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OC & Associates Privacy Policy
1. Security for Privacy – Our firm protects personal information against unauthorized access (both physical and logical).
Records and Data Backup
Our firm protects all the client's important accounting, payroll and tax data which are on our servers, by continuously mirroring the data as well as storing the information offsite each night. In general, all original documents / information received from our clients are the property of the client and we will return such information to the client by the end of the following fiscal year. In order to prevent unauthorized access to information, our firm password-protects all computers.
Transmitting Client Data
When transmitting client payroll data by email using the Internet, the email and/or attachments containing client personal information are encrypted and password protected.
Computer Security
All computers are password protected. Each user signs-in with a unique ID and password.
Servers
In addition to our regular user ID, the Server Administrator has a separate and unique administrative ID and password for use only when performing system administration activities. System default IDs and passwords are implemented immediately. The administrative password is longer than the regular user passwords.
Computers Connected to Internet
Various security practices are utilized for computers connected to the Internet. These practices include firewalls, up-to-date anti-virus software, current software security patches and spyware.
Wireless Transmissions
Our firm has a wireless access point in our offices, either for our use or our clients. When installing the access point, it is password-protected so that someone close by cannot log into the network or access our firm data.
Remote Access
We have developed policies for employees who work outside the office. We require employees who use personal computers to store or access client data to use protections against viruses, spyware and other unauthorized intrusions.
2. Management – Our firm defines, documents, communicates, and assigns accountability for our privacy policies and procedures.
Employee Training
All employees are educated on the importance of keeping Personal Information secure in and out of the office.
3. Disclosure to Third Parties – Our firm discloses personal information to third parties only for the purposes identified in the engagement letter.
Personal Information about our clients is disclosed to third parties only for purposes described in the engagement letter and for which our client has provided implicit or explicit consent.
4. Use and Retention – Our firm limits the use of client information to the purposes identified in the engagement letter and for which the client has provided implicit or explicit consent. Our firm retains client information for only as long as necessary to fulfill the stated purposes.
File Retention/Destruction Policy
Our firm establishes a policy on how long to retain client information. At the end of the retention period, the information is properly destroyed. Paper information is handled and destroyed by a professional document disposal vendor. For electronic data, client information is deleted and written over to make it unrecoverable.
Q. What do we use your information for?
A. To process transactions
Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever, without your consent, other than for the express purpose of delivering the purchased product or service requested by the customer.
Q. How do we protect your information?
A. We implement a variety of security measures to maintain the safety of your personal information when you access your personal information.
Q. Do we use cookies?
A. We don't use cookies.
Q. Do we disclose any information to outside parties?
A. We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others' rights, property, or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.
Online Privacy Policy Only
This online privacy policy applies only to information collected through our website and not to information collected offline.
OC & Associates Policy on Handling Personal Information
OC & Associates K.K., OC & Associates Tax Co. and OC & Associates HR Co. (hereinafter referred to as "OCA"), an organization which handles personal information, value highly the importance of protecting personal information. OCA has adopted the following "Basic Policy on the Proper Handling of Personal Information" and ensures that this Policy is thoroughly understood by its directors, employees, and other personnel who might have access to personal information.

1.

Proper handling of personal information

When acquiring, storing, using, providing, or disposing of personal information of clients and business partners, OCA handles them appropriately according to the policies established by OCA.

2.

Purpose of use

OCA will use personal information for the following purposes:
(1) Payroll related work
(2) Statutory benefits processing
(3) Preparation of annual information returns and vendor statements
(4) Preparation of corporate and individual income tax returns

3.

Disclosure to third parties

OCA will not disclose personal information to third parties except in the following cases:
(1) When agreed with clients and business partners
(2) When contracted to handle personal information to perform the engaged work
(3) In cases where the compulsory disposition is made based on the law / statute
(4) Inquiries are received from individuals who have the authority to inquire in accordance with the laws of the courts, etc.
(5) When OCA decides that it relates to emergency evacuation activities or for legitimate defense

4.

