Basic Policy Concerning Protection of Personal Information

Shinsei Bank, Limited (the “Bank”) positions the protection of customers’ personal information as a very important management mission. We intend to fulfill our customers’ expectations by appropriately protecting and managing such personal information.

1. Complying with Laws and Regulations

When handling customers’ “personal information and ‘social security and tax numbers’ (“Individual Numbers”)” (collectively, “Personal Information”), the Bank shall comply with laws and regulations concerning protection of personal information and other important information, the guidelines of the competent minister, the policies of authorized personal information protection organizations, and this Policy.

2. Collection and Use of Personal Information

The Bank shall collect its customers’ Personal Information by appropriate and lawful means to the extent required for our operations. The Bank shall use such collected information appropriately within the purpose stated in "Purpose of Use of Personal Information"below and shall not use it for any other purposes.
The Bank shall collect and use Individual Numbers solely within the scope stipulated by laws and regulations.

3. Purpose of Use of Personal Information

In accordance with the Act on the Protection of Personal Information (Act No. 57, May 30, 2003) (the “Personal Information Protection Act”) and the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure (Act No. 27, May 31, 2013), the Bank shall use collected Personal Information for operations stipulated in "Purpose of Use of Personal Information"within the scope required to achieve the purpose of use.
The Bank shall use Individual Numbers solely for the purpose of use as stipulated by laws and regulations.
The written "Purpose of Use of Personal Information"is distributed at the Bank’s Head Office and branch offices..

3-1. Collecting personal information through appropriate and lawful means

Instances in which the Bank may collect Personal Information include, but are not limited to, the following cases:

  • When such information is directly provided by a customer through an application for opening a new deposit account or other documents which the customer fills out and submits to the Bank (or enters necessary data in the website);
  • When the Personal Information is provided by a customer through the provision of our products and services (such as incoming calls to Shinsei Power Call from customers which are recorded in order to achieve more accurate and better customer service); and
  • When personal information is provided by the clearinghouse in relevant areas and other joint users of personal information, and third parties including personal credit information agencies.

3-2. Purpose of Use of Personal Information

In accordance with the Act on the Protection of Personal Information (Act No. 57, May 30, 2003) and the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure (Act No. 27, May 31, 2013), the Bank shall use collected Personal Information for the following operations within the scope required to achieve the following purpose of use.
The Bank shall stipulate the purpose of use specifically for customers’ clear understanding of the purpose. For instance, when the Bank asks customers to answer questionnaires, the Bank shall endeavor to limit the purpose of use (e.g., to count and organize questionnaire results) according to the situation.

Operations

  • Deposits, domestic exchange, money exchange, loans, foreign exchange, and incidental operations thereto
  • Investment trust sales, insurance sales, securities brokerage, trusts, corporate bonds, and other operations that banks are permitted to operate under the laws, and incidental operations thereto
  • Other operations that banks are permitted to operate, and incidental operations thereto (including those that will be permitted to be handled in the future)

Purpose of Use

I. Purposes of Use of Personal Information
Of the Personal Information, the Bank shall use personal information to the extent required to achieve the following purposes of use:

    1. Concerning finance instruments and services of the Bank and its affiliates and partners, the Bank shall use personal information for the following purposes of use:

    • Receive applications for financial instruments and services (e.g., application for opening an account for various financial instruments);
    • Conduct identity verification based on the Act on Prevention of Transfer of Criminal Proceeds and confirm eligibility for using financial services;
    • Conduct management for continuous transactions (e.g., due date control in deposit, loan, and other transactions);
    • Make decisions on loan applications and continuous use of loans;
    • Make judgments on the appropriateness of providing financial instruments and services (e.g., judgment against the principle of appropriateness);
    • Provide third parties with personal information to the extent required to implement appropriate operations (e.g., providing such information to the personal credit information agencies of which the Bank is a member during the course of the credit business);
    • When all or part of processing of personal information is entrusted by other businesses, accomplish this entrusted operation appropriately;
    • Exercise rights or fulfill obligations in accordance with contracts (i.e., contracts between a customer and the Bank and contracts directly or indirectly related to the Bank’s operations) and the relevant laws and regulations;
    • Study and develop financial instruments and services through market research, data analyses, and surveys;
    • Provide customers with various proposals on financial instruments and services by sending direct mail or other means;
    • Provide customers with various proposals on the products and services of its affiliates and partners;
    • Cancel various transactions and conduct management after cancellation of transactions;
    • For the assessment of assets associated with the selling/buying of various loans and acquiring securities; and
    • Any other purposes for administering the Bank’s financial instruments and services appropriately and effectively.

