Procedures for Requests for Disclosure of Personal Information, etc.

Procedures for Requests for Disclosure, etc. of Personal Information

The following describes the procedures to be followed when, pursuant to the Act on the Protection of Personal Information, we respond in writing to requests from the individual concerned or their representative regarding personal information held by the Company, including (1) requests for disclosure, (2) requests for notification of purpose of use, (3) requests for correction, (4) requests for addition, (5) requests for deletion, and (6) requests for suspension of use or suspension of provision to third parties. These requests are collectively referred to below as “Requests for Disclosure, etc.”

1. Documents to Be Submitted for Requests for Disclosure, etc.

When making a Request for Disclosure, etc., please complete all required items on the Company’s designated request form (1), enclose documents for identity verification of the individual concerned (2), and mail them to the address indicated in Section 2 below.

(1) Company-designated request form
In each of the following cases, please use the “Request Form for Disclosure, etc. of Personal Information ” (PDF: 217 KB).

1. When requesting disclosure of personal information or notification of the purpose of use
2. When requesting correction, addition, deletion, suspension of use, or suspension of provision to third parties of personal information
   * A handling fee is charged only for requests for disclosure of personal information and notification of the purpose of use.
   No fee is required for requests for correction, addition, deletion, suspension of use, or suspension of provision to third parties of personal information.

We lead Japan-originated overseas rollouts and overseas-originated domestic roll-ins to success.
One of the following documents. For items 1) through 5), a copy may be submitted.

1) Driver’s license (including the reverse side if there has been an address change), 2) passport, 3) health insurance card, 4) Basic Resident Registration Card with photo, 5) pension handbook, or 6) copy of alien registration certificate

* Once the Company has confirmed receipt of the designated documents and the handling fee, we will send an “Acceptance Confirmation Notice.”

2. Contact Address for Requests for Disclosure, etc.

Requests for Disclosure, etc. must be submitted by postal mail together with the designated request form and the required documents. When mailing the request form to the Company, please use a method that allows delivery records to be confirmed, such as recorded delivery mail or simplified registered mail. We would appreciate it if you could write “Personal Information Request Form Enclosed” in red on the envelope.

Shibaura Square Building 18F, 4-9-25 Shibaura, Minato-ku, Tokyo 108-0023, Japan
Personal Information Protection Officer, Enterprise System Solutions Corporation.

3. Requests for Disclosure, etc. by a Representative

If you authorize a representative to make a Request for Disclosure, etc., please enclose the following documents in addition to the documents described in Section 1 (1) and (2) above.

（1）Information concerning the representative(PDF：136KB)

(2) Documents to verify the identity of the representative
One of the following documents. For items 1) through 5), a copy may be submitted.

1) Driver’s license (including the reverse side if there has been an address change), 2) passport, 3) health insurance card, 4) Basic Resident Registration Card with photo, 5) pension handbook, or 6) copy of alien registration certificate

（3）Letter of proxy(PDF：39KB)

• The individual concerned must affix their seal to the letter of proxy and attach the seal registration certificate for that seal.
• If the representative is a legal representative, such as a person with parental authority, a certificate of residence, health insurance card, or similar document that shows the relationship with the individual concerned may be submitted instead of a letter of proxy.

4. Handling Fee for Requests for Disclosure or Notification of Purpose of Use

A handling fee is charged for requests for disclosure of personal information and notification of the purpose of use.

• JPY 800, including tax, per request
• Please enclose a fixed-amount postal money order for JPY 800 with the submitted documents.
  The customer is responsible for the fee for purchasing the fixed-amount postal money order and the postage for sending the documents to the Company.
  
  * If the handling fee is insufficient or not enclosed, we will notify you accordingly. However, if payment is not made within the prescribed period, we will treat the request for disclosure or notification of purpose of use as not having been made.

5. Method of Response to Requests for Disclosure, etc.

We will respond in writing to the address stated in the requester’s “documents for identity verification of the individual concerned.”

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

Personal information obtained in connection with Requests for Disclosure, etc. will be handled only to the extent necessary for such requests. Submitted documents will not be returned. After we have completed our response to the Request for Disclosure, etc., the documents will be appropriately managed and disposed of.

* Grounds for non-disclosure of personal information
In the following cases, we will not be able to respond to requests for disclosure, etc. of the personal information requested by the customer. If we decide not to disclose the information, etc., we will notify you of that decision together with the reason. Please note that the prescribed handling fee will also be charged in cases of non-disclosure or non-notification of the purpose of use.

• When the identity of the individual concerned cannot be verified, such as when the address stated on the request form, the address stated in the documents for identity verification, and the address registered with the Company do not match
• When, in the case of a request made by a representative, the authority of representation cannot be confirmed
• When there are deficiencies in the prescribed submitted documents
• When the personal information held by the Company cannot be identified based on the information stated in the request form
• When the information subject to the request for disclosure does not fall under “retained personal data” as defined in Article 2, Paragraph 5 of the Act on the Protection of Personal Information
• When there is a risk of harming the life, body, property, or other rights and interests of the individual concerned or a third party
• When there is a risk of significantly hindering the proper execution of the Company’s business
• When disclosure would violate other laws or regulations

7. Revisions to These Procedures

These procedures for Requests for Disclosure, etc. may be partially revised in order to protect customers’ personal information and to respond to changes in laws and regulations. Please review these procedures each time you make a Request for Disclosure, etc.

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