top of page

Act on the Protection of Personal Information (APPI)

Effective Date: 1 December, 2024

​

MailSPEC is committed to compliance with the Act on the Protection of Personal Information (APPI) of Japan, ensuring that all personal data we collect, process, and store is handled in accordance with the highest standards of data protection and privacy. This statement outlines our approach to protecting personal information under APPI and ensuring transparency and accountability in our practices.

 

Scope of APPI

The Act on the Protection of Personal Information (APPI) applies to organizations that collect, use, or process the personal information of individuals in Japan. APPI defines personal information as any information related to a living individual that can identify them, either directly or indirectly, including but not limited to:

  • Name

  • Date of birth

  • Address

  • Phone number

  • Email address

  • Identification numbers

  • Other identifiers that can be cross-referenced to identify an individual

MailSPEC adheres to the principles and requirements of APPI to ensure the protection of personal information for individuals in Japan.

 

MailSPEC’s Commitment to APPI Compliance

 

1. Lawful and Fair Use of Personal Information

MailSPEC collects and processes personal information only for specified, explicit, and legitimate purposes. We ensure that all data collection is conducted lawfully and fairly, with the individual’s consent or as permitted by applicable laws.

 

2. Purpose of Use

We clearly define the purpose of collecting personal information and use it only for the stated purposes, such as providing services, responding to inquiries, or improving our offerings. Personal information will not be used beyond the scope of these purposes without obtaining prior consent from the individual.

 

3. Data Security

MailSPEC implements appropriate technical and organizational measures to protect personal information from unauthorized access, loss, destruction, alteration, or leakage. These measures include encryption, secure access controls, and regular security audits.

 

4. Proper Management of Personal Information

MailSPEC ensures that personal information is accurate and up-to-date and is securely managed to prevent unauthorized access or misuse. When the information is no longer needed for its original purpose, we securely delete or anonymize it.

 

5. Third-Party Sharing

Personal information may only be shared with third parties under the following conditions:

  • When the individual has provided prior consent.

  • When required by law or regulation.

  • When necessary for the performance of services or operations, provided that the third party complies with equivalent data protection measures.

When sharing data with third parties, MailSPEC ensures that appropriate agreements and safeguards are in place to protect personal information.

 

6. Sensitive Personal Information

MailSPEC does not collect, use, or share sensitive personal information (e.g., health records, financial data) without explicit consent, unless required by law.

 

7. Data Transfer Outside Japan

If personal information is transferred outside Japan, MailSPEC ensures that the receiving country has equivalent data protection standards or that other appropriate safeguards, such as contractual agreements, are in place to protect the information.

 

Individual Rights Under APPI

Under APPI, individuals have the following rights regarding their personal information:

  • Right to Notification of Purpose: Individuals can request information about why their personal information is being collected and used.

  • Right to Access: Individuals can request access to their personal information that we hold.

  • Right to Correction: Individuals can request corrections or updates to inaccurate or incomplete personal information.

  • Right to Deletion: Individuals can request the deletion of their personal information when it is no longer necessary for the original purpose of collection.

  • Right to Stop Use or Sharing: Individuals can request that their personal information not be used or shared in certain circumstances.

To exercise these rights, individuals can contact us using the details provided in this statement.

 

Data Breach Response

MailSPEC has a robust data breach response plan in place. In the event of a data breach involving personal information, we will promptly investigate the incident, take corrective actions, and notify affected individuals and the relevant authorities as required by APPI.

 

Third-Party Processors

MailSPEC works with trusted third-party service providers to deliver our services. These providers are contractually obligated to adhere to data protection requirements consistent with APPI. We conduct due diligence to ensure that these third parties handle personal information responsibly and securely.

 

Retention Period

MailSPEC retains personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by applicable laws and regulations. Once the retention period has expired, the data is securely deleted or anonymized.

 

Continuous Improvement

MailSPEC is committed to maintaining compliance with APPI and continuously improving our data protection practices. We conduct regular audits, training, and reviews to ensure that our policies and procedures align with the latest regulatory requirements.

 

Contact Information

If you have any questions about this APPI Statement or wish to exercise your rights under APPI, please contact us:

MailSPEC Data Protection Officer
Email: privacy@mailspec.com
Phone: +1-415-569-2280
Address: 9107 West Russell Road, Suite 100 Las Vegas, NV 89148

 

We are committed to addressing inquiries and requests promptly and transparently.

 

Changes to This Statement

MailSPEC reserves the right to update this APPI Statement to reflect changes in legal requirements or our data protection practices. Updates will be posted on this page with the revised "Effective Date."

By using MailSPEC’s services, you acknowledge that you have read and understood this APPI Statement and our commitment to protecting your personal information under the Act on the Protection of Personal Information (APPI).

bottom of page