Privacy Policy

In addition to complying with the Act on the Protection of Personal Information (Act No. 57 of 2003) of Japan (the “APPI”) and all other applicable laws and regulations, One Asia Lawyers will comply with this Privacy Policy regarding the collection and handling of Personal Information. “Personal Information” in this Privacy Policy means information relating to a living individual which falls under any information containing a name, date of birth, or other identifier or the equivalent made by writing or other means which can be used to identify a specific individual.

This Act also includes information relating to an individual that cannot identify the individual by itself, but taken together with other information can identify a specific individual.

1.Acquisition of Personal Information

We will only acquire Personal Information through appropriate and fair means necessary to the extent to achieve the purposes specified in the following article.

2.Purpose of Use of Personal Information

We will only use the Personal Information collected which is necessary to achieve the purposes specified in this article 2, except where permitted under the APPI or any other applicable law or regulation. We will not use an individual’s Personal Information for any purpose outside of those listed below, without that individual’s prior consent, including:
(1) to handle legal services received by the firm and respond to other inquiries;
(2) sending the information regarding seminars and other events, newsletters, other legal information and greeting cards (e.g. New Year’s cards);
(3) recruitment of attorneys, paralegals, administrative staff, interns and personnel management after hiring; or
(4)　other purposes incidental to items (1) through to (3) above.

3.Provision of Personal Information to Third Parties

We will not provide Personal Information to any third party without the consent of the person concerned, except as required by the APPI and other any other applicable laws and regulations, or when there is a justifiable reason to do so.

In the event that Personal Information is provided to a third party located in a foreign country, we will take necessary measures, such as obtaining the consent of the person in question, in accordance with the provisions of applicable laws and regulations.

4.Sharing of Personal Information

We may, in accordance with the policies listed below, share Personal Information acquired by us. In the event of joint use, Personal Information may be provided to a joint user located outside of Japan.

＜The categories of Personal Information that may be shared＞
Contact information, including any names, addresses, sex, date of birth, company or organization name, designation, phone numbers, email addresses and all other categories of Personal Information that is necessary to carry out the purposes set out in this article 4.

＜The parties who may share Personal Information＞
Members of One Asia Lawyers

＜The purposes of use of parties using Personal Information＞
（１）to handle legal services received by the firm and respond to other inquiries;
（２）sending the information regarding seminars and other events, newsletters, other legal information and greeting cards (e.g. New Year’s cards);
（３）recruitment of attorneys, paralegals, administrative staff, interns and personnel management after hiring; and
（４）any other purposes incidental to item (1) through to (3) above.

＜The party who is responsible for the management of Personal Information＞
Name： One Asia Lawyers
Address：31F Kasumigaseki Building, 3-2-5, Kasumigaseki, Chiyoda-ku, Tokyo 100-6031 Japan
Representative： Yoshiro Tsuchitori, Representative Lawyer of the Tokyo Office

5.Management and Supervision of Personal Information

In order to prevent leakage, loss, misappropriation or damage of Personal Information handled by the firm, the firm will take reasonably necessary and appropriate measures, including by implementing technical safety controls to maintain the information system managed by the firm, physical safety controls to prevent unauthorized persons from accessing information, organizational safety controls to maintain the management system, training sessions for employee concerning the handling and collection of Personal Information and other reasonably necessary and appropriate measures. In the event that the handling of Personal Information is entrusted to a subcontractor, the subcontractor shall exercise necessary and appropriate measures to ensure that the entrusted Personal Information is managed safely and in accordance with the APPI and all applicable laws and regulations.

6.Requests Regarding Disclosure of Personal Information

When we receive a request for the disclosure, correction, addition, deletion, suspension of use, elimination, cessation or a request for the provision of Personal Information to a third party or a notification of the purpose of use of Personal Information in our possession, we will, after confirming the identity of the person making the request, disclose the relevant Personal Information in accordance with the provisions of the APPI by providing digital records, by delivering a written document or by any other method determined by us, as requested by the person concerned. Where the requested Personal Information is not in existence, we will respond appropriately and notify the person concerned. Please note that we may not be able to comply with your request if we are not obligated to disclose such information under the APPI or other applicable laws and regulations. A fee may be charged for disclosure or notification of the purpose of use in accordance with this article 6.

7.Contact for Inquiries

All requests, opinions, questions, complaints and other inquiries with respect to the request for the disclosure and handling of Personal Information should be referred to the following address (our Tokyo office).

Address： 31F Kasumigaseki Building, 3-2-5, Kasumigaseki, Chiyoda-ku, Tokyo 100-6031 Japan
Contact： One Asia Lawyers Tokyo Office
Representative： Yoshiro Tsuchitori, Representative Lawyer of the Tokyo Office

Phone number：03-6550-9000
(The office hours are from 9:30 a.m. to noon and from 1:00 p.m. to 5:00 p.m. on weekdays.)

8.Review and Modification

We will review and improve this Privacy Policy and our handling of Personal Information from time to time. Any changes to this Privacy Policy will be promptly posted on our website.

“Know Your Client” Procedures

In accordance with the Regulations Concerning Verification of Client Identity and Retention of Records (Implemented on March 1, 2013) established by the Japan Federation of Bar Associations, attorneys may be obligated to verify a client’s identity and keep recorded details when accepting certain types of new cases. Please also refer to the matters concerning client identity verification on the website of the Japan Federation of Bar Associations.

When an attorney accepts a request for certain legal services, the attorney may be required to “verify the identity of the person” (refer to the Japan Federation of Bar Associations website).

For this reason, we will also verify the identity of our individual and corporate clients as follows:

(1) Individuals
We may verify the name, address and date of birth of individuals by requesting them to provide public records (e.g. driver’s license, passport, pension book, foreigner residence card etc.).
(2) Entities
We may verify the name and the address of the registered head office (or main office) by requesting the entity to provide public records (e.g. certificate of registered matters, seal registration certificate etc.) and also verify the name and designation of the legal representative (person responsible) through their name card.

We are conducting these procedures in accordance with an international arrangement to ensure that legal services are not used in connection with money laundering activities. We apologize for any inconvenience this may cause and appreciate your understanding and cooperation.