Matters concerning Safety Management Measures

(1) We establish policies for the management of personal information to prevent leakage, loss or damage to personal information, and take the necessary and appropriate safety control measures. In addition, when our employees handle personal information, we will conduct necessary and appropriate supervision over those employees so that we can properly take safety control measures over personal information.
(2) When delegating the handling of personal information to a third party, we will take necessary and appropriate supervision over the third party by selecting a party with sufficient levels of personal information protection and incorporating safety control measures.
(3) We use SSL (Secure Sockets Layer) technology to encrypt information in communication to prevent personal information from being intercepted, interfered or altered.
(4) OCA's website does not use any functions called "cookies".

5.

Compliance with related laws, guidelines, etc.

OCA complies with the laws concerning the protection of personal information and the guidelines formulated by the Personal Information Protection Committee and have clauses in our engagement letters regarding the handling of personal information. We ensure that all employees thoroughly understand the importance of protecting personal information and implement appropriate handling methods.

6.

Continuous improvement

OCA will continuously improve this basic policy and internal regulations so that the protection of personal information is properly and effectively executed.

7.

Disclosure, correction, suspension of use of personal information, etc.

When there is a request for disclosure, correction, suspension of use etc. of personal information, we will respond according to the method prescribed by OCA. For specific methods, please contact the following inquiries and we will inform you individually.

8.

Inquiries

Please contact us by e-mail at contact@ocassociates.jp for more specifics on the handling of personal information.
May 30, 2017
OC & Associates K.K.
Koichi Richard Okamoto, Representative Director
OC & Associates Tax Co.
Michiya Akuzawa, Representative Partner
OC & Associates HR Co.
Hiroko Hanato, Representative Partner
OC & Associates Policy on Handling Specific Personal Information
OC & Associates K.K., OC & Associates Tax Co. and OC & Associates HR Co. (hereinafter referred to as "OCA"), an organization which handling personal information, value highly the importance of protecting personal number and specific personal information (hereinafter referred to as "Specific Personal Information, etc."). OCA has adopted the following "Basic Policy on Proper Handling of Specific Personal Information, etc." and ensures that this Policy is thoroughly understood by its directors, employees and other personnel who might have access to specific personal information.

1.

Proper handling of specific personal information

When acquiring, storing, using, providing, or disposing of specific personal information, etc. of clients and business partners, OCA handles them appropriately according to the policies established by OCA.

2.

Purpose of use

OCA handles specific personal information etc. within the scope of the following purpose of use.
(1) Payroll related work
(2) Preparation of annual information returns and vendor statements
(3) Preparation of individual income tax returns

3.

Matters concerning Safety Management Measures

(1) OCA establishes policies for the management of specific personal information, etc., to prevent leakage, loss or damage of specific personal information etc, and takes necessary and appropriate safety control measures. In addition, when our employees handle specific personal information etc., OCA will conduct necessary and appropriate supervision over those employees so that we can properly take safety control measures over specific personal information, etc.
(2) When delegating the handling of specific personal information, etc. to a third party with permission of clients and business partners, we will take necessary and appropriate supervision over the third party by selecting a party with sufficient level of protection of specific personal information, etc. and incorporate safety control measures.

4.

Compliance with related laws, guidelines, etc.

OCA complies with the laws concerning the protection of specific personal information etc. and the guidelines formulated by the Specific Personal Information Protection Committee and have clauses in our engagement letters regarding the handling of specific personal information, etc. We ensure that all employees thoroughly understand the importance of protecting specific personal information, etc. and implement appropriate handling methods.

5.

Continuous Improvement

OCA will continuously improve this basic policy and internal regulations so that protection of specific personal information, etc. is properly and effectively executed.

6.

Inquiries

Please contact us by e-mail at contact@ocassociates.jp for more specifics on the handling of specific personal information, etc.
May 30, 2017
OC & Associates K.K.
Koichi Richard Okamoto, Representative Director
OC & Associates Tax Co.
Michiya Akuzawa, Representative Partner
OC & Associates HR Co.
Hiroko Hanato, Representative Partner
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