MetLife Insurance K.K. (hereinafter referred to as the “Company”) has set forth the necessary rules and regulations as follows to properly handle personal information related to hiring of employees and former employees (including those who resigned from the Company’s predecessor, Japanese branch of American Life Insurance Company (hereinafter referred to as “Japanese branch”)) based on the Act on the Protection of Personal Information, the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure and other related laws and guidelines.
1. Personal Information on Employees and Purposes of Use
(1) Personal information on employees
① Basic information such as name and date of birth
② Information on wage, social security and family such as salary and bonus and dependents
③ HR and related employee information such as section/department assigned to and position
④ Information on welfare and health management
⑤ Individual Number (including family)
(2) Purposes of use
The Company uses personal information of employees and former employees for the following purposes.
The information will not be used for other purposes.
Individual Number will be used only for the item ① below and it will not be used for the other purposes.
① Tax / social securities processing
② Appropriate management of employment information
③ Management of employee record information
④ Information provision to and contact with former employees
⑤ Appropriate maintenance and management of entrustment and other operations related to the Company
2. Safety Measures
The Company shall always take appropriate measures to insure the latest and accurate personal information. In addition, the Company shall expend all possible means to prevent unfair access to personal information and missing, destruction, falsification or leakage of personal information, as well as implementing the individual safety measures in terms of the organization, technology and personnel required by the laws, etc.
Regarding the companies which are entrusted works by the Company and handle personal information, the Company shall make those companies execute the same strict management of personal information. In the event of the occurrence of a misconduct of personal information, the Company shall respond to it promptly and appropriately.
3. Vendor Management
In some cases, the Company shall entrust all or a part of operations concerning personal information handling within the scope necessary for the achievement of the purposes of use. Specifically, the entrustment includes the operations of calculation of salaries/benefits.
4. Shared Use among Group Companies
The Company may share some personal information among group companies as follows:
MetLife member companies, etc.
General supervision for the business activity and HR, and providing welfare programs
HR information analysis, processing, employee management, administrative operation conducted jointly with member companies
For good communication and in a state of emergency
Managing IT systems, business continuity, restructuring of marketing force and other marketing activities
Compliance with laws and regulations, legal processes, litigation, complaints, internal whistle blowing and investigation, and compliance with other internal rules
Corporate policies related to company asset, monitoring of compliance with code of conduct
＊Group companies, etc.: MetLife Inc., MetLife Asset Management Corp., Fortissimo Co., Ltd. and MetLife Health Insurance Society
5. External Parties
The Company will provide personal information to external parties only in following cases.
The Company will not answer inquiries from external parties in principle.
① When the individual has agreed to the provision
② When providing personal information to third parties without gaining the consent of the individual is allowed based on the Act on the Protection of Personal Information, in addition to cases based on laws and regulations
③ When operations are entrusted to external parties (including business operators located in foreign countries such as the U.S.) within the scope necessary for achieving the purposes of use
④ When personal information is jointly used
6. Disclosure of Personal Information
The Company will disclose personally identifiable data retained in the database (including a record of provision to third parties) at the request of the individual to whom the data relates.
However, the Company shall not disclose the data if applicable to all or a part of following:
① Possibility to harm the life, physicals, assets and other interests of the individual or the third party
② Materials at decision making of hiring, facts behind HR transfer and assignment, HR evaluation and associating materials, facts behind internal selection to various programs, and other materials that may harm proper business of the Company or equivalent
③ May be subject to violation of law
* Contact the following for requesting disclosure of personal information.
7. Correction of Personal Information, Suspension of Use, etc.
When receiving a request of correction, etc. of personal information (correction, addition and deletion), a request of suspension of use, etc. (suspension of use, deletion and suspension of provision to third parties), the Company shall confirm identity and respond to the request within the scope which does not affect the Company’s operations. When a request cannot be met, the Company shall explain reasons to the individual.
* Contact the following for requesting correction of personal information, suspension of use, etc.
8. Responsible person
Persons in charge of Personal Information related to Employment Management shall be a person who falls under the Head of human resources.
Those who are and were Naikin employees of Japanese branch or the Company
HR Shared Services Team: Japan.HRSS_Helpdesk@metlife.co.jp
Those who are and were Captive Agents of Japanese branch or the Company
Agency Administration Team: AG_Eigyosomuka@metlife.co.jp