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 the persons to whom the relevant personal information refers or their agents concerning their personal information held by it: (1) Requests for disclosure of personal information or records of disclosure to third parties; (2) Requests for notification of the intended use of personal information; (3) Requests for correction of personal information; (4) Requests for addition of personal information; (5) Requests for deletion of personal information; and (6) Requests for cessation of use of, or cessation of disclosure to third parties of, personal information ((1) to (6) are hereinafter collectively referred to as "Requests for Disclosure").

1. Request Form and Other Documents to be Submitted Concerning Requests for Disclosure

When making Requests for Disclosure, please complete all the specified fields in Toshiba Information Systems' prescribed request form described in (1) below, enclose the identity confirmation document described in (2) below, and send the documents to the postal address indicated in "2. Postal Address for Requests for Disclosure" below.

(1) Toshiba Information Systems' prescribed request form

For both cases below, "Request Form for Personal Information Disclosure" (PDF file: 273KB)

  • For requests for disclosure of personal information or records of disclosure to third parties or notification of the intended use; and
  • For requests for correction, addition, deletion, cessation of use of, or cessation of disclosure to third parties of, personal information.

Note: A fee is charged only for requests for disclosure of personal information or records of disclosure to third parties or notification of the intended use.
No fee is charged for requests for correction, addition, deletion, cessation of use of, or cessation of disclosure to third parties of, personal information.

(2) Identity confirmation document

A copy of one of the following documents:

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

  1. Driver's license (Copies of both sides are required if it includes an address change record.);
  2. Passport;
  3. Health insurance card;
  4. Resident registry with photograph;
  5. Pension booklet; or
  6. Alien registration card.

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 Information Request enclosed" in red ink.

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

Contact for Inquiries Concerning Protection of Personal Information
(General Manager of Personnel Management and Security Group, Personnel Management Division)
Toshiba Information Systems (Japan) Corporation
Kowa Kawasaki Higashiguchi Building, 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) Toshiba Information Systems' prescribed request form" and "(2) Identity confirmation document" of Section 1. above.

  1. Matters Concerning the Agent (PDF file: 136KB)
  2. Agent identity confirmation document
    A copy of one of the following documents:

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

    1. Driver's license (Copies of both sides are required if it includes an address change record.);
    2. Passport;
    3. Health insurance card;
    4. Resident registry with photograph;
    5. Pension booklet; or
    6. Alien registration card.
  3. Power of Attorney: (PDF file: 67KB)
    • The person to whom the personal information refers should stamp a power of attorney with his or her seal, and attach a seal registration certificate of that seal.
    • When the agent is a person with parental authority or other legal representative, the agent may submit a copy of the certificate of residence, the health insurance card or other similar document indicating the relationship with the person to whom the personal information refers in lieu 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 of personal information or records of disclosure to third parties or notification of the intended use.

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

The person making the request is responsible for 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 enclosed with the documents for submission, Toshiba Information Systems will notify the person making the request to that effect. If payment is not made within the designated period of time, Toshiba Information Systems will deem that no request for disclosure or notification of the intended use has been made.

5. Method of Responding to Requests for Disclosure

Toshiba Information Systems will respond to requests by the method you have designated in the request form.

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

Toshiba Information Systems will handle personal information 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 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 may not be able to comply with Requests for Disclosure of personal information. In cases where Toshiba Information Systems decides not to disclose personal information or otherwise not to meet the request, 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 information or provide notification of the intended use, it will retain the prescribed fee.

  • When the identity of the person to whom the personal information refers 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 information refers, and the address registered at Toshiba Information Systems do not match;
  • When it cannot be confirmed that the agent who is making a request 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 information held by it on the basis of the information contained in the request form;
  • When the information subject to the disclosure request does not come within the scope of "personal information to be disclosed or records of disclosure to third parties" as defined in JIS Q 15001;
  • When, in connection with a request for notification of the intended use, the intended use is considered to have been clarified;
  • When there is a risk of harm to the life, body, property or other rights and interests of the person to whom the personal information 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; or
  • When Toshiba Information Systems is expected to incur significant costs to cease the use of or disclosure to third parties of the personal information or otherwise it is difficult for Toshiba Information Systems to cease such use or disclosure and Toshiba Information Systems has taken alternative measures necessary to protect the rights and interests of the person to whom the personal information refers.

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

7. Revisions

Toshiba Information Systems may revise these procedures concerning Requests for Disclosure to better protect personal information held by it or to comply with changes in applicable laws or regulations. Be sure to confirm the latest procedures whenever making Requests for Disclosure.

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