Privacy Policy

Ⅰ.Basic Policy in Relation to the Protection of Personal Information, etc.

ITOCHU Advance Logistics Investment Corporation (hereinafter referred to as “IAL”) recognizes the importance of protecting personal information and specific personal information (hereinafter referred to as “personal information, etc.”), and, when handling personal information, etc., complies with the Act on the Protection of Personal Information (Act No. 57 of 2003, and subsequent amendments to the same, hereinafter referred to as “Act on the Protection of Personal Information”), the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (Act No. 27 of 2013, and subsequent amendments to the same, hereinafter referred to as the “Act on Use of Numbers”), and other related laws, regulations, and guidelines (hereinafter referred to as “Act on the Protection of Personal Information, etc.”). IAL undertakes not to use personal information, etc. for uses for which it was not intended, and strives to use personal information, etc. appropriately, such as by dealing with complaints made in relation to personal information, etc. in appropriate fashion. Moreover, the terms used in this basic policy that are the same as the terms defined in the Act on the Protection of Personal Information, etc. follow the definitions used in the Act on the Protection of Personal Information, etc., excluding those terms that are defined separately.

Ⅱ.Acquisition, Usage, Management, etc. of Personal Information, etc.

1.Acquisition of personal information, etc.

  1. Acquisition of personal information, etc.
    When IAL acquires personal information, etc., it shall use appropriate and lawful methods to obtain information only to the extent required for its operations, and shall not obtain it through the use of deception or other unlawful means. In addition, when IAL is provided with personal information, etc. directly from the individual, either on paper or via a website, etc., it shall clearly state the intended use of the personal information, etc. in advance. However, explicit notification of the intended use may be omitted in cases where the intended use is clear based on the circumstances in which the information is acquired, or if permitted to do so by laws and regulations.
  2. Acquisition of individual numbers
    Notwithstanding (1) above, situations in which IAL is permitted to request an individual number from the individual, or from parties handling processes related to individual numbers, are limited to the cases in which the individual number is needed for the processes stipulated in III.2 below. In addition, the request for the individual number shall be carried out at the point that it becomes necessary for processing, or at the point that the necessity of performing the process in question can be predicted.
  3. Verification of identity
    When an individual number is provided, the identity of the individual shall be verified as stipulated in Article 16 of the Act on Use of Numbers. Also, with regard to agents, the identity of the agent in question, their power of attorney, and the individual number of the individual shall be verified in accordance with the methods stipulated in the same Article.

2.Use of personal information, etc.

  1. Restrictions on intended use
    Except in cases stipulated by relevant laws and regulations, IAL shall not use the personal information acquired in ways that exceed the scope of the intended uses identified in III.1 below without the prior consent of the individual.
  2. Use of specific personal information
    Except in cases where there is a need to protect human life, body or property, and the consent of the individual has been obtained, or would be onerous to obtain, IAL shall not use the specific personal information acquired in ways that exceed the intended uses cited in III.2. below, irrespective of whether the individual in question has provided their consent.

3.Management of personal information, etc.

As far as possible IAL shall maintain an accurate and up-to-date record of personal information, etc., and when its use is no longer required it shall strive to delete the data, including personal information, etc., without delay. In addition, IAL shall take appropriate measures to manage personal data securely at each stage of its acquisition, usage, and storage, so as to prevent the leakage, loss, or damage of personal data.

4.Disclosure, correction, deletion, and discontinuance of use of personal data

In the event of a submission or a request from the individual in question, IAL shall strive to disclose, correct, delete, or discontinue the use of personal data, in accordance with relevant laws and regulations, having first confirmed the identity of the individual. In such cases, it will be necessary for the individual to submit materials to confirm their identity (an original driving license or certificate of residence, or a copy of the same).

5.Supervision of parties to which operations are outsourced

IAL outsources the handling of personal information, etc. to third parties within the scope necessary to achieve the intended use. In addition to putting in place appropriate measures when selecting the third party to which operations are to be outsourced and concluding an agreement with them before outsourcing, appropriate and necessary supervision of the third party shall be implemented during such outsourcing.

Ⅲ.Purpose of Use of Personal Information, etc.

1.Purpose of use of personal information

IAL shall use the personal information it acquires as follows.

