Privacy at Olympus Vietnam
Published: August 1, 2023
Thank you for visiting our Privacy Page for Vietnam.
Appropriately managing and safeguarding personal data is fundamental to Olympus Corporation and its family of companies’ core values and commitment to patients, healthcare professionals(“HCP”), external business partners, employees, and customers.
This Privacy Page summarises our global and local privacy program and, for Vietnamese citizens in Vietnam, supplements the information already provided via our global website which is available here 
.
Our Global Privacy Notice is available in Vietnamese here .
Our Potential Adverse Event Privacy Notice is available in Vietnamese here .
Who are we?
Olympus is a multinational company with its headquarters in Japan. Olympus operates its business activities in Vietnam through two legal entities (together below, “Olympus Vietnam”, “our” or “we”):
- Olympus Vietnam Co., Ltd.; and
- Olympus Medical Systems Vietnam Co., Ltd.
You can learn more about Olympus Vietnam and find local contact details here.
How do we protect your personal data?
Olympus Vietnam takes the safety and security of your personal data seriously and we put in place appropriate technical and organizational measures designed to protect your personal data from destruction, accidental or unlawful loss, modification, unauthorized disclosure, unauthorized access or other unauthorized or unlawful data processing in accordance with applicable law.
However, we cannot absolutely guarantee the security of personal data, especially personal data transmitted over the internet. In the event of a security incident, we will take mitigation measures in accordance with our global incident response plans and report to competent regulators as required by applicable law. In the event of a security incident affecting your personal data, we will notify you as required by applicable law through email, correspondence, telephone, push notification or other means.
Your rights and obligations as a Vietnamese citizen
Subject to certain exceptions, you have the right to: know, consent, access, withdraw consent, request deletion of data, limit data processing, provide data, object to data processing, complain, denounce complaints, lawsuits, claims for damages, the right to self-protection under the law on the protection of personal data.
You have the following obligations: to protect your personal data; request other relevant organizations and individuals to protect their personal data; fully and accurately provide personal data when agreeing to Olympus Vietnam to process personal data; perform the provisions of the law on protection of personal data and other obligations in accordance with the law.
Depending on which laws apply to your personal data, we may only do some of these things for you. If we refuse your request, we will explain your legal rights, the reason for our refusal and any recourse you may have.
Methods of processing your personal data
We may process your personal data by manual or automated methods.
What happens when we make changes?
This Privacy Page and our other privacy disclosures may be revised or updated from time to time. For example, we may make amendments to reflect changes in our operating practices with respect to the processing of personal data, or changes in applicable law. Please read the information available in our privacy disclosures and regularly check those privacy disclosures for changes we may make. When we make a change, we will update the relevant date and provide an explanation of the change.
Additional information for candidates and new personnel who are Vietnamese citizens in Vietnam
What types of personal data does Olympus Vietnam process?
To enable Olympus Vietnam to recruit the best possible candidates for positions and onboard them effectively, we collect personal data from you (either when you submit an application or as part of the recruitment and interview process) and other sources. The other sources from whom we may collect personal data include recruiters or an employee of Olympus that has referred you and other third parties where relevant to your application. For example, where we are provided with: (i) an employment reference; (ii) confirmation of your immigration status; or (iii) a criminal background check from the relevant authority.
As part of the application and interview process, we may receive the following types of personal data.
| Full name | Telephone number | Email address |
| Personal data contained in your resume / CV, cover letter | Professional and work experience | Educational background and qualifications |
| Age | Copy of most recent payslip and compensation expectations | Address |
As part of your onboarding process, we will also collect the following types of personal data.
| Full name (in Vietnamese) | Telephone number | Email address |
| Marital status | Date of birth | Place of birth (province/city, district, ward/commune) |
| Head of household (name, relationship, date of birth and place of birth) | ID card number, issued date and place of issue | Passport number, date of issue and expiry date |
| Social insurance number | Tax identifier | Residential address |
| Distance from residential address to office | Motorbike registration number, model and colour | Bank account number and branch location |
| Degree qualifications – place of issue, major and grade classification | Health check results | Third party references |
Some personal data which we collect, where required or permitted by applicable law or where you have given us your consent to do so (which can be withdrawn at any time), may also be considered sensitive personal data. For example, your health condition and personal data stated in a health record would be considered sensitive personal data.
