menu

Regarding Handling of Personal Information

The Japan Securities Dealers Association (hereinafter, referred to as “JSDA”) is an organization authorized by the Prime Minister pursuant to the Financial Instruments and Exchange Act. JSDA is a corporate entity comprised of members (hereinafter, referred to as “Association Members”) that consist of Financial Instruments Business Operators conducting the Type I Financial Instruments Business and Registered Financial Institutions.

  • JSDA’s business mission is:
    • to contribute to the protection of investors by ensuring fair and smooth trading in securities or other transactions, etc. by Association Members; and
    • to promote various measures to activate the financial markets in order to contribute to the growth and development of Japan’s economy.

Compliance with Applicable Laws and Regulations

JSDA complies with the “Act on the Protection of Personal Information”(Act No. 57 of 2003),“Order for Enforcement of the Act on the Protection of Personal Information”(Cabinet Order No. 507 of 2003),“Basic Policy on the Protection of Personal Information”(Cabinet Decision on April 2, 2004. Partially revised April 25, 2008. Partially revised September 1, 2009),“Guidelines for Personal Information Protection in the Finance Field”(Financial Services Agency Notification No. 63 of 2009),“Practical Guidelines for the Security Policies regarding the Personal Information Protection in the Financial Field”(Financial Services Agency Notification No. 1 of 2005),“Policies for Accredited Personal Information Protection Organization in the Financial Field”(Financial Services Agency Notification No. 14 of 2005), “Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure (Act No. 27 of 2013)”,“Guidelines for Handling Specified Personal Information (for private entities) (Specific Personal Information Protection Commission Notification No. 5 of 2014*)”, etc., and does its utmost to protect personal information.

* Specified Personal Information Protection Commission changed its name to Personal Information Protection Commission on January 1, 2016

The Purpose for Using Personal Information

JSDA may acquire personal information such as name, gender, date of birth, address, email address, age, telephone number, occupation, employer, etc. within the scope necessary for self-regulatory services as required by the Financial Instruments and Exchange Act, services to promote the financial instruments business and sound development of the financial instruments markets, services as an accredited personal information protection organization based on the Act on the Protection of Personal Information, services as an institution managing unjust demands for information based on the Act on Prevention of Unjust Acts by Organized Crime Group Members, management of JSDA’s Board of Governors and other structures, and for employment screening of JSDA’s employees and management of retirees.
The main details of each service are as follows;

  • Self-regulatory services
    • Establishment and implementation of self-regulatory rules,
    • Implementation of inspection,
    • Enforcement of self-regulatory rules,
    • Services relating to the implementation of qualification examinations and training as well as registration of sales representatives,
    • Services relating to complaints, enquiries and mediation for financial instrument transactions,
    • Services relating to equity markets,
    • Services relating to the Green Sheet system and the Phoenix system,
    • Management of bond markets,
  • Services to promote the financial instruments business and sound development of the financial instruments markets
    • Research and study and expression of opinions in relation to the financial instruments markets,
    • Public relations as well as dissemination of knowledge and understanding about financial instruments and financial benchmarks as well as the financial instruments markets (Surveys and notification of events, etc.) ,
    • Have a mutual understanding of opinions with groups or persons concerned and coordinate opinions,
    • Share information concerning improvements to the operations and streamlining of Association Members as well as educate and train employees,
    • International operations and international exchange.
  • Services as an Accredited Personal Information Protection Organization
    • Processing complaints concerning personal information managed by Association Members,
    • Operations such as providing information to Association Members such as the creation and public announcement of Personal Information Protection Policy, etc.
  • Services as an Institution for Managing Unjust Demands for Information under the Act on Prevention of Unjust Acts by Organized Crime Group Members
  • Management of JSDA’s Board of Governors and other structures
  • Employment screening of employees, and management of retirees
    • Employment screening of employees,
    • Management of retirees.
  • “[Cases where] otherwise provided by laws and regulations” are as follows;
    • A case based on laws and regulations,
    • Where necessary to protect a person’s life, body or property (including property of a juridical person), and it is otherwise difficult to obtain the person’s consent,
    • Where particularly necessary to improve public health and promote healthy development of children, and it is otherwise difficult to obtain the person’s consent,
    • Where necessary to cooperate with a national government institution or local government, or a fiduciary thereof in executing operations prescribed by laws and regulations, and obtaining the person’s consent is likely to interfere with the execution of such operations.

Acquisition of Personal Information

  • JSDA acquires personal information within the necessary scope to achieve JSDA’s purpose of use through the following methods for example;
    • Various filings, reports and applications from Association Members,
    • Registration to J-IRISS* from listed companies, etc.,
    • Listings in the application forms for participating in seminars conducted by JSDA and surveys filled in by the person,
    • Application to take an open examination for qualification conducted by JSDA,
    • Receipt of request for or complaint about disclosure of personal information

In addition, JSDA may acquire and store images through security cameras and audio information, etc. through call records to prevent crime and accurately execute operations.