  1. For the exercise of the rights of unitholders and the performance of IAL’s duties, under the Act on Investment Trusts and Investment Corporations and other related laws and regulations (hereinafter referred to as “Investment Trust Act, etc.”).
  2. For administrative operations related to information on unitholders in accordance with Investment Trust Act, etc., such as the creation of data for the register of unitholders, and the provision of information to unitholders.
  3. For dealing with and checking questions and visits to IAL.
  4. For managing assets, such as acquiring and disposing of the assets and managing leases, etc., and carrying out other businesses, as well as for performing surveys, gathering information, and creating various explanatory materials required for such businesses.
  5. For the offering of investment units by IAL, and the issuance of investment corporation bonds.
  6. For confirming the identity of parties involved and listed in application forms and contractual agreements created to execute IAL’s business.
  7. For the execution of general administrative affairs and related services conducted by IAL.

For the execution of operations related to, or incidental to, items (1) to (7) above.

2.Purpose of use of specific personal information

Notwithstanding 1. above, purpose of use of specific personal information by IAL is as follows.

  1. For operations involving the creation and submission of payment records in relation to remuneration, fees, contractual disbursements, bonuses, and consideration given in regard to other rights or services.
  2. For operations involving the creation and submission of payment records in relation to consideration provided for the use or transfer of real estate, etc.
  3. For operations involving the creation and submission of payment records in relation to dividends, retained earnings, interest, or other distributions of profit.
  4. For operations involving the creation and submission of withholding tax certificates for salary income or of salary payment reports.

For the execution of operations related to items (1) to (4) above.

For operations involving the creation of legal records, etc. requiring inclusion of individual numbers in accordance with the stipulations of other laws and regulations.

Ⅳ.Disclosure and Provision of Personal Information, etc. to Third Parties

1.Disclosure and provision of personal data to third parties

  1. Cases where the individual has consented.
  2. Cases based on laws and regulations.
  3. Cases where the provision of personal data is necessary for the protection of the life, body, or property of an individual (including corporations) and it is difficult to obtain the consent of the relevant person.
  4. Cases where the provision of personal data is specially necessary for improving public health or promoting the healthy growth of children and in which it is difficult to obtain the consent of the relevant person.
  5. Cases where the provision of personal data is necessary for cooperating with a governmental organization, a local government, or someone acting at their request in conducting matters prescribed by laws and regulations, and there is a risk that obtaining the consent of the relevant person may become an obstacle to conducting such matters.

2.Disclosure and provision of specific personal information to third parties

Notwithstanding 1. above, except in cases that fall under the items listed in Article 19 of the Act on Use of Numbers, IAL shall not disclose or provide specific personal information to third parties.

Ⅴ.Contact Information for Inquiries regarding the Handling of Personal Information, etc.

Contact information for inquiries regarding the handling of personal information, etc. of unitholders, requests for notification of intended use, requests for disclosure, requests for corrections, etc., requests for discontinuance of use, etc., requests for discontinuance of provision to third parties, and complaints, is as follows.

Contact details (transfer agent)

Name
Stock Transfer Agency Department, Mizuho Trust & Banking Co., Ltd.
Address
1-2-1 Yaesu, Chuo-ku, Tokyo 103-8670, Japan
TEL
0120-288-324 (toll-free [from Japan only])
URL
http://www.mizuho-tb.co.jp/daikou/index.html (Japanese page only)
Business hours
9:00 a.m. to 5:00 p.m.
(Excluding weekends, national holidays, and days off at the end and beginning of the year)

Contact information for inquiries regarding the handling of personal information, etc., requests for disclosure/corrections, etc., requests for discontinuance of use or of provision to third parties, and complaints, is as follows.

Contact details (asset management company)

Name
Corporate Management Department, ITOCHU REIT Management Co., Ltd.
Address
3-6-5 Kojimachi, Chiyoda-ku, Tokyo 102-0083, Japan
TEL
+81-3-3556-3901
Business hours
9:00 a.m. to 5:00 p.m.
(Excluding weekends, national holidays, and designated days off for the asset management company)

The asset management company is a member of the Investment Trusts Association, Japan, which is an Accredited Personal Information Protection Organization under the Act on the Protection of Personal Information. This Association provides consultations and deals with complaints, etc. in relation to the handling of personal information by member companies.

Contact details for the Investment Trusts Association, Japan

Name
Investors Consultation Office, the Investment Trusts Association, Japan
TEL
+81-3-5614-8440
Business hours
9:00 to 11:30 a.m., 12:30 to 5:00 p.m.
(Excluding weekends, national holidays, and days off at the end and beginning of the year)

Ⅵ.Revisions to This Policy

This policy may be revised as a result of improvements to our personal information, etc. protection system, or due to changes in relevant laws and regulations.

Date enacted: August 31, 2018

HOME