    2. The Bank shall use Personal Information for the following purposes of use which are related to the internal management of the Bank and its Group:

    • Have the Bank Group understand various risks and conduct business management;
    • Conduct the Bank’s internal employment management; and
    • Conduct the Bank’s public relations and investor relations activities, and administrative operations related to shareholders’ exercising their rights (e.g., entry of change to a shareholders registry) by the Bank.

    3. If the purpose of use of specific personal information is limited under laws and regulations, the Bank shall not use it for the purposes other than those below:

    • In accordance with the Ordinance for Enforcement of the Banking Act and other relevant laws and regulations, the Bank shall not use any information provided by credit information agencies concerning the abilities of persons seeking funds to repay their borrowings for purposes of use other than those for investigating solvencies of such persons or provide such information to any third parties.
    • In accordance with the Ordinance for Enforcement of the Banking Act and other relevant laws and regulations, the Bank shall not use any special non-public information (e.g., race, creed, family origin, domicile of origin, medical history, and crime history) for other purposes of use than those recognized to be necessary for appropriate business management and other reasons, or provide such information to any third parties.

II. Purposes of Use of Individual Numbers
Of the Personal Information, the Bank shall use Individual Numbers and personal information incorporating Individual Numbers within the scope required to achieve the purposes of use listed below:

    1. Individual Numbers administrative operations for customers

    • Application for and report of the opening of accounts for financial instruments transactions
    • Preparation of statutory documents pertaining to financial instruments transactions
    • Preparation of statutory documents pertaining to life insurance contracts and so forth
    • Preparation of statutory documents pertaining to non-life insurance contracts and so forth
    • Preparation of statutory documents pertaining to trust transactions
    • Preparation of statutory documents pertaining to transactions of gold bullion and so forth
    • Preparation of statutory documents pertaining to overseas remittances and other transactions
    • Application of the tax-free savings system and so forth
    • Operation of the property accumulation system (zaikei) and so forth
    • Preparation of statutory documents pertaining to educational funds management contracts
    • Preparation of statutory documents pertaining to marriage/child rearing funds management contracts
    • Provision of Individual Numbers to book-entry institutions and so forth concerning financial instruments transactions
    • Acceptance of applications for income tax convention

    2. Individual Numbers administrative operations for the Bank’s officers and employees and their dependents

    • Preparation of withholding certificates for salary income and retirement income
    • Preparation of report of and application/request for employment insurance
    • Report on health insurance and employees’ pension insurance
    • Preparation of applications for (change in) exemption of independents of an employment income earner and applications for insurance deduction and salaried employees’ special exemption for spouse
    • Preparation of salary payment reports
    • Preparation of salaried employees’ transfer notification forms concerning the salary payment special tax collection
    • Preparation of applications for switchover to special tax collection
    • Preparation of payment reports for each recipient of retirement allowance and so forth
    • Preparation of reports pertaining to retirement income
    • Preparation/provision of statutory documents pertaining to financial instruments transactions related to the stock ownership plan and stock option scheme
    • Preparation of reports, notifications, and applications for property accumulation housing savings/property accumulation pension savings
    • Handling of group insurance

    3. Individual Numbers administrative operations for spouses of the Bank’s officers and employees

    • Notification of Category III Insured of the National Pension

    4. Individual Numbers administrative operations for individuals

    • Preparation of payment reports for compensation, fees, contract money, and awards
    • Preparation of payment reports for real estate rentals
    • Preparation of payment reports for remuneration for the acquisition of real estate and so forth
    • Preparation of payment reports for agent commissions for selling/purchasing/lending of real estate and so forth
    • Preparation of payment reports for remuneration paid to nonresidents and so forth for personal services provision business
    • Preparation of payment reports for real estate rentals paid to nonresidents and so forth
    • Preparation of payment reports for industrial property royalties paid to nonresidents and so forth
    • Preparation of payment reports for machine rental fees paid to nonresidents and so forth
    • Preparation of payment reports for salaries, compensation, pensions, and awards paid to nonresidents and so forth
    • Preparation of payment reports for remuneration for the acquisition of real estate paid to nonresidents and so forth

    5. Utilization for operations related to the Bank to the extent permissible under laws and regulations

    6. If the Bank is entrusted with business by a company or organization and handles the Personal Information of the employees, members, retired employees, and shareholders of such company or organization in the course of business, the Bank shall use their Individual Numbers solely to the extent required to fulfill entrusted operations in accordance with the provisions of the service agreement of each operation.

