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Toshiba Automation Systems Service Co., Ltd.
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Procedures concerning Requests for Disclosure etc. in Writing

Described below are the procedures whereby TASS, acting in accordance with the Act on the Protection of Personal Information, complies with the following requests for response received in email or 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;
  6. Request for erasure;
  7. Request for cessation of use or cessation of disclosure to third parties; and
  8. Request for disclosure of records provided to third parties.

((1) to (8) are hereinafter collectively referred to as "Requests for Disclosure etc.")

Chief Privacy Officer

Job title
General Manager, General Affairs Division
Contact
TEL +81-44-576-6508
FAX +81-44-233-5031

Postal Address for Requests for Disclosure etc.

Concerning Requests for Disclosure etc., please post the prescribed request form to the address shown below, attaching the necessary documents. When posting the request form to TASS, please use simplified registered mail, or another method enabling confirmation of delivery. Please write “Personal Data Request Form enclosed” in red ink on the envelope.

Postal address
General Affairs Division
Toshiba Automation Systems Service Co., Ltd.
Kawasaki Ekimae Tower RiverK, 12-1, Ekimae-honcho, Kawasaki-ku, Kawasaki-shi, Kanagawa 210-8541, Japan

Documents to be Submitted concerning Requests for Disclosure etc.

When making Requests for Disclosure etc., click the link below to download the request form (1), complete all mandatory fields, enclose the personal identity confirmation document (2) for the person to whom the personal data refers and the personal identity confirmation document (3) for his/her agent (only when the person authorizes his/her representative to make a request on his/her behalf), and post the form to the postal address indicated above.
When the submission of the required documents and receipt of the fee are confirmed, TASS will send an acknowledgement of receipt.

(1)TASS's prescribed request form

  1. For requests for disclosure of personal data, notification of intended use, or disclosure of records of provision to/from third parties (Fee applies)
    Personal Data Disclosure Request Form(138KB)

  2. For requests for correction of personal data, addition, deletion, erasure, cessation of use, or cessation of provision to third parties (No fee applies)
    Personal Data Correction Request Form(135KB)

    • A fee applies only for disclosure of personal data, notification of intended use, or disclosure of records of provision to/from third parties.
      No fee is charged for correction, addition, deletion, erasure, cessation of use, or cessation of provision to third parties.

(2)Personal identity confirmation document for the person to whom the personal data refers

  1. Driver's license
  2. Health insurance card
  3. Passport
  4. Pension booklet
  5. Resident registry card with a photograph
  6. Resident card (non-Japanese national)

...A copy of one of the above

  • If the registered domicile is indicated, please conceal that portion.

(3)Personal identity confirmation document for the agent (only when the person authorizes his/her representative to make a request on his/her behalf)

If you authorize your representative to make Requests for Disclosure etc., please enclose the following documents in addition to the documents listed in (1) and (2) above.

  1. Matters concerning the agent
    Matters concerning the agent(17.3KB)

  2. Personal identity confirmation document for the agent

    • Please refer to (2) Personal identity confirmation document for the person to whom the personal data refers above for valid documents.
    • If the registered domicile is indicated, please conceal that portion.

  3. Power of attorney
    Power of attorney(-KB)

    • The person to whom the personal data refers must affix his/her seal to the power of attorney and attach a seal registration certificate for the seal.
    • When the agent is a person with parental authority or other legal representative, a certificate of residence indicating the relationship with the person to whom the personal data refers (without the indication of the registered domicile) may be submitted instead of a letter of attorney.

Fee for Requests for Disclosure or Notification of Intended Use

TASS charges a fee for requests for disclosure of personal data, notification of intended use, and disclosure of records of provision to/from third parties.
800 yen (tax included) per request

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

Method of Responding to Requests for Disclosure etc.

TASS will respond in writing to the postal address written on the Request Form. If you prefer a different method of response, please inform TASS.

Intended Use of Personal Data Acquired in connection with Requests for Disclosure etc.

TASS will handle personal data obtained in connection with Requests for Disclosure etc. only for the purpose of complying with Requests for Disclosure etc. TASS will not return submitted documents. After responding to Requests for Disclosure etc., TASS will retain the documents in an appropriate manner and dispose of them after completing the response to Requests for Disclosure etc.

Reasons for Not Disclosing Personal Data

In the cases indicated below, TASS will not be able to comply with Requests for Disclosure etc. of personal data. If TASS decides not to respond as requested, TASS will notify the person making the request to that effect and give the reason. Even when TASS does not disclose the personal data or provide notice of intended use, TASS will retain the prescribed fee.

  • When the identity of the person to whom the personal data refers cannot be confirmed, such as when the address on the completed request form, the address on the personal identity confirmation document for the person to whom the personal data refers, and the address registered at TASS 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 TASS 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 16, Paragraph 4 of the Act on the Protection of Personal Information.

Revisions

TASS may from time to time revise these procedures for Requests for Disclosure etc. to better protect personal data or to comply with changes in applicable laws and regulations. Please be sure to confirm the current procedures when making Requests for Disclosure etc.

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