If you provide us with personal data about other individuals (such as individuals listed as references), it is your responsibility to inform such individuals of their rights and to obtain their consent, where necessary under applicable law, to the processing (including transfer) of that personal data for the purposes set out in this privacy notice.
Why does the Company process my personal data?
We process your personal data to administer our recruitment and employment activities, including to:
- Assess your suitability for the position for which you apply;
- Meet our obligations with respect to any health and safety requirements or security obligations;
- Take further steps to enter into an employment contract with you;
- Communicate with you to facilitate, manage and improve our recruiting and hiring processes, administer on-boarding activities and maintain employment records. This may include discussing your application further, inviting you to interviews, post-recruitment process followup, and providing you with feedback;
- Verify your right to work;
- Authenticate your identity and conduct or obtain reference and background checks or criminal record checks to the extent required or permitted by applicable law;
- Social insurance registration;
- Calculating eligible transport allowance; and
- Facilitating onsite parking at our office.
What is the legal basis for processing my personal data?
Your personal data may be processed on the basis of a legal requirement, fulfillment of a contract with you, or consent where required or permitted by applicable law.
Our ability to process or evaluate your application, confirm your eligibility for employment or provide effective on-boarding and ongoing employment will be limited if we do not process your personal data.
When and why will the Company share my personal data?
Within Olympus
Your personal data may be disclosed to our human resources, finance and administration functions and other relevant personnel, such as interviewers involved in the recruitment process, managers in the business area with a vacancy, and IT and compliance/legal department personnel, for recruitment, compliance, administrative and management purposes.
Service providers
We may share your personal data with recruitment, assessment, on-boarding and administration service providers, background check providers, and hosting, cloud and other technology services providers on a need-to-know basis in accordance with applicable law.
Third parties
We may share your personal data with other third parties, for example in the context of the possible sale or transfer of all (or a portion) of our business or assets to a third party in the event of merger, acquisition, liquidation or similar event, or to relevant third parties such as auditors, lawyers or professional advisors, our insurers in accordance with applicable law.
Sometimes we may share your personal data without your consent where permitted or required under applicable law. We may need to disclose your personal data to comply with a subpoena, bankruptcy proceedings, or similar legal process, or in response to lawful requests by public, regulatory or government authorities, or when disclosure is reasonably necessary to protect our property or rights, or those of you or third parties, or the public at large.
We may also share your personal data as permitted by law for the establishment, exercise, or defence of legal claims.
Do you transfer personal data between jurisdictions?
Yes. Olympus is a multi-national group with headquarters in Tokyo, Japan. We may process your personal data outside of the jurisdiction in which it was collected, including within the Olympus group globally and with service providers outside that jurisdiction. For example, Olympus Medical Systems Vietnam Co., Ltd. uses a software systems to manage HR-related information which host personal data in Singapore, Germany and the United States.
Where your personal data is transferred to a jurisdiction without adequate privacy laws, Olympus has policies and procedures to put measures in place to protect the personal data that is transferred in accordance with applicable privacy laws (such as the data processing agreements).
What happens to my personal data if my application is successful?
If your application is successful, personal data processed during the recruitment process will be added to your employee record and processed in accordance with Olympus’s applicable policies and procedures. You will be provided with access to copies of applicable policies and procedures on request, at the time of accepting your offer of employment and at any time on our intranet after you start with us or by asking your HR representative.
How long will you keep my personal data if my application is unsuccessful?
We will retain your personal data for as long as necessary to review your application, or, to the extent applicable, until you have withdrawn your consent, and for an additional period as is necessary. For example, where you have requested that we consider you for any upcoming vacancies. To understand how long we will retain your personal data, please contact your Olympus Vietnam representative.
History of revision
| Date | Content of revision | Reason |
|---|---|---|
| Aug 1, 2023 | Published | Published |
| Aug 25, 2023 | Update list of personal data for candidates | Increase transparency |