Mitsui Sumitomo Insurance Co., Ltd.

Given the importance of protecting personal information, and seeking to maximize public confidence in the general insurance business, Mitsui Sumitomo Insurance Co., Ltd. ("we") will strictly comply with the Act on the Protection of Personal Information (so-called “Personal Information Protection Act”), the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (“My Number Act”), other applicable laws and ordinances, the Guidelines for Personal Information Protection in the Financial Field, the Guidelines for Proper Handling of Specific Personal Information and other guidelines, as well as the Guidelines on Protection of Personal Information for General Insurance Companies issued by the General Insurance Association of Japan, to properly handle personal information. For the purposes of secure management, we will take appropriate measures by following the practical guidelines issued by the Financial Services Agency and the General Insurance Association of Japan.
We will also ensure that personal information is not mishandled, and will properly educate and supervise those who are engaged in business operations in the appropriate handling of personal information.
We will continue to review and improve our handling of personal information and our methods for secure management.

1. Collection of Personal Information

We will obtain personal information to the extent necessary for our business in a legitimate and fair manner.
We will collect personal information mainly from insurance application forms, contract forms, insurance claim forms, transaction documents, questionnaires, and other documents. We may also obtain personal information (excluding individual numbers and specific personal information as specified in 8 below) from phone calls involving questions and consultations, which will be recorded to accurately record their content.

2. Purpose of Use of Personal Information

We will use personal information (excluding individual numbers and specific personal information; See 8 below.) only to the extent necessary to accomplish the following purposes, or the purposes stated in item 5 below (herein referred to collectively as the "purposes of use"). We will define the purposes of use specifically as set forth below so that customers should understand them clearly and publish them on our website or in other ways. We will also limit the purposes of use to an extent relevant to specific cases where personal information is obtained and state them in insurance application forms, brochures, and other documents. If there are any changes in the purposes of use, we will either notify individuals of the details of the changes or publish them on our website or in other publications.

  • (1) Examination of underwriting, underwriting and execution associated with insurance contract applications
  • (2) Smooth and appropriate claims settlements in the case of occurrence of an insured event
  • (3) Maintenance and management of insurance contracts
  • (4) Conclusion of reinsurance contracts, notification based on reinsurance contracts, lodgment of claims for reinsurance money, and provision of personal information to underwriting insurers, etc. for such purposes
  • (5) Provision of services attached to insurance contracts
  • (6) Consulting work and operational management work entrusted in association with fixed contribution pensions
  • (7) Execution and management of derivatives transactions, such as weather derivatives and earthquake derivatives
  • (8) Establishment of transaction accounts, execution of various transactions and management/reporting of the balances of accounts in association with investment trusts, etc.
  • (9) Examination concerning financing, conclusion, execution and management of financing contracts
  • (10) Explanation, provision, representation, intermediation, introduction and management concerning products offered by the Company (such as non-life insurance, life insurance, investment trusts and defined contribution pension plans) and explanation, provision and management of services offered by the Company as well as other products and services offered by MS&AD Insurance Group companies
    Products and services explained or provided by us and our Group companies
    • Non-life insurance
    • Life insurance
    • Defined-contribution pensions
    • Loans
    • Investment trusts
    • Weather and earthquake derivatives
    • Health and nursing care services
    • Risk management services
    • Asset valuation services
    • Other financial products and risk-related services
    • Other services incidental to or relating to the above products and services
  • (11) Explanations and provision of products/services offered by our business partners, outsourcing partners and other entities, such as assistance in purchasing automobiles and arranging automobile inspections
  • (12) Explanations of events, campaigns and seminars, and provision of information
  • (13) Collection of our receivables;
  • (14) Insurance/financial product and service R&D, involving market research, data analyses, and questionnaires;
  • (15) Proper processing of personal information (data), in whole or in part, under contract for other companies, for example;
  • (16) Proper and smooth performance of transactions and other interactions with customers.
  • * Please refer to item 5 (1) below with respect to the MS&AD Group companies.

In cases where obtained personal information is intended to be used beyond the extent necessary to accomplish the purposes of use, we should acquire consent from the relevant individuals to such use unless it meet any item of Article 16, paragraph (3) of the Act on the Protection of Personal Information.

3. Provision of Personal Data to Third Parties

We will only offer personal data (excluding individual numbers and specific personal information; See 8 below.) without consent to third parties in the following situations:

  • (1) When required to do so by law;
  • (2) When offering the information to consigned companies, including insurance agents, to the extent necessary for operations;
  • (3) When offering the information to third parties via procedures based on Article 23, paragraph (2) of the Act on the Protection of Personal Information (i.e. opting out);
  • (4) When sharing information between our Group companies, with other non-life insurance companies, the Ministry of Land, Infrastructure, Transport and Tourism (“MLIT”), or other entities (please refer to item 5 below).

