PRIVACY POLICY

1. Acquisition of Personal Information and Purposes of Use

Unless there are special circumstances provided for by laws, regulations, or other applicable rules, the Company will acquire and use necessary personal information through lawful and fair means in accordance with the following purposes:

(1) Personal Information of Business Partners, Customers, Webinar Participants, etc.

• For communications from the Company.
• For reviewing, confirming, and responding to inquiries made to the Company.
• For handling billing and payments.
• For exercising rights and fulfilling obligations based on laws, contracts with business partners and customers, etc.
• For providing information on webinars, events, and other activities organized or supported by the Company, as well as information on trends and project developments in the pharmaceutical-related industry.
• For other proper and smooth execution of the Company’s operations.

(2) Personal Information of Shareholders

• For exercising rights and fulfilling obligations based on the Companies Act and other laws and regulations.
• For sending materials and other communications.

(3) Personal Information of Media, Investors, etc.

• For communicating information regarding the Company’s management and business, and responding to inquiries and interview requests.

(4) Personal Information of Officers, Employees (including temporary staff, etc.), Job Applicants, and Former Employees

• For recruitment and selection processes.
• For managing officer compensation and various procedures, and for managing employee employment and work.
• For recording meetings, training sessions, etc.
• For providing information and communicating with former employees.
• For the execution of the Company’s business and the pursuit of other legitimate interests.

Please note that application documents (entry sheets, resumes, etc.) submitted by job applicants will be appropriately disposed of by the Company and will not be returned.

2. Provision of Personal Data to Third Parties

The Company will not provide personal data to third parties, except in the following cases:

• When the prior consent of the identifiable person has been obtained.

• When the Company outsources all or part of the handling of personal information to a third party for the aforementioned purposes of use.

• When the Company discloses personal data to persons who owe a duty of confidentiality to the Company, such as attorneys, to the extent necessary for the performance of business.

• When all or part of the business is succeeded to due to a merger, company split, business transfer, or other similar event.

• Other cases based on laws and regulations.

3. Matters Concerning Measures for Managing the Security of Personal Data

The Company will take necessary and appropriate measures for managing the security of personal data, including preventing the leaking, loss, or damage of personal data. Furthermore, the Company will exercise necessary and appropriate supervision over employees and contractors (including subcontractors, etc.) who handle personal data. The main details of the measures for managing the security of personal data are as follows:

(Establishment of a Personal Information Protection Policy)

• To properly protect and manage personal information acquired through its business activities, the Company has established and published this “Privacy Policy / Personal Information Protection Policy.”

(Development of Regulations for Handling Personal Data)

• By stipulating basic matters regarding the protection and management of personal information, the Company has established “Personal Information Handling Regulations” to prevent unauthorized acquisition, leakage, or unauthorized use, and to ensure appropriate handling of personal information.

(Organizational Security Management Measures)

• The Company has appointed a Personal Information Protection Manager as the overall supervisor for personal information security management and has established a reporting and communication system to the Personal Information Protection Manager in cases where facts or signs of violation of the Act on the Protection of Personal Information or Personal Information Handling Regulations are identified.

(Personnel Security Management Measures)

• The Company conducts regular training for employees on the appropriate protection and management of personal information.
• Confidentiality and appropriate management of personal information are stipulated in the work rules.

(Physical Security Management Measures)

• The Company implements measures to prevent theft or loss of equipment, electronic media, documents, and other items used to handle personal data.

(Technical Security Management Measures)

• The Company implements access controls to personal data, limiting the personnel authorized to handle personal data and the scope of personal information databases and the equivalent that they are authorized to handle.
• The Company has introduced a mechanism to protect information systems that handle personal data from unauthorized external access or malicious software.

4. Inquiries and Complaint Handling Regarding Personal Information

When an identifiable person makes an inquiry or request regarding their personal information, including disclosure, correction, addition, deletion, or ceasing to use the information, the Company will conduct the necessary investigation without delay and respond within a reasonable period and to an appropriate extent. However, if there are legitimate reasons why the Company cannot comply with all or part of the identifiable person’s request due to special provisions in laws and regulations, the Company will take necessary measures such as notifying the identifiable person of the reason. Furthermore, if the Company receives a complaint regarding personal information from an identifiable person, the Company will investigate and respond appropriately and promptly, strive to eliminate the cause, and, when necessary, implement recurrence prevention measures, provide thorough guidance to officers and employees, and endeavor to improve its internal framework. For inquiries and complaint handling regarding personal information, please include “Inquiry Regarding Personal Information” in the subject line and contact the inquiry point below.

5. Changes to the Personal Information Protection Policy

Any changes to the Company’s Personal Information Protection Policy will be published on the Company’s website.

6. Contact for Inquiries and Complaints Regarding Personal Information

For inquiries regarding personal information, please contact the following:

Veritas In Silico Inc.　Representative Director and CEO, Shingo Nakamura

Contact for Inquiries and Complaints: Administration Department

1-11-1 Nishi Gotanda, Shinagawa-ku, Tokyo 141-0031, Japan

E-mail：contact(a)veritasinsilico.com　 ※Please replace (a) with @ before sending.