Handling of Personal Information and Use of AI in Recruitment

Purpose of Use 

Personal information collected will be used only within the scope of the following purposes: 

• Conducting recruitment activities (application management, screening, communication of results, etc.) 
• Managing applicant information 
• Analysis for improving future recruitment activities 
• Organizing, analyzing, and providing supplementary evaluation of application materials using AI technologies in certain stages of the recruitment process 

※ AI systems do not make decisions independently; all final decisions are made by human personnel. 

Types of Personal Information Collected 

• Name and contact details (email address, phone number, etc.) 
• Educational background, work experience, motivation, and information contained in application documents 
• Any other information provided during the application process 

Use of AI Functions 

We may use AI functions integrated into recruitment management systems for the purpose of improving efficiency and quality in recruitment operations. 

Purpose of AI use: 

• Organizing application documents, analyzing content, and supporting evaluations 

AI processing regions: 

• Japan or the European Union (EU) 

Location of AI service providers: 

• Japan or within the EU (depending on the service used) 

Outsourcing 

In connection with outsourcing part of our recruitment operations to external service providers (e.g., recruitment management system vendors, AI service providers), we may outsource all or part of the handling of personal information to the extent necessary to achieve the purpose of use. 
In such cases, we will exercise necessary and appropriate supervision towards such contractors and ensure proper security management of personal information. 

Disclosure to Third Parties 

We will not disclose personal information we have collected to third parties, except in the following cases: 

when required by law or permitted by law; 

• when necessary to protect human life, physical safety, or property, and it is difficult to obtain the individual’s consent; 
• when it is particularly necessary to improve public health or promote the sound development of children, and it is difficult to obtain the individual’s consent; 
• when it is necessary to cooperate with a national agency, a local government, or a party entrusted by such an entity in the performance of duties prescribed by laws and regulations, and obtaining the individual’s consent could hinder the performance of such duties; and 
• when responding to an audit by a group company. 

Cross-Border Transfer 

Personal information may be processed outside Japan (e.g., in the EU) in the course of AI processing. 
In such cases, we will verify that appropriate safeguards are in place in accordance with applicable laws and regulations to provide personal information only to entities that have established the necessary systems to continuously implement measures equivalent to those required of businesses handling personal information under Japan’s Personal Information Protection Act, and to ensure that such systems are maintained on an ongoing basis. 

Retention Period of Personal Information 

Personal information of unsuccessful applicants will be retained for a period specified by the company after the completion of the recruitment process, and will then be securely deleted or anonymized. 

Handling of Sensitive Personal Information 

We do not collect or use sensitive personal information unless required by applicable laws and regulations. 

Security Control Measures 

To protect the personal information we collect, we will implement necessary and appropriate organizational, personnel, physical, and technical security control measures. For details regarding these security control measures, please contact us by using the information listed under the ”Contact Information” section. 

Requests for Disclosure and Inquiries 

Applicants may request disclosure, correction, addition, deletion, suspension of use, or erasure of their personal information. When making such a request, applicants must complete our prescribed identity verification procedure. For details on how to make a request and the identity verification procedure, please contact us by using the information listed under the “Contact Information” section. 

Contact Information 

If there are any comments, questions, complaints, or other inquiries regarding the handling of personal information, please contact us by email to the email address below. 

Human Resources Department – Talent Acquisition Team 
Email: talentacquisition.jp@forvismazars.com 
Contact method: Please contact us by email.