4. Consignment of Personal Data Handling

We may provide a certain portion of obtained personal information (including individual numbers and specific personal information as specified in 8 below) to external third parties for consigned operations within the extent necessary to accomplish the purposes of use. According to pre-set criteria for selecting consigned companies, we will check their information management system and conduct other necessary and adequate supervision on the consigned company, prior to making an order and trusting personal data to it. Here are examples of our contract jobs which involve the handling of personal information as follows:

  • (1) Offering of insurance policies and jobs relating to investigations into insured events
  • (2) Administration of insurance policies and jobs relating to printing and mailing
  • (3) Jobs relating to development, maintenance and operation of the information systems

5. Shared Use of Personal Data

  • (1) Shared use with the Group companies
    • [1]

      For MS&AD Insurance Group Holdings, Inc. (hereinafter, the "Holding Company") to manage the business of the MS&AD Insurance Group companies, MS&AD Insurance Group may share personal data(excluding individual numbers and specific personal information; See 8 below.) between the Holding Company and the MS&AD Insurance Group companies based on the following conditions.

      Items of personal data
      • a) Shareholder information (name, address, number of shares, etc.)
      • b) Customer information held by the Holding Company or the Group companies (name, address, phone number, email address, gender, date of birth, other information related to customer transactions such as those noted in contract forms or information regarding insured events, etc).
      Scope of users of shared information and management representative
      Users of shared information are domestic and overseas insurance companies, reinsurance companies, and related companies of the MS&AD Insurance Group. (Click here to see the users.) The management representative for the shared use of information will be the holding company.
    • [2]

      We and other Group companies may share personal data for the purpose of explaining or providing products and services under the following conditions:

      Items of personal data
      Name, address, telephone number, e-mail address, gender, date of birth, and other information related to customer transactions such as contract details noted in application forms or information regarding insured events, etc.
      Scope of users of shared information and management representative
      Users of shared information are domestic and overseas insurance companies, reinsurance companies, and related companies of the MS&AD Insurance Group. (Click here to see the users.) The management representative for the shared use of information will be the holding company.
    • [3]

      We may share for use personal data of insurance agent owners, solicitors, probationers, etc. for the purpose of contract, employment, management and education of agents, including probationers.

      Items of personal data
      Name, address, telephone number, gender, date of birth, solicitor qualification information, and information regarding insurance agent owner, solicitors, probationers, etc., such as matters concerning contract of agent, employment, and written notice filed to the competent authorities.
      Scope of users of shared information and management representative
      Users of shared information are domestic insurance companies, reinsurance companies of the MS&AD Insurance Group. (Click here to see the users.) The management representative for the shared use of information will be the respective insurance companies that initially obtained the relevant pieces of the information.
  • (2) Information sharing system of the non-life insurance industry

    We will share personal data with other non-life insurance companies, etc. to eliminate misconduct in the conclusion of insurance contracts or in the filing of insurance claims.
    We will also share personal data with the General Insurance Rating Organization of Japan to ensure proper payments of insurance benefits for compulsory automobile liability insurance. For details, please see the website of the General Insurance Association of Japan (http://www.sonpo.or.jp/en/) or the General Insurance Rating Organization of Japan (http://www.giroj.or.jp/english/).

  • (3) Provision of personal data to the Ministry of Land, Infrastructure, Transport and Tourism.

    We provide personal data concerning compulsory automobile liability insurance of motorized bicycles and small motorcycles to the MLIT. The Ministry needs to use the data to send postcards to owners of the aforementioned vehicles when their policy periods of compulsory automobile liability insurance are deemed to have expired. The Ministry thereby confirms if the owners have renewed their insurance, for the purpose of preventing use of uninsured motorized bicycles and small motorcycles. The management representative for the shared use of information is the MLIT.
    For details, please refer to the website of the MLIT (http://www.jibai.jp)

  • (4) Shared use of personal data concerning insurance agents, etc.

    We will share the personal data of employees of non-life insurance agents and other entities with other non-life insurance companies for the appropriate supervision of non-life insurance agents and for recruitment of staff. We will also use personal data including information about persons who have passed Non-Life Insurance Solicitors Examinations or other examinations undertaken by the General Insurance Association of Japan for commissioning as our insurance agents, or for other purposes. For details, please refer to the website of the General Insurance Association of Japan (http://www.sonpo.or.jp/en/).

6. Handling of Credit Information

In accordance with Article 53-9 of the Enforcement Regulation of Insurance Business Law, we will use information on the creditworthiness of individuals provided by credit information organizations (meaning organizations that collect information on the creditworthiness of individuals and that provide us with such information) only to the extent necessary to confirm the creditworthiness of individuals.

