Procedures concerning Requests for Disclosure etc.

How to Request for Written Disclosure

This document describes the procedures by which Toshiba TEC, acting in accordance with the Personal Data Protection Law, complies with the following requests for response in writing 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. 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 TEC, please use delivery-certified mail, simplified registered mail, or another method enabling confirmation of delivery. Please write on the envelope, "Personal Data Request enclosed."

Personal Data Protection Group
Toshiba TEC Corporation
2-17-2 Higashi Gotanda, Shinagawa-ku, Tokyo, 141-8664

2. Documents to be submitted concerning Requests for Disclosure

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

1. Toshiba TEC's prescribed request form

  1. For requests for disclosure of personal data or notification of intended use (Fee applies)
  2. For requests for correction, addition, deletion, cessation of use, or cessation of disclosing to third parties (No fee applies)
    • * A fee applies only 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: 1) driver's license; 2) health insurance card; 3) passport; 4) pension booklet; 5) resident registry card with photograph; or 6) alien registration card

  • * After confirming receipt of the prescribed documents and the fee, Toshiba TEC will send a confirmation notice of the receipt to you.

3. Requests for Disclosure through Agent

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

1. Matters Concerning the Agent (PDF:21KB:Japanese)

2. Agent identity confirmation document

A copy of one of the following documents: 1) driver's license; 2) health insurance card; 3) passport; 4) pension booklet; 5) resident registry card with photograph; or 6) alien registration card.

3. Power of Attorney (PDF:10KB:Japanese)

(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 or an abridged copy of the family register or a certificate of residence 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 TEC 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 TEC.

  • * In cases where the fee is insufficient or where the fee is not included with the documents for submission, Toshiba TEC will notify the person making the request to that effect. If payment is not made within a certain period of time, Toshiba TEC will deem that no request for disclosure or notification of intended use has been made.

5. Method of Responding to Requests for Disclosure

Toshiba TEC will respond in writing to the address written on the request form you submitted.

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

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

  • * Reasons for Not Disclosing Personal Data In the cases indicated below, Toshiba TEC will not be able to comply with Requests for Disclosure of personal information. In cases where Toshiba TEC decides not to respond to inquiries as requested, Toshiba TEC will notify the person making the request to that effect and give the reason. Even in cases where Toshiba TEC does not disclose the personal data or provide notification of intended use, Toshiba TEC 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 completed documents for confirming the identity of the person to whom the personal data refers, and the address registered at Toshiba TEC 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 TEC cannot identity 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 5 of the Personal Data Protection Law.
  • When there is a risk of harm to the life, body, or property of the person to whom the personal data refers or to a third party
  • When there is a risk of considerable obstruction to the appropriate operation of Toshiba TEC's business
  • When disclosure would constitute a violation of another law or regulation

7. Revisions

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

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