Information Obtained Through the Request Form
    Any personal information obtained through the Request of Disclosure and the Like form will be limited to the extent necessary for processing the request. Submitted documents will be properly destroyed.

4. Contact Point for Inquiries

Any complaint and/or inquiry regarding personal information obtained by the Company shall be submitted to the following Personal Information Customer Desk by telephone, E-mail or post. The Company will not respond to any complaints or the like made in another way (including those made at the Company, in person).
[Contact Point]
Personal Information Customer Desk, Eki Rent-A-Car System Co., Ltd.
Inside the Yotsuya Station, Yotsuya Icchome, Shinjuku, Tokyo 160-0004
Phone: 0800-888-4892 (Hours 10:00 to 18:00, excluding Saturdays, Sundays, national holidays, and ear-end/New Year holidays)

  • (Note 1) "other businesses"
    Any other businesses specified in the Company's articles of incorporation. Refer to the Corporate Outline for details.
  • (Note 2) "partner company"
    TOYOTA Rent a Car, Nissan Car Rental Solutions Co., Ltd., Nippon Rent-A-Car Service, Inc., Times Mobility Networks Co., Ltd., ORIX Auto Corporation, MMC DIAMOND FINANCE Co., Ltd, and Idex Auto Japan Co., Ltd
  • (Note 3) "request form for disclosures and the like that is designated by the Company”
    The request form for disclosures and the like that is designated by the Company may be issued as described below. Individuals who prefer receiving the form through FAX or post shall send a FAX or post card stating the reason of issuance and either the FAX number or name and address depending on the preferred method.
    • ·Company website: Download the request form for disclosures and the like, here.
    • ·FAX: 03-3358-1984
    • ·Post: Personal Information Customer Desk, Eki Rent-A-Car System Co., Ltd.
      Inside the Yotsuya Station, Yotsuya Icchome, Shinjuku, Tokyo 160-0004
  • (Note 4) " document validating the requestor's identity "
    A copy of one’s health insurance certificate, pension handbook, seal registration certificate, or the like will suffice. If the requestor is not the individual in question, the following documents are also to be enclosed:
    • ·If the person in question is a minor or an adult ward, a document that proves the requestor’s authority of statutory representation, such as transcripts of family register for the statutory agent or certificates of registered information of an adult ward;
    • ·A document that proves the requestor’s authority of representation, such as the power of attorney for the representation.
  • (Note 5) "fee"
    A fee of 600 yen will be charged for each request of disclosure or the like where fees apply. Please enclose 600 yen worth of postage stamps or postal money orders. A separate handling fee will apply for postal money orders.
    Payments in excess will not be returned. Failure to enclose the sufficient amount of fee will be notified to the requestor. If payment is not made within two weeks of the notification, the disclosure or the like will be cancelled and any paid fees will not be returned.
  • (Note 6) " If the request has been rejected"
    Disclosures and the like will be rejected if any of the conditions below apply. Fees will not be returned in such case.
    • [1] Notification of purpose of use
      • A. When the purpose of use is clear;
      • B. When the life, body, property or other right or interest of the individual or a third party may be damaged;
      • C. When any right or legitimate interest of the Company may be damaged;
      • D. When it is necessary for the Company to collaborate with a national institute or regional institution in performing the functions prescribed by laws and regulations, given that accepting the request may interfere with the execution of those functions;
      • E. When personal information associated with the request does not exist; or
      • F. When the requesting individual fails to pay the prescribed fees.
    • [2] Disclosure
      • A. When the life, body, property or other right or interest of the individual or a third party may be damaged;
      • B. When proper performance of the Company's service may be significantly affected;
      • C. When accepting the request will lead to the violation of other laws or regulations;
      • D. When special procedures are designated by other laws or regulations;
      • E. When personal information associated with the request does not exist; or
      • F. When the requesting individual fails to pay the prescribed fees.
    • [3] Correction, addition or deletion of details
      • A. When the personal information possessed by the Company is correct;
      • B. When special procedures are designated by other laws or regulations; or
      • C. When the correction or such is not necessary in view of the purpose of use.
    • [4] Suspension or cancellation of use
      • A. When the information is handled within the scope necessary for achieving the purpose of use specified in advance (including case where the scope is exceeded in order to rectify violations);
      • B. When the information had been obtained in a proper manner (including case where the scope is exceeded in order to rectify violations); or
      • C. When it is difficult to implement the requested suspension or cancellation due to immense cost or the like, given that alternative measures are implemented to protect the individual's right or interest.
    • [5] Suspension of provision to a third party
      • A. When the information is provided based on prior consent of the individual;
      • B. When the provision is mandated by law;
      • C. When the provision is necessary to protect the life, body, or property of an individual, given that the individual is unable to provide consent himself/herself;
      • D. When it is difficult to implement the requested suspension or cancellation due to immense cost or the like, given that alternative measures are implemented to protect the individual's right or interest.
      • E. When it is necessary for us to cooperate with a national government organ, local government, or person entrusted thereby with performing the functions prescribed by laws and regulations, where obtaining the consent of the individual is likely to interfere with the performance of those functions; or
      • F. When it is difficult to implement suspension or erasure of use or suspension of provision due to the immense cost, etc., where any action is to be taken in place thereof to protect the individual's right or interest.