7. Handling of Sensitive Information

In accordance with Article 53-10 of the Enforcement Regulation of Insurance Business Law, we will not obtain, use, or offer to third parties personal information such as political opinions, faith (religion, thoughts and beliefs), membership of labor unions, race or ethnicity, family and domicile of origin, and information regarding medical treatment, sexual orientation or criminal records (hereinafter, "sensitive information"), except in the following situations:

  • (1) When the sensitive information is obtained, used, or provided to a third party to the extent necessary to ensure proper operation of insurance business and with consent from the corresponding person;
  • (2) When the sensitive information is obtained, used, or provided to a third party to the extent necessary to pay insurance benefits involving inheritance procedures, etc.;
  • (3) When sensitive information of employees, etc. concerning affiliation to, or membership of, political, religious, or other groups or labor unions, is obtained, used, or provided to a third party to the extent necessary to collect insurance premiums, etc.;
  • (4) When required to do so by law;
  • (5) When required to do to protect a person's life, body, or property;
  • (6) When especially required to do so to improve public health or promote the sound development of children;
  • (7) When required to do so to cooperate with any government organizations, local public organizations or parties commissioned by such organizations in performing operations required by law or ordinance.

8. Handling of Specific Personal Information

We will neither acquire nor use individual numbers or specific personal information as provided by the My Number Act for any purpose other than those restrictively specified in said Act. We will not provide individual numbers or specific personal information to any third party except in those cases which are restrictively specified in the My Number Act. Furthermore, we will not use individual numbers or specific personal information in a shared manner, as stated in 5 above.

9. Request for Disclosure or Amendment

  • (1) Inquiry about details of insurance policies and insured events
    Please refer to the information desk below for any details of insurance policies and insured events. We will provide a response after verifying the identity of the claimant. We will correct any information held about the claimant that we find is incorrect.
  • (2) Notification, disclosure, corrections, etc. of personal information held under the Act on the Protection of Personal Information or discontinuation, etc. of its use
    Please refer to the information desk for requests for notification, disclosure, corrections etc. of the use of information that we hold under the Act on the Protection of Personal Information (including individual numbers and specific personal information as specified in 8 above) , or discontinuation, etc. of its use.
    We will reserve the right to verify the identity of the claimant, who will be required to complete the prescribed forms and the application procedure. In principle, requests will be answered in writing at a later date. At the time of responding, we will require claimants to pay the standard fees for any requests for disclosure. (Click here for details of the procedure.)
    If we find that information about the claimant is incorrect, we will correct the information based on the results of our investigation as required.

10. Summary of Secure Management Procedures for Personal Data

We will make efforts to prevent leakage, damage, or defamation of personal data (including individual numbers and specific personal information as specified in 8 above). We will also ensure adequate security measures such as maintenance of policies regarding usage as well as that of systems in place for secure management procedures.
Please contact the information desk below for queries regarding secure management procedures.

11. Information Desk

We will respond quickly and appropriately to complaints and requests for consultations regarding our handling of personal information (including individual numbers and specific personal information as specified in 8 above).
If you would not wish to receive any information on our new products or services by e-mail, direct mail, or in other ways, please contact our desk to unsubscribe from the distribution list as set forth below, which, however, does not apply to maturity notices and communications for such as contract administration and for clams handling.
Please contact the desk below for enquiries, disclosure, corrections, etc. regarding the handling of personal information, requests for discontinuation, etc. of use of personal data, and questions about secure management procedures.

Contact Desk
Mitsui Sumitomo Insurance Co., Ltd., Customer Desk
Telephone Number: 0120-632-277 (toll free)
Business Hours: 9:00-20:00 (Monday through Friday)
9:00-17:00 (Saturday, Sunday and Holidays)
  • * The office is closed during the year-end and new-year period.

We are a member of the General Insurance Association of Japan, Japan Securities Dealers Association, and Japan Consumer Credit Association, which are authorized personal information protection organizations. These Associations accept complaints and request for consultations regarding the handling of personal information by member companies.

The General Insurance Association of Japan, Non-life Insurance ADR Center Tokyo (Consultation of Non-life Insurance and Support Center Tokyo for Alternative Resolution of Non-life Insurance Dispute)
Address: 2-105, 7F Waterasu Annex, Kanda Awajicho, Chiyoda-Ku, Tokyo 101-0063
Tel: 03-3255-1470 (open from 9:00 to 17:00 excluding Saturdays, Sundays, holidays and during the year-end and new-year period.)
URL: http://www.sonpo.or.jp/en/
Personal Information Consulting Office
Japan Securities Dealers Association, Inquiry Center
Address: 1-5-8, Kayaba-cho, Nihonbashi, Chuo-ku, Tokyo 103-0025
Tel: 03-3667-8427 (open from 9:00 to 17:00 excluding Saturdays, Sundays, holidays and during the year-end and new-year period.)
URL: http://www.jsda.or.jp/en/
Promotion Center of Personal Information Protection
Japan Consumer Credit Association
Address: 14-1, 6F Sumisei Nihombashi Koami-cho Building, Koami-cho, Nihombashi, Chuo-ku, Tokyo 103-0016
Tel: 03-5645-3360 (open from 10:00 to 12:00 and 13:00 to 16:00 excluding Saturdays, Sundays, holidays and during the year-end and new-year period.)
URL: http://www.j-credit.or.jp/en/