Handling of Employees’ Personal Information
In relation to personal information handled by the SoftBank Robotics Group Corp. (“SBRG”), personal information of executives and employees (proper employees, commissioned employees, junior employees, temporary employees, secondees received, temporary staffs), persons who intend or intended to be Executives or employees of SBRG (“Applicants”) is handled as follows (“employees’ personal information”):
1. Purpose of use of employees’ personal information
SBRG uses the following personal information for the respective purposes as follows:
1)Purpose of use of personal information of executives and employees
| Item | Details | Purpose of use |
|---|---|---|
| Internally disclosed information | Name, employee ID number, department, title, employment status, company e-mail address, information of mobile phone for business | For business communication |
| Basic information | Name, address, age, birth date, sex, phone number, face photograph | For employment & HR management, posting (including secondment/relocation), creation of staff register, payment of salary, provision of benefit packages, social insurance related procedures, legally required procedures and other employment management |
| Pay-related information | Decision method for annual and monthly earnings, bonus and salary, retirement allowance | For decision and payment of salary, tax withholding procedures, social insurance related procedures, retirement allowance and benefit packages, workers’ tax-free property-forming and other employment management |
| HR information | Performance evaluation, educational background, qualification/license, title, professional background, disciplinary punishment/official commendation | For understanding human resources, decision of posting/assigned responsibility, secondment/relocation, training/skill development, promotion/demotion and other employment management |
| Family and relatives information | Family structure, living-together/sep arated, presence of dependants, health condition | For decision of salary, tax withholding procedures, social security related procedures, baby-care/nursing care leaves, benefit packages and other employment management |
| Physical and health information | Health condition, medical records, physical or mental disabilities, results of health checkup | For health care, ensuring appropriate labor environment, leave of absence, decision of posting, management of working hours and other employment management |
| Work information | Working time and attendance, record of entering/ leaving the offices, operation records of PC and mobile phone for business, access record of intranet, location information in the offices | For management of working hours, business communication, ensuring appropriate labor environment, improvement of work efficiency and other employment management |
2)Purpose of use of applicants’ personal information
| Item | Details | Purpose of use |
|---|---|---|
| Basic information | Name, address, age, birthdate, sex, phone number, face photograph | For review/decision of employment, review/decision of employment conditions, response to enquiries and business communication |
| Pay-related information | Decision method for annual and monthly earnings, bonus and salary | |
| HR information | Educational background, qualification/license, title and professional background | |
| Family and relatives information | Presence of dependants |
3)Purpose of use of retired employees’ personal information
| Item | Details | Purpose of use |
|---|---|---|
| Basic information | Name, address, age, birth date, sex, phone number, face photograph | For creation of HR data and communication after retirement |
| Pay-related information | Decision method for annual and monthly earnings, bonus and salary, retirement allowance | |
| HR information | Performance evaluation, educational background, qualification/license, title, professional background, disciplinary punishment/official commendation | |
| Family and relative information | Family structure, living-together/separated | |
| Physical and health information | Health condition, medical records, physical or mental disabilities, results of health checkup |
SBRG identifies the purpose of use to obtain prior consent from the relevant Employees as necessary if it intends to use such Employees’ Personal Information for the purpose other than those above.
4)Joint use
SBRG jointly uses the following Employees’ Personal Information for the respective purposes.
a. Joint use for the business communication purpose
| Joint use item | Internally disclosed information in List 1) above |
| Joint Users | SoftBank Group Corp., other SoftBank Group companies (“Joint Users”) and outsourced companies which have concluded Outsourcing Agreement with Joint Users (including subcontractors) |
| Purpose of use by Joint Users | For business communication |
| Chief administrator of joint use | Head of Human Resource Division of SoftBank Corp. |
b. Joint use for business operation
| Joint use item | Items necessary to achieve the following purpose of use in relation to Employees’ Personal Information set out in Lists 1), 2) and 3) above |
| Joint Users | SoftBank Group Corp., SB Atwork Corp., other SoftBank Group companies, companies with Secondment Agreement concluded, health insurance societies, companies handling employees’ benefit packages and labor union |
| Purpose of use by Joint Users | For employment management, benefit packages and necessary service support on business |
| Chief administrator of joint use | Head of Human Resource Division of SBRG |
2. Disclosure, correction and suspension of use of employees’ personal information
Requests for or complaints about “Purpose of use notice”, “Disclosure”, “Correction, Addition or Deletion (“Corrections”)”, “Suspension of use, Elimination or Suspension of provision to a third party (“Suspensions of Use”)” of Employees’ Personal Information are as follows:
1)Inquiry about employees’ personal information
| Contact for employees’ personal information | Human Resources Div. Human Resources & General Affairs Unit SoftBank Robotics Group Corp. Higashi-shimbashi 1-9-1 Minato-ku, Tokyo 105-7309 |
| Service hours | 10:00 – 17:45 (excluding Saturdays, Sundays and National Holidays) |
2)Disclosing procedures of employees’ personal information
a. SBRG sends its “Request for disclosing Personal Information” and Guidebook with address for sending Request Form, fee and payment method to an applicant who requests the disclosure of information at the relevant contact.
b. The applicant who received such Request Form pays the fee by following the payment method specified in Guidebook by SBRG and returns completely filled Request Form to the address together with ID check document designated by SBRG. If the request is made by anagent, such agent is required to send also ID check document of him/herself.
c. SBRG starts procedures upon receiving the completed Request Form with ID check document and confirming the fee paid into the bank account at the contact designated by SBRG. However, in case of any of the following (“Nondisclosure Reasons”), SBRG may not respond all or part of such request.
- May damage life/body/property or other right and interest of the relevant individual or a third party.
- May significantly disturb appropriate implementation of SBRG’s business operations.
- Violates other laws and regulations.
3)Procedures for correction and suspension of use of employees’ personal information
a. In response to a correction requested at the relevant contact, if an applicant presents matters sufficient to identify the target information and SBRG deems that such correction is necessary to achieve the purpose of use, SBRG corrects information based on its judgment.
b. In response to suspension of use requested at the relevant contact, if an applicant presents matters sufficient to identify the target information and SBRG deems that such request is reasonable, SBRG suspends such use. However, if the request corresponds to any of Nondisclosure Reasons, SBRG may not respond all or part of such request.
4)Fee for disclosure of employees’ personal information and payment method
The fee for disclosing Personal Information is 1,000 yen (without tax) for each request. However, SBRG may not, if specially permits it, charge such fee.
The fee shall be paid as specified by SBRG.