1. Basic Policy on the Handling of Personal Information
MIRAI will continually endeavor to maintain and manage personal information acquired to ensure that such information is accurate and up to date. It will thoroughly train employees to prevent unauthorized access, leakage, loss, damage or alteration of such information, and also take necessary and proper measures to ensure its security control.
MIRAI will endeavor to appropriately and promptly, within a reasonable period of time, process any complaints or other concerns it receives regarding the handling of personal information. The inquiries office listed in clause 10. hereafter deals with inquiries regarding the handling of personal information.
2. Acquisition of Personal Information
MIRAI will acquire personal information only when necessary for business reasons and within the scope necessary. In addition, personal information will be acquired through legitimate and fair means, and deceitful or unfair means will not be used.
In addition, MIRAI shall indicate the purposes of use in advance when it obtains personal information directly from individuals in writing. However, indication of the purposes of use may be omitted when permitted by law, such as when such purposes are clearly understood from the circumstances in which such information is collected.
3. Purpose of Use of Personal Information
MIRAI will use personal information acquired (excluding specific personal information, etc.; the same shall apply hereinafter in "3. Purpose of Use of Personal Information") to achieve the purpose of utilization set forth in A. below. MIRAI will not use personal information beyond the scope of the purpose of utilization set forth below without obtaining the prior consent of the person concerned, unless permitted by law. MIRAI will handle specific personal information, etc. only to the extent necessary to achieve the purpose of utilization set forth in B below, with the exception of exceptional cases permitted by law.
A. Purpose of Use of Personal Information
|(1)||To exercise the rights of its unitholders and to carry out MIRAI's obligations to unitholders based on the Act on Investment Trusts and Investment Corporations and other related laws and regulations.|
|(2)||To provide information on MIRAI's business operations to unitholders|
|(3)||To manage information pertaining to unitholders, including preparing data such as the register of unitholders of MIRAI.|
|(4)||To issue investment corporation bonds and additional investment units.|
|(5)||To respond to inquiries, requests for reference materials and such like.|
|(6)||To conduct research, analysis, examinations and such like for MIRAI's asset management business|
|(7)||To execute operations relating to MIRAI's acquisition and sale of assets, as well as the lease, management and operation of real estate (including but not limited to confirmation of identity, credit check, and investigation of the relationship of rights).|
|(8)||To otherwise facilitate appropriate execution of MIRAI's business operations.|
|(9)||To provide personal information to third parties to the extent necessary to achieve the purpose of use set forth in the previous items.|
|(10)||To otherwise facilitate appropriate execution of MIRAI's asset management business operations by the Asset Manager (defined in clause 5 below; the same shall apply hereinafter).|
B. Purpose of Use of Specific Personal Information, etc.
|(1)||To carry out clerical tasks regarding filing of tax-related matters under the Income Tax Act, etc. for employees and others.|
|(2)||To carry out clerical tasks regarding filing of matters related to withholding tax, social insurance and labor insurance for employees and others.|
|(3)||To carry out clerical tasks related to declaration, application and filing regarding property accumulation housing saving / property accumulation pension saving for employees and others.|
|(4)||To carry out clerical tasks regarding preparation of payment report of remuneration / fee.|
|(5)||To carry out clerical tasks regarding preparation of payment report of dividend and distribution of surplus.|
|(6)||To carry out clerical tasks regarding preparation of payment report of fee for usage of real estate.|
|(7)||To carry out clerical tasks regarding preparation of payment report of consideration for receipt of real estate.|
|(8)||To carry out clerical tasks regarding preparation of statutory report about suppliers.|
|(9)||To carry out related clerical tasks incidental to each of the above items.|
4. Sources and Methods Used to Acquire Personal Information
Below are some concrete examples of personal information that will be acquired by MIRAI.
|(1)||Unitholders and individuals who are considering purchasing securities issued by MIRAI
MIRAI will acquire information pertaining to the unitholders, such as their name, address and number of investment units, by viewing the register of unitholders submitted by the administrator of the register of unitholders.