JSDA only retains or publishes personal information that is legally acquired.

  • * J-IRISS
    • J-IRISS: Japan-Insider Registration & Identification Support System is a system built by JSDA to prevent irregular trading activities and to maintain market transparency and fairness.
    • Information of executive officers of listed companies, etc. recorded in this system is periodically reconciled with client accounts opened with securities companies that are the Association Members. If these results confirm that any customer account is of any of such executive officers, an Insider Registration Card will be prepared and used to prevent insider trading.

Prohibition on the Acquisition of Sensitive Information

  • JSDA does not acquire or use sensitive information nor does it provide sensitive information to a third party. However, this does not apply in the following cases;
    • A case based on laws and regulations,
    • Where necessary to protect a person’s life, body or property, and it is otherwise difficult to obtain the person’s consent,
    • Where particularly necessary to improve public health and promote healthy development of children, and it is otherwise difficult to obtain the person’s consent,
    • Where necessary to cooperate with a national government institution or local government, or a fiduciary thereof in executing operations prescribed by laws and regulations, and where obtaining the person’s consent is likely to interfere with the execution of such operations.

* Sensitive information refers to information concerning political views, religious beliefs (refers to religion, ideology and beliefs), membership of labor union, race and nationality, origin and registered domicile, health condition and sexual orientation, as well as criminal record.

Provision of Personal Information to a Third Party

JSDA does not disclose or provide personal information to a third party without the prior consent of the person. When JSDA discloses or provides it to a third party, JSDA takes the procedures in compliance with the Act on the Protection of Personal Information, etc. However, this does not apply in the following cases;

  • A case based on laws and regulations,
  • Where necessary to protect a person’s life, body or property (including property of a juridical person), and it is otherwise difficult to obtain the person’s consent,
  • Where particularly necessary to improve public health and promote healthy development of children, and it is otherwise difficult to obtain the person’s consent,
  • Where necessary to cooperate with a national government institution or local government, or a fiduciary thereof in executing operations prescribed by laws and regulations, and where obtaining the person’s consent is likely to interfere with the execution of such operations.

Joint Use of Personal Information

JSDA may jointly use personal information it has acquired with specific parties in the following cases.

  • Information concerning major shareholders
    JSDA shall jointly use with an Association Member information concerning major shareholders of companies issuing securities listed on a Japanese Financial Instruments Exchange (limited to information about (1) shareholders’ names, (2) address, (3) shareholder ranking, (4) number of shares owned (units=stocks), and (5) shareholding ratio listed in annual reports) for the purpose of ensuring the accuracy of Insider Registration Cards prepared by the Association Member in accordance with the “Rules Concerning Solicitation for Investments and Management of Customers, Etc. by Association Members” prescribed by JSDA.
  • Information concerning executive officers of listed companies, etc.
    JSDA shall jointly use with an Association Member information concerning executive officers of listed companies, etc. registered in J-IRISS ((1) executive officers’ name, (2) date of birth, (3) address (including postal code), (4) company name, and (5) job title) for the purpose of ensuring the accuracy of Insider Registration Cards prepared by the Association Member in accordance with the “Rules Concerning Solicitation for Investments and Management of Customers, Etc. by Association Members” prescribed by JSDA.
  • Information relating to public relations operations as well as dissemination of understanding and knowledge and awareness raising
    JSDA conducts public relations activities as well as dissemination of understanding about finance, the economy and securities knowledge jointly with the organizations listed below. Therefore, personal information that JSDA acquires may be jointly used with the following organizations within the scope necessary to achieve the purpose of use of this business.
  • (Names of organizations)
    • Japan Exchange Group, Inc.
    • Tokyo Stock Exchange, Inc.
    • Osaka Exchange, Inc.
    • Nagoya Stock Exchange, Inc.
    • Fukuoka Stock Exchange
    • Sapporo Securities Exchange
    • The Investment Trusts Association, Japan
    • The Association of Nagoya Stock Exchange Trading Participants
    • Specified Non-Profit Organization, Association for Promoting Securities Investment and Study (NPO APROSIS)
    JSDA shall be responsible for managing the aforementioned personal information.

Supervision of Employees and Entrusted Parties

  • JSDA may entrust the handling of Personal information in part or in full, for example, in relation to the following operations;
    • Services relating to the implementation of qualification examinations and training, and registration of sales representatives,
    • Document forwarding operations in connection with the dissemination and enlightenment of securities knowledge and public relation activities for securities
    • Operations in relation to the running and management of J-IRISS

Disclosure, etc. of Retained Personal Data

For the detailed procedures regarding request to disclose, etc., please refer to Procedures Concerning Requests to Disclose, Correct, Delete, and to Suspend its Use, etc.

go to top