This document describes the procedures by which Toshiba Solutions Corp. (hereinafter referred to as “Our Company”), acting in accordance with the Act on the Protection of Personal Information, 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 intended use of personal data; (3) Request for correction; (4) Request for addition; (5) Request for deletion; and (6) Request for cessation of use or cessation of disclosure to third parties. ((1) through (6) are hereinafter collectively referred to as "Requests for Disclosure, etc.")

1. Documents to be submitted concerning Requests for Disclosure, etc.

When making Requests for Disclosure, etc., complete all prescribed fields of the request form (1), enclose the identity confirmation document (2), and post the documents to the postal address indicated in 2. below.

(1) Request form specified by Our Company
In any of the following cases, use the Request Form for Personal Data Disclosure.(42KB)

1. For requests for disclosure of personal data or notification of intended use
2. For requests for correction, addition, deletion, cessation of use, or cessation of disclosure to third parties
   Note: 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 disclosure to third parties.

(2) Identity confirmation document
A copy of one of the following documents (original document required for 6):
1) driver's license (back side also required if the address has changed); 2) health insurance card; 3) passport; 4) pension booklet; 5) resident registry (with photo attached); or 6) duplicate of original alien registration
Note: After confirming receipt of the prescribed documents and the fee, Our Company will send a confirmation notice of the receipt to you.

2. Postal Address for Requests for Disclosure

Please post Requests for Disclosure, etc., to the address shown below after attaching the necessary documents to the prescribed request form. When posting the request form to Our Company, please use delivery-certified mail, simplified registered mail, or another method enabling confirmation of delivery. Please write on the envelope, "Personal Data Request enclosed."

3. Requests for Disclosure, etc., through Agent

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

1. Matters Concerning the Agent(28KB) 
2. Agent identity confirmation document
   A copy of one of the following documents (original document required for 6):
   1) driver's license (back side also required if the address has changed); 2) health insurance card; 3) passport; 4) pension booklet; 5) resident registry (with photo attached); or 6) duplicate of original alien registration
3. Power of Attorney (39KB)

• The principal 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 certificate of residence or a certificate of insurance indicating the relationship with the principal instead of a power of attorney.

4. Fee for Requests for Disclosure or Notification of Intended Use

Our Company 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 Our Company.

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

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

Our Company will respond in writing to the address described in the request form you submitted.

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

Our Company will handle personal data obtained in connection with Requests for Disclosure, etc., only for the purpose of complying with Requests for Disclosure, etc. Our Company will not return submitted documents. After responding to such requests, Our Company will maintain and dispose of the documents in an appropriate manner.

Note: Reasons for Not Disclosing Personal Data In the cases indicated below, Our Company will not be able to comply with Requests for Disclosure of personal information. In cases where Our Company decides not to respond to inquiries as requested, Our Company will notify the person making the request to that effect and give the reason. Even in cases where Our Company does not disclose the personal data or provide notification of intended use, Our Company 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 principal, and the address registered at Our Company do not match with one another
• 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 Our Company cannot identify 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 7 of the Personal Data Protection Law.
• When there is a risk of harm to the life, body, or property of the principal or of a third party
• When there is a risk of considerable obstruction to the appropriate operation of our business
• When disclosure would constitute a violation of another law or regulation

7. Revisions of procedures for requests etc.

Our Company 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, etc., of personal data.