AIPHONE

Home > Privacy Policy > Support Desk for Personal Information Disclosure Requests

Aiphone Co., Ltd. Privacy Policy Support Desk for Personal Information Disclosure Requests

Procedures for Written Requests for Disclosure, etc.

Aiphone Co., Ltd. (the “Company”) utilizes the following procedures when handling written requests made by a person or his or her agent for disclosure, notification of purposes of use, correction, addition, deletion, cessation of use and cessation of provision to third parties of the personal information which the Company holds:

1. Contact Information regarding Requests for Disclosure, etc.

For requests for disclosure, etc., please fill in the prescribed form and mail it to the Company together with the required documents. In mailing the form to us, please use mailing methods which enable us to confirm delivery records, including delivery-certified mail and simple registered mail.

It would be appreciated if you would write “Personal Information Request Form Enclosed” in red lettering on the envelope.

General Affairs Department, Aiphone Co., Ltd.
10th Floor Meiji Yasuda Seimei Nagoya Building, 1-1 Shinsakae-machi, Naka-ku, Nagoya, Aichi, 460-0004, JAPAN

2. Documents to be Submitted in Requesting Disclosure, etc.

After the Company confirms submission of the following documents and receipt of the requisite fees, the Company will send you an acceptance confirmation letter.

  1. Request Forms Prescribed by the Company

    (1) For Requests for Disclosure or Notification of Purposes of Use of Personal Information (Charged)

    Request Form for Personal Information Disclosure (PDF: 106.9 KB)

    (2) For Requests for Correction, Addition, Deletion, Cessation of Use or Cessation of Provision to Third Parties (Charge-Free)

    Request Form for Personal Information Correction (PDF: 92.0 KB)

  2. Identity Verification Documents
    • (1)Driver’s License
    • (2)Health Insurance Card
    • (3)Passport
    • (4)Pension Booklet
    • (5)Basic Resident Registration Card
    • (6)Copy of Foreign Resident Registration Ledger

    * Please enclose one of the above; however, copies are acceptable for documents (1) through (5) only; not for document (6).

3. Requests for Disclosure, etc. by Agents

If you authorize an agent to make a request for disclosure, etc., please enclose the documents below, in addition to the documents set forth in Sections 2.(1) and (2) above:

  1. Matters Concerning The Agent (PDF: 79.1 KB)

  2. Document Verifying Identity of Agent
    • (1) Driver’s License
    • (2) Health Insurance Card
    • (3) Passport
    • (4) Pension Booklet
    • (5) Basic Resident Registration Card
    • (6) Copy of Foreign Resident Registration Ledger

    * Please enclose one of the above; however, copies are acceptable for documents (1) through (5) only; not for document (6).

  3. Power of Attorney (PDF: 60.2 KB)

    Please affix a seal on the Power of Attorney from the principal in person, and attach a certificate of registration for such seal.
    * In the case of the agent being a person with parental authority or another legal representative, a certified copy of the family register or a certificate of residence indicating the relationship with the principal may be submitted instead of a Power of Attorney.

4. Fees for Requests for Disclosure or Notification of Purposes of Use

In the case that you make a request for disclosure or notification of the purposes of use of personal information, a fee of JPY 1,000 per personal information item will be charged. Please send such fee together with the request form by using a registered-mail cash envelope or the like. The Company will start processing your request after confirming receipt of such fee.
* The Company will let you know if you have underpaid or not enclosed such fee. Please be advised that if you do not pay the fee or the shortfall within the prescribed term, the Company may consider that you have not made the relevant request.

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

The Company will respond to your request by sending a letter to the address set forth in the request form.

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

The Company uses the personal information obtained in connection with a request for disclosure, etc. only when necessary to deal with such request. The Company will not return any documents submitted. The Company will adequately maintain and/or destroy such documents taking information security into account after completing all processes regarding the request for disclosure, etc.

* Reason for Not Disclosing Personal Information
The Company may not accommodate a request for disclosure, etc. of personal information in the following cases. If the Company decides not to disclose the personal information, it will inform you accordingly, along with the reason for such decision. Please be advised that the prescribed fee will still be charged even in cases where the Company does not disclose the personal information or provide notification of the purposes of use.

  • In cases where the Company cannot verify the identity of you or your agent, including cases where there is a difference between the address described in the request form and the address which the Company has in its records;
  • In cases of requests by an agent, if the Company cannot confirm that the agent has the requisite authority;
  • In cases where any of the prescribed documents submitted contains an inaccuracy;
  • In cases where the Company cannot specify the relevant personal information that it holds from the contents of the request form;
  • In cases where the information requested to be disclosed does not correspond to the term “retained personal data” as defined in Article 2(5) of the Act on the Protection of Personal Information;
  • In cases where disclosure, etc. is likely to harm the life, limb, property, or other rights or interests of the principal, agent or any third party;
  • In cases where disclosure, etc. is likely to harm the proper performance of the Company’s business; or
  • In cases where disclosure, etc. violates any other laws or regulations.

7. Revisions

The procedures surrounding requests for disclosure, etc. set forth herein may be partially revised in order to protect your personal information and/or in accordance with changes to the laws and regulations. Please refer to the latest procedures when you would like to make a request.