4. Providing Personal Information to Third Parties

The Bank shall never provide or disclose collected personal information to any third parties except in the following situations:

  1. When the customer has given consent;
  2. When provision or disclosure of such information is in accordance with laws and regulations;
  3. When the handling of personal information is outsourced to an outside service provider to the extent required to achieve the purpose of use set forth in the "Purpose of Use of Personal Information" upon concluding an outsourcing contract. In this case, the Bank shall establish appropriate criteria to strictly select outside service providers. The Bank shall also supervise these providers appropriately in order to prevent their using such information for purposes other than the original intent, and leaking, losing, or damaging such information;
  4. When personal information is shared with specific third parties as indicated in “Sharing of Personal Information”; and
  5. When provision of such information is permitted under the Personal Information Protection Act.

Notwithstanding the above, the Bank shall never provide or disclose Individual Numbers and personal information including Individual Numbers to any third parties unless otherwise permitted by laws and regulations.

    4-1. Outsourcing the handling of personal information

    The Bank outsources the handling of personal data to outside service providers for the following operations, for example:

    • Administrative operations for dispatching transaction reports (i.e., statements) and other transaction documents;
    • Preparation of statutory documents pertaining to financial instruments transactions
    • Operations for foreign transactions (e.g., foreign exchange);
    • Preparation of statutory documents pertaining to non-life insurance contracts and so forth
    • Preparation of statutory documents pertaining to trust transactions
    • Administrative operations for dispatching direct mail
    • Information system operation and maintenance; and
    • Storage of slips, vouchers, and other documents.

    While the operations are being outsourced, the Bank shall conduct necessary and appropriate supervision over outside service providers in order to ensure the safe management of personal data.

    The Bank outsources the handling of Individual Numbers to outside service providers for the following operations, for example:

    • Storage of Individual Numbers;
    • Preparation of statutory reports incorporating Individual Numbers;
    • Printing of documents to be sent to customers or dispatch of such documents.

    While such operations are being outsourced, the Bank shall conduct necessary and appropriate supervision over outside service providers in order to ensure the safe management of Individual Numbers.

    4-2. Sharing of Personal Information

    In accordance with Article 23, Paragraph 4-3 of the Personal Information Protection Act, the Bank shares personal data as below.
    However, the Bank shall never conduct any form of sharing of Individual Numbers.

    Sharing of gazette information with the personal credit information agencies

    1. In accordance with Article 23, Paragraph 4-3 of the Personal Information Protection Act, the Bank shares personal data with the personal credit information agencies as described below. Since the conclusion of contracts after the full-scale enforcement of the Personal Information Protection (as of April 1, 2005), however, we have requested customers for their consent as set forth in “Providing/Using Personal Information by the Personal Credit Information Agency and its Members.”

      1. Shared personal data items
      Information posted in official gazettes (e.g., names, addresses, and the fact of bankruptcy and its date)

      2. Scope of joint users
      Members of the Personal Credit Information Center, and the Japanese Bankers Association (“JBA”)
      Note: The Personal Credit Information Center is a personal credit information agency established and operated by JBA. Its membership requirements are as follows:

      1. Banks which are JBA’s regular members;
      2. Financial institutions which are not banks specified above but are regarded as banks under laws and regulations;
      3. Government financial institutions or their equivalents;
      4. Credit guarantee associations established based on the Credit Guarantee Association Act (Act No. 196, August 10, 1953); and
      5. Corporations which are engaged in credit business for individuals and have been recommended by any member that falls under the category of (1) to (3) above.

      3. Purpose of use:
      For members of the Personal Credit Information Center to make decisions on credit transactions

      4. Name of the party responsible for managing personal data:
      JBA

    2. In addition to the above, the above personal information may be mutually provided or shared by the personal credit information agencies and their members within the scope required to i) keep such information accurate and up-to-date, ii) handle complaints, iii) protect such information by the personal credit information agencies’ monitoring compliance of their members with regulations, and iv) ensure the appropriate use of such information.

    While the operations are being outsourced, the Bank shall conduct necessary and appropriate supervision over outside service providers in order to ensure the safe management of personal data.

    3. For the details of the above personal credit information agencies of which the Bank is a member, refer to “Providing/Using Personal Information by the Personal Credit Information Agency and its Members.”

