PRIVACY POLICY

Veritas Executive Search(Veritas) is a professional organization engaged in Executive Search and Recruitment activities, and a critical element of the business is the need to process information about client companies and individuals. We are therefore committed to maintaining the highest standards of confidentiality, honesty, equity and ethics in our dealings with individuals.

Veritas has demonstrated its commitment to ensuring your privacy by adopting the Japanese Privacy Protection Law and has implemented a PRIVACY POLICY relating to the way we process information provided by clients, candidates and any other individuals on whom we hold data.

Personal information will be collected and managed in strict accordance with the following policy and procedures:

INFORMATION COLLECTION

Veritas will collect information that is specifically appropriate to assist our consultants and researchers in the course of our business of providing services as an executive search and recruitment firm.

Personal information will typically be acquired directly from the individual via voluntary submission of documents relevant to that process i.e. Curriculum Vitae (including name, address, telephone number, email address, degrees and qualifications, languages, employment history and other skills). It may also include interview notes and comments resulting from reference testing.

Additional information may occasionally include biographical data readily available in the public domain. Any information necessary from third parties i.e. referees will only be acquired after gaining the consent of the individual.

USE & DISCLOSURE

The information collected by Veritas will be used primarily to support the individual's application for a defined employment opportunity. The information assembled will be confined to that as provided by the individual and their nominated third party referees.

Disclosure of the assembled information of a particular individual will be made solely to the specific, named client organization represented by Veritas, and unless specifically approved by the individual, will not be transferred to any other third party.

DATA QUALITY

Apart from verification of employment history, education and other qualifications, together with subsequent reference testing,Veritas will assume that the information provided by the individual is accurate, complete and up-to-date at the time of submission. Whilst we make every effort to ensure individual personal information held is kept as up-to-date as possible, it is incumbent on the individual to advise when any personal details require updating.

DATA SECURITY

Veritas maintains personal data on its internal system which is accessible only by Veritas personnel. We have system controls in place to protect information collected in either electronic or hard copy format and to minimize the possibility of misuse, loss, unauthorized access, modification or disclosure. All security measures are subject to constant monitoring and review.

Standard Operating Procedures provide for the destruction via internal resources of all information not required or no longer used within defined timeframes.

Veritas provides documentation to clients that contains a statement which advises them that they are receiving confidential information and are therefore obliged to manage it in accordance with the legislation covering the Privacy Protection Principles.

OPENNESS

Queries or requests for clarification on any aspect of Veritas PRIVACY POLICY should be directed to:

The Privacy Officer
VERITAS INTERNATIONAL, INC.
17-2 Kamiyama-cho, Shibuya-ku
Tokyo 150-0047, Japan

Depending on the circumstances, Veritas will, within 14 days, satisfy the request either verbally or in writing.

ACCESS & CORRECTION

Where an individual requests access to information held on them Veritas will, within 14 days, provide physical access allowing the individual to inspect relevant records and provide facilities to copy if required. If the information contains reference to a third party Veritas reserves the right to delete all personal information applicable to that party. We reserve the right to require the provision of appropriate confirmation of identity before processing an individual's request.

Where it is agreed that personal information may be retained on file, Veritas will provide the individual with the opportunity to review information held and correct/update as necessary prior to any subsequent disclosure.

An individual may request at any time that his/her personal data be removed from our database and/or other systems. In this instance, the information will be immediately destroyed.

ANONYMITY

The nature of the recruitment and search process requires that specific identification by legally given name be used as the only means of storing and collecting information collected.

SENSITIVE INFORMATION

Collection of sensitive information will be confined to advice of membership of professional bodies and criminal record and can only be collected with the specific consent of the individual.

Under no circumstances will any other sensitive information be sought relative to race, ethnic origin, political preference, religious belief or sexual orientation.

OUR WEB SITE

In the course of normal web site usage Veritas collects the IP address, the referring web site URL and the date and time of file requests to which information is sent. This information is used as the basis of statistical generation that measures activity within the site which is in turn used for the internal purposes of maintaining and improving the quality of information that we display.

We do not collect or store in the course of this usage information that identifies you as an individual such as your name, email address or personal details.

The Veritas web site uses “cookies” to manage the display of information as you use the site in keeping with the standard practice of the industry. A “cookie” is a small element stored by your web browser on your computer system.

This Policy was last updated on 1 May 2005.