Privacy Policy
Procedures Concerning Requests for Disclosure etc.
Described here are the procedures by which Toshiba IT-Services Corporation (hereinafter referred to as “Our Company”), acting in accordance with the Act on the Protection of Personal Information, complies with the following requests from a customer, or his or her agent, concerning the customer's personal data: (1) Request for disclosure; (2) Request for notice of intended use; (3) Request for correction; (4) Request for addition; (5) Request for deletion; (6) Request for cessation of use; and (7) Request for cessation of disclosure to third parties. ((1) through (7) are hereinafter collectively referred to as “Requests for Disclosure etc.”)
Postal Address for Requests for Disclosure etc.
When making Requests for Disclosure etc., please post the prescribed request form, with the necessary documents attached, to the postal address shown below. Please use delivery-certified mail, simplified registered mail, or other method enabling confirmation of delivery. Please kindly add “Personal Data Request Enclosed” in red ink on the envelope.
Personal Data Protection Group
Toshiba IT-Services Corporation
1-53, Nisshin-cho, Kawasaki-ku, Kawasaki-shi, Kanagawa 210-8551
Documents to be Submitted Concerning Requests for Disclosure etc.
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(1)
Whenever making Requests for Disclosure etc., enclose the Request Form for Personal Data Disclosure with all prescribed fields completed and a personal identity confirmation document.
(a)
Request Form for Personal Data Disclosure etc. (PDF: 115KB)
This form should be used for any type of Requests for Disclosure etc.(b)
Personal identity confirmation document
A copy of one of the following documents, except that the original is required for 6:
1) Driver's license (Reverse side also required if the address has changed); 2) Health insurance card; 3) Passport; 4) Pension booklet; 5) Resident registry card with a photo attached; or 6) Duplicate of the alien registration card.(2)
When an agent is making Requests for Disclosure etc. on behalf of the person to whom the personal data refers, include the following documents in addition.
(b)
Agent identity confirmation document
A copy of one of the following documents, except that the original is required for 6:
1) Driver's license (Reverse side also required if the address has changed); 2) Health insurance card; 3) Passport; 4) Pension booklet; 5) Resident registry card with a photo attached; or 6) Duplicate of the alien registration card.- The person to whom the personal data refers should stamp the Letter of Attorney with his or her seal and attach a seal registration certificate.
- When the agent is a person with parental authority or other legal representative, a certificate of residence, a certificate of health insurance, or other document indicating the relationship with the person to whom the personal data refers may be submitted instead of the Letter of Attorney.
(3)
When the type of Requests for Disclosure etc. is a request for disclosure or notice of intended use, enclose a postal money order in the amount of ¥800.
Our Company charges a fee for a request for disclosure or notice of intended use.
The fee is ¥800 including tax for each request.Notes:
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1)
The person making the request should bear the cost of purchasing the postal money order and of postage to Our Company.
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2)
No fee is required when the type op Requests for Disclosure etc. is a request for correction, addition, deletion, cessation of use, or cessation of provision to third parties.
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3)
In cases where the fee is insufficient or where the fee is not included with the documents for submission, Our Company will notify the person making the request of that effect. If payment is not made within a certain period of time, Our Company will deem that no request for disclosure or notice of intended use has been made.
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4)
After confirming receipt of the prescribed documents and the fee, Our Company will send a confirmation notice of the receipt.
Method of Responding to Requests for Disclosure etc.
Our Company will respond in writing to the postal address written on the Request Form for Personal Data Disclosure etc.
Use of Personal Data Obtained in Connection with Requests for Disclosure etc.
Our Company will handle personal data obtained in connection with Requests for Disclosure etc. only for the purpose of complying with Requests for Disclosure etc. Our Company will not return submitted documents. After responding to Requests for Disclosure etc., Our Company will maintain and dispose of the documents in an appropriate manner.
Reasons for Not Disclosing Personal Data
In cases indicated below, Our Company will not be able to comply with Requests for Disclosure etc. If Our Company decides not to respond as requested, Our Company will notify the person making the request of that effect and give the reason. Even when Our Company does not disclose the personal data or provide notice of intended use, Our Company will retain the prescribed fee.
- When it cannot be confirmed that the agent has a duly authorized letter of attorney
- When there is a deficiency in the prescribed documents for submission
- When Our Company cannot identify the personal data on the basis of the information contained in the request
- When the information subject to the request does not come within the scope of “retained personal data” as defined in Article 2, Paragraph 7 of the Act on the Protection of Personal Information
- When there is a risk of harm to the life, body, or property of the person to whom the personal data refers or of a third party
- When there is a risk of considerable obstruction to the appropriate operation of Our Company's business
- When disclosure would constitute a violation of law or regulations
Revisions
Our Company may from time to time revise these procedures to better protect personal data or to comply with changes in applicable law or regulations. Be sure to confirm the current procedures when making Requests for Disclosure etc.
