Procedure for responding to requests for disclosure, etc. of retained personal data

1.Application procedure for each type of content requested

(1)
Disclosure request procedure
Fill out the request form provided by our customer center and send the following 3 items below.
Type of document required Description
Provided request form Fill out all required information.
Documentation proving the identity of the person (or representative) See section 2 below.
For each request,
provide a postal money order to the value of 800 yen
or 800 yen in stamps (tax included)
Delivery costs for response form sent with delivery restricted to the addressee.
Postal money orders can be:
  • purchased at a post office.
  • In addition to the value of the postal money order, a set fee is required.
  • Within 6 months of issue.
(2)
Correction request procedure
Fill out the request sheet provided by our customer center and send the following 2 items below.
Type of document required Description
Provided request form Fill out all required information.
Documentation proving the identity of the person (or representative) See Section 2 below.
(3)
Procedure for halting use, etc., or halting sharing with a third party
Fill out the request form provided by our customer center and send the following 2 items below.
Type of document required Description
Provided request form Fill out all required information.
Documentation proving the identity of the person (or representative) See Section 2 below.
(4)
Procedure for notification of purpose of use
Contact our customer center. We will provide a response by telephone. If you wish to receive a response on paper, fill out the request sheet provided and send it to our customer center.
Type of document required Description
Provided request form Fill out all required information.

2. Documentation proving the identity of the person (or representative) which must be included

(1)
If the requester is the actual person
Please include a copy of one of the following documents. Our response will be sent to the person’s address entered in sections a through d below.
  Type Notes
a Driver’s license
  • Cover up the permanent residence section with black marker
  • International license not permitted
  • Must not be expired
  • Both sides required if address has changed
b Copy of certificate of residence (permanent residence section not required) Within 6 months of issue
c Any type of health insurance certificate (with address included)
  • Both name and address sections required
  • Must not be expired
d Alien registration card
  • Must have valid residency status and feature a residency period of 90 days or longer
  • Both sides required if address has changed

If your current address is different from the one on the documentation above, please also provide a copy of the following.

  Type Notes
e Utility bill receipt
  • One of the following: electricity, gas, water, telephone, NHK license
  • Must include the person’s name.
(2)
If the requester is a legal representative
In addition to documentation confirming the actual person's identity, as outlined in (1) above, provide a copy of one of the following to provide evidence of the representative’s relationship to the person. Our response form will be sent to the legal representative.

If the requester has parental authority over the person :

  Type Notes
f Health insurance certificate with the name of the person and both people with parental authority
  • If certificates are provided to individuals (insurance cards), both the actual person's certificates and those of both people with parental authority are required
g Copy of certificate of residence with the name of the person and both people with parental authority (permanent residence section not required)
  • Within 6 months of issue

If the requester is the legal guardian of a minor or an adult :

  Type Notes
h Official copy of the section of the family register for the actual person
  • Within 6 months of issue
i Registry documentation related to the guardianship
  • Within 6 months of issue
(3)
If the requester is a voluntary representative
In addition to documentation confirming the actual person's identity, as outlined in (1) above, provide a copy of the following.
Our response form will be sent to the actual person who is the subject of the request.
  Type Notes
j Copy of documentation proving status as the actual representative
  • Type of document depends on actual person.
If the representative is an attorney, entering the attorney registration number is allowed
  • Response form will be sent to the attorney's office.
k Power of attorney
  • Include the name and seal of the actual target of the request
  • Provide the customer center with your company's form.
l Seal registration certificate with the actual person’s seal, affixed to the power of attorney
  • Within 6 months of issue.

Contact the customer centers above for requests from companies or clients.

3.Remittance of response form

(1)
Disclosure
We will send our form to the address in the documentation sent to us which confirms the actual person’s identity (or the address in the additional utility bill receipt sent to us), with delivery restricted to the addressee.
(2)
Corrections, additions, deletion, halting of use, halting of sharing with third parties, notifications of purpose of use
We will send our form to the address in the documentation sent to us which confirms the actual person’s identity (or the address in the additional utility bill receipt sent to us) via registered mail.

4.Purpose of use of personal information obtained in relation to requests for disclosure, etc.

The personal information in the required documents sent to us will be handled only within the scope of the request for disclosure, etc. When we have completed our response to the request for disclosure, etc., the information will be stored for a period of time set by our company, then disposed of. We cannot accommodate requests for returns.

5.Other notes when making a request for disclosure, etc.

(1)
It will take approximately 2 weeks for us to send a response form to customer requests. Requests may take longer depending on the nature of the request.
(2)
If the documentation provided in support of the request is insufficient, an incorrect fee was provided (accepted only with disclosure requests), or there are any other issues, we will contact the actual person about it.
(3)
We may refuse requests for disclosure in the following cases, or when required by legal regulations.
  • If doing so will violate the rights and privileges of the actual person
  • If doing so will interfere with our company’s business (for example, if the actual person sends repeated identical requests for an issue requiring complex handling, slowing down our system and making it impossible to handle other requests)
  • If doing so will violate other legal regulations
  • If the actual person’s identity cannot be confirmed
  • (Disclosure requests) If the required fees are not paid
(4)
The requester is responsible for delivery costs when sending the required documentation to our company.
We are not responsible for mail that is lost or damaged before arrival.

End