MIRAI may acquire information pertaining to individuals considering purchasing securities issued by MIRAI, such as their name, address and telephone number, either from securities firms that handle the securities issued by MIRAI or as a result of a direct inquiry from the individual concerned.
In addition, MIRAI may obtain personal information pertaining to the unitholders or investment corporation creditors, such as their name and address, in connection with the exercise of rights of unitholders or investment corporation creditors or the performance of obligations.
|(2)||Counterparties or potential counterparties to the sale or purchase of MIRAI's assets under management, and other parties related to the sale or purchase
In the case where the party is an individual, MIRAI may acquire personal information such as the individual's name or address recorded in documents such as a certificate of seal impression or a certified copy of register acquired as identification documents in relation to the agreement on sale and purchase of assets under management.
MIRAI may also acquire personal information of the owners of neighboring sites, such as their name and address, in order to confirm boundaries.
|(3)||Lessees of MIRAI's assets under management or parties examining lease
In the case where the party is an individual, MIRAI will acquire personal information such as the individual's name, address, telephone number, place of work and income from the real estate broker asked to let the assets under management as an agent or the real estate management company in charge of real estate management operations. MIRAI may also acquire similar personal information to the foregoing from guarantors. With respect to lessees of assets under management, MIRAI will acquire personal information to help manage rent payments such as the name of the property and room number, the lessee's name, and amounts paid and amounts outstanding, from the real estate management company.
In addition, MIRAI may acquire personal information pertaining to lessees, parties examining lease and their related parties to carry out business operations related to the foregoing.
In addition to the cases described in (1) through (3) above, MIRAI may acquire personal information for the purpose of use stated in clause 3 above, including name, address, telephone number, place of work and job title.
In connection with inquiries, the filing of complaints and so forth, MIRAI may acquire personal information on the party it will reply to, including such party's name, address and telephone number.
5. Sharing of Personal Data
6. Provision of Personal Data to Third Parties
|i.||MIRAI will not provide or disclose personal data it holds to any third party, except in the following cases:
In addition, MIRAI will not provide or disclose specific personal information, etc. to any third party with or without the consent from the person concerned, except in the cases provided for in the My Number Act.
|ii.||The items of personal data provided or disclosed in the case of provision or disclosure to third parties are as follows.
Name, address, telephone number, e-mail address, rent and other conditions of lease, and items within the scope needed to achieve the purpose of use set forth in clause 3 above.
|iii.||The means or methods used in the case of provision or disclosure to third parties are as follows.
Letter, postal mail, facsimile transmission, telephone, e-mail and other electromagnetic methods
7. Outsourcing and Supervision of Trustees
MIRAI may outsource the handling of personal data acquired within the scope necessary to achieve the purpose of use. When outsourcing the handling of personal data in its entirety or a portion thereof, the Investment Corporation will perform necessary and appropriate supervision over the trustee to ensure the security control of the entrusted personal data.
8. Procedures relating to Disclosure of Retained Personal Data
MIRAI will respond appropriately to requests for disclosure, etc. (disclosure, correction, deletion, suspension of use, etc.) from an individual after verifying the identity of the individual concerned by the required procedure.
9. Continual Improvement
10. Inquiries Office
Please contact the inquiries office below regarding inquiries or complaints concerning the Investment Corporation's handling of personal information.
|Address||2-1, Nishi-Kanda 3-chome, Chiyoda-ku, Tokyo, 101-0065 Japan|
|Name||Mitsui Bussan & Idera Partners Co., Ltd.|
|Business hours||9:15 to 17:00 Japan standard time (excluding Saturdays, Sundays, national holidays and year-end through New Year holidays)|
For inquiries regarding the register of unitholders, please contact the transfer agent below.
|Address||8-4, Izumi 2-chome, Suginami-ku, Tokyo, 168-0063 Japan|
|Name||Sumitomo Mitsui Trust Bank, Limited Stock Transfer Agency Department|
|Telephone||0120-782-031 (Toll free)|
|Business hours||9:00 to 17:00 Japan standard time (excluding Saturdays, Sundays, national holidays and year-end through New Year holidays)|