Toshiba Information Systems (Japan) Corporation

Procedures Concerning Requests for Disclosure

This document describes the procedures by which Toshiba Information Systems, acting in accordance with JIS Q 15001, complies with the following requests from customers or their agents concerning the customer's personal data: (1) Request for disclosure; (2) Request for notification of the intended use of the personal data; (3) Request for correction; (4) Request for addition; (5) Request for deletion; and (6) Request for cessation of use or cessation of disclosing to third parties ((1) to (6) are hereinafter collectively referred to as "Requests for Disclosure").

1. Documents to be Submitted Concerning Requests for Disclosure

When making requests for disclosure, please complete all specified fields in the prescribed request form (1), enclose the identity confirmation document (2), and post the documents to the postal address indicated in 2. below.

(1) Toshiba Information Systems' prescribed request form

For both cases below, "Request Form for Personal Data Disclosure" (PDF file: 12KB) (Japanese only)

  1. For requests for disclosure of personal data or notification of intended use
  2. For requests for correction, addition, deletion, cessation of use, or cessation of disclosing to third parties

Note: A fee is charged for only requesting for disclosure of personal data or notification of intended use.
No fee is charged for correction, addition, deletion, cessation of use, or cessation of disclosing to third parties.

(2) Identity confirmation document

A copy of one of the following documents (An original is required for 6.)

Note: If the document includes the domicile of origin, please black it out before submitting it.

  1. Driver's license (copies of both sides if it includes an address change record)
  2. Passport
  3. Health insurance card
  4. Resident registry with photograph
  5. Pension booklet
  6. Duplicate of original alien registration

Note: After confirming receipt of the prescribed documents and the fee, Toshiba Information Systems will send a confirmation notice of the receipt to you.

2. Postal Address for Requests for Disclosure

Please post Requests for Disclosure to the address shown below after attaching the necessary documents to the prescribed request form. When posting the request form to Toshiba Information Systems, please use delivery-certified mail, simplified registered mail, or another method enabling confirmation of delivery.
Please write on the envelope, "Personal Data Request enclosed" in red ink.

Personal Data Protection Manager (Director, General Manager of Business Planning Division)

Contact for Inquiries concerning protection of personal data
(General Manager of Personnel Management and Security Group, Personnel Management Division)
1-53 Nissin-cho, Kawasaki-ku, Kawasaki, Kanagawa 210-8540 Japan

3. Requests for Disclosure through Agent

When your agent is making a Request for Disclosure on your behalf, please include the following documents in addition to the documents described in 1(1) and 1(2) above.

  1. Matters Concerning the Agent (PDF file: 8KB) (Japanese only)
  2. Agent identity confirmation document
    A copy of one of the following documents (An original is required for 6).

    Note: If the document includes the domicile of origin, please black it out before submitting it.

    1. Driver's license (copies of both sides if it includes an address change record)
    2. Passport
    3. Health insurance card
    4. Resident registry with photograph
    5. Pension booklet
    6. Duplicate of original alien registration
  3. Power of Attorney: (PDF file: 8KB) (Japanese only)
    • The person to whom the personal data refers should stamp a power 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, the person making the request may submit a copy of the certificate of residence or the health insurance card indicating the relationship with the person to whom the personal data refers instead of a power of attorney.

4. Fee for Requests for Disclosure or Notification of Intended Use

Toshiba Information Systems charges a fee for requests for disclosure or notification of intended use.

  • Fee for each request: ¥800 (tax included))
  • Please include a postal money order in the amount of ¥800 with the documents for submission.

The person making the request bears the cost of purchasing the postal money order and of postage to Toshiba Information Systems.

The person making the request bears the cost of purchasing the postal money order and of postage to Toshiba Information Systems.
Note: In cases where the fee is insufficient or where the fee is not included with the documents for submission, Toshiba Information Systems will notify the person making the request to that effect. If payment is not made within a certain period of time, Toshiba Information Systems will deem that no request for disclosure or notification of intended use has been made.

5. Method of Responding to Requests for Disclosure

Toshiba Information Systems will respond in writing to the address written on the identity confirmation document you submitted.

6. Use of Personal Data Obtained in Connection with Requests for Disclosure

Toshiba Information Systems will handle personal data obtained in connection with Requests for Disclosure only for the purpose of complying with Requests for Disclosure. Toshiba Information Systems will not return submitted documents. After a request for disclosure of personal data has been answered, Toshiba Information Systems will maintain or dispose of the documents in an appropriate manner.

Note: Reasons for Not Disclosing Personal Information
In the cases indicated below, Toshiba Information Systems will not be able to comply with Requests for Disclosure of personal data. In cases where Toshiba Information Systems decides not to respond to inquiries as requested, it will notify the person making the request to that effect and give the reason. Even in cases where Toshiba Information Systems does not disclose the personal data or provide notification of intended use, it will retain the prescribed fee.

  • When the principal's identity cannot be confirmed, such as when the address on the completed request form, the address on the documents for confirming the identity of the person to whom the personal data refers, and the address registered at Toshiba Information Systems do not match
  • When it cannot be confirmed that the agent has duly authorized power of attorney
  • When there is a deficiency in the prescribed documents for submission
  • When Toshiba Information Systems 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 "personal information to be disclosed" as defined in JIS Q 15001
  • When there is a risk of harm to the life, body, property or other rights and profits 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 Toshiba Information Systems' business
  • When disclosure would constitute a violation of other laws or regulations

Please refer to Intended Use of Personal Data (Japanese only) for the intended use of personal data obtained and to be disclosed by Toshiba Information Systems.
However, (5) Personal data contracted from Business Partners does not come within the scope of personal data to be disclosed.

7. Revisions

Toshiba Information Systems may from time to time revise these procedures to better protect customers' personal data or to comply with changes in applicable laws or regulations. Be sure to confirm the latest procedures when making requests for disclosure of personal data and others.

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