Procedures for Requests for Disclosure, etc.
(1) Submission
① Please download and print the “Request for Disclosure, etc., of Data Held by Private” form (hereinafter referred to as the “Request for Disclosure, etc.”) from the invoice templates.
② Please fill out the necessary information on the Request for Disclosure, etc. form (see ①), enclose the required documents (see ③ below) and the fee (see ④ below), and mail the completed request form to the address below.
Postal Code 102-8117
2-18-3 Iidabashi, Chiyoda-ku, Tokyo
Nikken Sekkei Ltd., Information Security Office
③ Required Documents
Only the individual concerned or their authorized representative may submit a request. Please mail the following documents, which verify the identity of the individual or their representative, along with the request form; if the request is being submitted by an authorized representative, please also include a power of attorney.
<If You Are Filing the Claim Yourself>
Official documentation confirming the name and address of the individual listed on the invoice (a copy of the resident registration certificate [original, issued within the last 3 months], or a copy of a driver’s license, health insurance card, or My Number Card [front side only, without the My Number stamped on it], etc.)
<When a Representative Handles the Claim Process on Your Behalf>
In addition to the required documents listed above for requests made by the individual themselves, the following documents are required to verify the representative’s authority, as well as an official certificate confirming the representative’s name and address as stated on the request form or power of attorney (a copy of the resident registration certificate [original, issued within the last 3 months], or a copy of a driver’s license,health insurance card, or My Number Card (only the front side, without the My Number stamped on it), etc.)
<Documents Verifying the Agent’s Authority>
・When the individual grants authority to a representative
Power of attorney, and an official document verifying the name and address of the agent listed on the invoice or power of attorney (a copy of your certificate of residence [original, issued within the last 3 months], or a copy of your driver’s license, health insurance card, or My Number Card [front side only, without the My Number stamped on it], etc.)
Power of Attorney Please download the power of attorney form from the "Forms" section, print it out, fill in the required information, have the applicant sign and affix their seal, and mail it along with the request form mentioned in step ② above.
・When the individual is a minor and the representative is the individual’s legal guardian
A certified copy of the family register or a copy of the certificate of residence (original, issued within the last 3 months) that lists both the individual and their representative and indicates their relationship
・When the individual is an adult ward and the representative is the individual’s guardian
Certificate of Registered Matters
④ Fees
For requests to be notified of the purpose of use of data held at Private, or for requests for disclosure of data held at Private or for records of provision to third parties, a fee of 1,000 yen (including consumption tax) will be charged per request (payment of the fee must be made via postage stamps only).
When sending your request by mail, please enclose 1,000 yen in postage stamps along with the Request for Disclosure, etc. (②) and the required documents (③). If we are unable to comply with your request for disclosure, etc., we will return the postage stamps you sent.
(2) Handling Requests for Disclosure, etc.
Upon receipt of the above Request for Disclosure, etc., we will respond without delay as follows.
<Cases in Which We Can Respond to Disclosure Requests, etc.>
① Requests for notification of the purpose of use of data held at Private, requests for disclosure of data held at Private, and requests for disclosure of records of provision to third parties
We will respond via mail or email based on your preferred method of disclosure, as indicated on the request form for disclosure, etc., mentioned above.
② Requests for correction, addition, or deletion of data held at Private; requests to suspend third-party use of data held at Private
We will notify you by mail that we have processed your request.
The documents submitted at the time of your request to verify your identity or that of your representative will be enclosed with the mailings for items ① and ② above, respectively, and returned to the address listed on the official identification document enclosed with the request form. (If you requested email notification regarding item ② above, the documents will be sent separately by mail.)
<Cases Where We Cannot Comply with Requests for Disclosure, etc.>
If we do not take all or part of the requested measures, or if we take measures different from those requested, we will return the documents verifying your identity or that of your representative—which were submitted at the time of the request—along with the fee (postage stamps), by mail, along with an explanation of the reason.
The same applies if the data held at Private for which a request for disclosure, etc., was made does not exist.
The same applies if there are any deficiencies in the information provided on the request form or in the required documents.
(3) Other
The information described in (2) above will be sent to the address of the individual (or, in the case of a request made by a representative, the representative) listed on the request form in (1)②.
Please note that the information provided on the Request for Disclosure, etc. form will not be used for any purpose other than processing this request.