    Sharing information on dishonors

    If bills or checks become dishonored, the bill holders and their banks will suffer considerable damage. Therefore, in order to ensure a smooth distribution of bills and checks, the Bank takes actions such as refraining from transactions for a certain period of time if the Bank becomes subject to an order for suspension of business due to the dishonor of bills or checks.
    Such being the case, the personal data of i) customers who are the drawers or the underwriters of the dishonored bills or checks and ii) customers who have consulted with the Bank on the opening of a current account will be provided to the clearinghouse and will be shared by participating financial institutions when i) disclosing personal data items listed in 1. below, ii) referring to those subject to an order for suspension of business at the time of handling customers’ consultations on the opening of a current account.

    1. Shared personal data items
    The following are information items related to the drawer of a dishonored bill or check (for bills of exchange, the underwriter; the same applies hereinafter) and a customer who has requested the opening of a current account:

    1. Name of the drawer (For a corporation, its name, and the name and title of tis representative);
    2. Name of the store (yago) of the drawer, if any;
    3. Address (for a corporation, its location);
    4. Name of the person requesting the opening of a current account (for a corporation, its name, and the name and title of its representative; and the name of its store (yago), if any);
    5. Date of birth;
    6. Occupation;
    7. Capital stock (only for a corporation);
    8. Type and nominal amount of the relevant bill or check;
    9. Whether the drawer has ever had a bill or check dishonored (the first dishonor) or whether a notice of (or order for) suspension of business has ever been issued;
    10. Exchange date (offer date);
    11. Paying bank, including the name of division/branch;
    12. Out-clearing bank, including the name of division/branch;
    13. Reason for dishonor;
    14. Date on which the drawer became subject to an order for suspension of business; and
    15. Clearinghouse in which the paying bank (branch office) of dishonored bills and checks participates and the bankers association of which this clearinghouse is a member.
    16. * If there is a discrepancy between the personal data items (1) to (3) above which are indicated on a dishonored bill/check and those notified to the paying bank, such items on the bill/check shall be included in the shared personal data items.

    2. Scope of Joint Users

    1. Clearinghouse in the relevant geographic area
    2. Financial institutions participating in the clearinghouse in the relevant geographic area
    3. The Personal Credit Information Center established and operated by JBA
    4. The bankers association (including its reference center of those who became subject to an order for suspension of business) in the relevant geographic area, which is a special member of JBA
    5. The list of joint users is available in the JBA’s website.

    3. Purpose of Use
    To ensure a smooth distribution of bills and checks, and for financial institutions to make their decisions on credit transactions

    4. Name of Person Responsible for Managing Personal Data
    The bankers association of the geographic area where a clearinghouse in which the paying bank (branch office) of dishonored bills and checks participate is located

    4-3. Providing/Using Personal Information by the Personal Credit Information Agency and its members

    1. In accordance with Article 23, Paragraph 1 of the Personal Information Protection Act, the Bank obtains the consent of our customers to the provision/use of Personal Information by the personal credit information agencies and their members (including the Bank) through applications, contracts, and other documents, as described below.

      1. If our customers’ personal information* is registered in the personal credit information agencies of which the Bank is a member and these agencies’ partner personal credit information agencies, the Bank shall use such information to make decisions on credit transactions (which refers to investigation of customers’ solvency and relocated addresses, provided that solvency information shall be used only for investigating solvency pursuant to the Enforcement Regulations of the Banking Act; the same shall apply hereinafter). *This includes contract details and repayment status which are registered by members of these agencies, and official gazette information including that on dishonors and bankruptcies which are registered by these agencies.
      2. Personal information (including its history) listed below shall be registered in the Bank’s personal credit information agencies, and used by members of these agencies and their partner credit information agencies when the members make their decisions on credit transactions.

      The Personal Credit Information Center

      Registered Information Registration Period
      Personal information such as name, date of birth, gender, address (including whether mail reaches the person), telephone number, work address While any of the following information is registered
      Contents of contract such as the amount of debt, borrowing date and final repayment date and the condition of repayment (including facts of delinquency, payment by subrogation (daii-bensai), compulsory collection procedures, cancellation, completion of repayment, etc.) During the contract term and a period not exceeding five years from the date of termination of the contract (if payment is not made in full, the date of completion of payment)
      The date of use of personal credit information institution to which the Bank belongs and the contents of contract or application, etc. A period not exceeding one year from such date of use
      Information on dishonors In the case of first dishonor, a period not exceeding six months from the date of dishonor
      In the case of order for suspension of business, a period not exceeding five years from the date of the order for suspension of business
      Information published on the official gazette A period not exceeding ten years from the date of adjudication of commencement of bankruptcy procedures, etc.
      The fact that complaint is made regarding the registered information and is currently under examination The period of such examination
      Information by the person notifying that his/her identification material is lost or stolen, etc. A period not exceeding five years from the date of notification by the person

      Japan Credit Information Reference Center Corp.

