Procedures for requests for disclosure, etc.

In accordance with the Act on the Protection of Personal Information, the procedures for responding to requests from the personal information owner or the proxy via email or in writing to a (1) request for disclosure, (2) request for notification of the purposes of use, (3) request for revision, (4) request for addition, (5) request for deletion, or (6) request for cessation of use or cessation of provision to third parties, etc. (hereinafter collectively referred to as “Requests for Disclosure, etc.” for the items (1) to (6)) , regarding personal information held by our company, are as follows.

1. Point of contact for Requests for Disclosure, etc.

Requests for Disclosure, etc. must be submitted by postal mail using the designated forms with the required materials attached. When submitting request forms to our company, please use registered mail with delivery record, simple registered mail, or similar means which maintains records of delivery.
Please also note "Personal information request form enclosed" in red ink on the envelope.

72-34 Horikawa-cho, Saiwai-ku, Kawasaki-shi, Kanagawa-ken, 212-8585
Toshiba Plant Systems & Services Corporation
Personal Information Protection Management and Promotion Supervisors

2. Materials to be submitted with Requests for Disclosure, etc.

When submitting the Request for Disclosure, etc., download the following request form (1), fill out the required items, and enclose the materials required for identity confirmation (2), then submit via postal mail to the point of contact listed in 1. above.

Company specified request forms
1. To request personal information disclosure or notification of the purposes of use (for a fee)
  Personal Information Disclosure, Etc. Request Form
2. To request revision, addition, deletion, or cessation of use or provision to third parties of personal information (no fee)
  Personal Information Revision, Etc. Request Form
- A service fee is only required for requests for personal information disclosure or notification of the purposes of use. No fee is required for requests for revision, addition, deletion, or cessation of use or provision to third parties of personal information.
Materials for confirming identity of the personal information owner

1) Driver's license 2) Health insurance card 3) Passport 4) Pension book 5) Basic Resident Registration Card 6) My Number Card (Only the side with the owner’s face photo) 1 copy (a copy of one of the items 1) to 6))

Once our company has confirmed receipt of the specified forms and any required service fees, a Receipt Confirmation Notification will be sent.

3. Requests for Disclosure, etc. by proxies

When consigning Requests for Disclosure, etc. to a proxy, in addition to materials (1) and (2) in the said items 2. above, also include the following materials.

Items Related to Persons or Parties Acting as Proxy
Materials confirming the identity of the proxy
1) Driver's license 2) Health insurance card 3) Passport 4) Pension book 5) Basic Resident Registration Card 6) My Number Card (Only the side with the owner’s face photo) 1 copy (a copy of one of the items 1) to 6))
Letter of Authorization of Proxy
(The personal information owner must affix their personal seal to a Letter of Authorization of Proxy and also submit a Seal Registration Certificate for the personal seal used. If the proxy is a legal representative or proxy such as a person with parental authority, etc., a Certificate of Family Register, an Extract of Family Register, or Certificate of Residence which proves the relationship between the proxy and the personal information owner may be submitted instead of the Letter of Authorization of Proxy.)

4. Service fees for requests for disclosure and notification of the purposes of use

A service fee is required for requests for personal information disclosure or notification of the purposes of use. The service fee is \800 (tax inclusive) per 1 request.
Please include a fixed amount postal money order for ¥800 together with the submitted materials.
Please note the submitter is responsible for all other costs incurred for purchase of the fixed amount postal money order and for postal fees for delivery to our company.

If the amount is insufficient to cover the service fees, or if the service fee is not included, our company will notify you of such, and if payment is not received within a specified period of time, the request for disclosure or notification of the purposes of use shall not be fulfilled.

5. Methods of response to Requests for Disclosure, etc.

Responses will be provided either by email to the email address noted on the request form by the requester or by postal mail to the postal address noted on the request form by the requester.

6. Purposes of use of personal information collected in relation to Requests for Disclosure, etc.

Personal information collected as part of the Request for Disclosure, etc., shall only be used within the scope necessary for handling of the Request for Disclosure, etc. The submitted materials will not be returned. After a response to the Request for Disclosure, etc. is submitted, the materials will be appropriately managed and disposed of.

Reasons for non-disclosure of personal information
Our company cannot comply with requests for disclosure, etc. of personal information from customers in the following circumstances. In cases where it is determined the relevant information will not be disclosed, the requester will be notified of the details and reasons for said decision. Please note, that even if it is determined that the relevant personal information will not be disclosed, the specified service fees are still required for requests for disclosure and notification of the purposes of use.

In the event the address noted on the request form, the address noted on the materials for verification of the personal information owners identification, and/or the address registered with our company do not match, or the identity of the personal information owner is otherwise unable to be confirmed
In cases where a request is submitted by a proxy but the appointment and authorization of the proxy cannot be confirmed.
If the specified materials are not submitted or incomplete
If the personal information held by our company cannot be identified based on the details provided on the request form
In cases where the request for disclosure does not fall under the categories of held personal information as specified in Article 16 Item 4 of the Act on the Protection of Personal Information .
When said disclosure would harm the life, wellbeing, assets, or other rights and interests of the personal information owner or any third parties, or pose a risk of such
When disclosure would present significant obstacles to the appropriate implementation of our company's business, or pose a risk of such
In any other cases which would violate applicable laws or regulations

(*Personal information which is systematically organized in such a way that specific personal information can be easily searched, and for which the authority to respond to all requests for disclosure, revision, addition, or deletion of content, cessation of use, deletion, and cessation of provision to third parties can be obtained.)

7. Revision

These procedures for Request for Disclosure, etc. may be partially revised in order to better protect customer personal information or to comply with changes to relevant laws and regulations. Please verify the relevant and required procedures on each occasion when making a request for disclosure, etc.