      Registered Information Registration Period
      Information to identify the person (name, date of birth, gender, address, telephone number, work address, work telephone number, drivers license number, etc.) While any of the following information is registered
      Information on contents of contract (type of contract, contract date, borrowing date, the amount of debt, guaranteed amount, final repayment due date, etc.) and information on repayment status (repayment date, scheduled repayment date, the amount of the balance, date of completion of repayment, delinquency, etc.) During the contract term and a period not exceeding five years from the date of termination of the contract (if payment is not made in full, the date of completion of payment)
      Information on the facts of transactions (debt collection, adjustment of debts, implementation of guarantee, compulsory cancellation, filing for bankruptcy, assignment of obligations, etc.)
      Information on delinquency
      Information on the facts of settlement of delinquency and assignment of obligations
      A period not exceeding five year from such date of use

      While the person continues to be in arrears
      A period not exceeding one year from the date of settlement or transfer
      Personal information based on subscription for contract (personal identification information, information including subscription date and subscribed product type) A period not exceeding six months from the subscription date
      Information published on the official gazette Seven years from adjudication date or decision date
    2. Information on the above personal credit information agencies of which the Bank is a member is shown below. Membership requirements and the names of members are posted in each agency’s website. Any disclosure of information registered in personal credit information agencies is made by each agency.
      1. The Personal Credit Information Center

        http://www.zenginkyo.or.jp/en/
        1-3-1, Marunouchi, Chiyoda-ku, Tokyo 100-8216
        TEL: 03-3214-5020
        This is a personal credit information institution whose members are mainly financial institutions and affiliates.

      2. Japan Credit Information Reference Center Corp.

        http://www.jicc.co.jp/english/
        41-1, Kanda Higashimatsushitacho, Chiyoda-ku, Tokyo 101-0042
        TEL: 0120-441-481
        This is a personal credit information institution whose members are mainly credit business undertakings including moneylenders, credit sales companies, leasing companies, guarantee companies and financial institutions.

      Personal Credit Information Institutions Which Form Business Alliance with (i) Above

      Credit Information Center Corp.
      http://www.cic.co.jp/en/
      15F Shinjuku First West, 1-23-7, Nishi-shinjuku, Shinjuku-ku, Tokyo
      TEL: 0120-810-414
      This is a personal credit information institution whose members are mainly companies operating credit business such as installment sales.

5. Safe Management of Personal Information

The Bank shall endeavor to maintain the accuracy of the Personal Information and to keep it updated. The Bank shall also take appropriate safe management measures to prevent the loss, divulgence, and damage of the Personal Information and shall review/revise such measures as needed.
When it becomes no longer necessary to carry out administrative operations related to Individual Numbers and the retention period stipulated by relevant laws and regulations expires or it becomes no longer necessary to retain Individual Numbers for other reasons, the Bank shall promptly dispose of or delete these Individual Numbers in a manner which prevents their recovery.

6. Responses to Complaints about the Handling of Personal Information

If a complaint is made to the Bank in relation to the handling of Personal Information, the Bank shall examine the details of the complaint and handle it appropriately and promptly within a reasonable length of time. Complaints and other inquiries from customers about the handling of the Personal Information are accepted at the"Contact".

7. Request for Disclosing or Revising Personal Information

In accordance with the Personal Information Protection Act, the Bank accepts requests for disclosing and revising customers’ Personal Information held by the Bank upon verifying that the requesting customer is person the information concerns. Customers may request the disclosure or revision of their own Personal Information at any time through the procedures prescribed by the Bank. If a request is made for disclosing whether an Individual Number is possessed or not, the Bank’s reply shall be limited to whether it is possessed or not. For details, please call the "Contact".

8. Ongoing Improvement of the "Basic Policy Concerning Protection of Personal Information"

The Bank shall continuously review/revise the “Basic Policy for Protecting Personal Information” and its related Bank Rules and improve the handling of customers’ Personal Information.

9. Request for Notifying Changes of Individual Numbers

If there is any change in customers’ Individual Numbers submitted to the Bank, please promptly report such changes to the branch office with which you are doing business or Shinsei Power Call (0120-456-007; business hours: 24hrs a day, 365 days a year) by the Bank’s prescribed method.