Disclosure Procedures, etc.

1. When making a disclosure request, etc.

When making a disclosure request or similar request for personal information, please send the specified application form along with the required documents to the following address by mail. Please note that among personal data as indicated by the Act on the Protection of Personal Information, the Association has the authority to respond to all requests for disclosure, correction, addition or deletion of content, suspension of use, removal, and suspension of provision to third parties requested by the person described in the document.

Also, please note that we can only accept requests such as disclosure requests by mail.

• Person-in-charge:    Manager of the General Affairs & Personnel Group, General Affairs & Planning Department, the Association for Overseas Technical Cooperation and Sustainable Partnerships
• Contact:    Personal Information Protection Consultation Desk, General Affairs & Planning Department
  Address: 1-30-1, Senjuazuma, Adachi-ku, Tokyo 120-8534
  TEL: +813-3888-8211
• E-Mail:
  
• Office hours:    9:00 am to 12:00 pm and 1:00 pm to 5:00 pm (excluding Saturdays, Sundays, national holidays and holidays designated by the Association)

2. Application procedure for requests for disclosure, etc.

To make a disclosure request, etc. please fill in the specified items in the following application form, enclose the identification documents, postage, etc., and mail it to the address indicated below after making sure you fully understand the notes in the Appendix.

Application form

Identification documents

1. One photocopy of any one of the following: driver's license, passport, health insurance card, individual number card (front side without personal number), residence card, basic resident registration card, or special permanent resident certificate with the same name and address as the applicant's name.
2. Copy of certificate of residence (original without personal number): 1 copy

Mailing address for application documents

1-30-1, Senjuazuma, Adachi-ku, Tokyo, 120-8534

To: Personal Information Protection Consultation Desk, General Affairs & Planning Department, the Association for Overseas Technical Cooperation and Sustainable Partnerships

Postage fee

• A postage fee of 1,000 yen is required per each request for disclosure, etc.
• Please enclose 1,000-yen worth of postage stamps with your application.

If the postage fee is insufficient or is not enclosed, we will notify you. However, if you do not make the payment within the specified period, we will assume that no request for disclosure, etc. has been made.

3. Matters relating to the complaint handling and consultation desk

Please contact the following for complaints and consultations regarding the Association's handling of personal information.

Personal Information Protection Consultation Desk, General Affairs & Planning Department
TEL: +813-3888-8211
E-Mail:

Office hours:    9:00 am to 12:00 pm and 1:00 pm to 5:00 pm (JST)
(excluding Saturdays, Sundays, national holidays and holidays designated by the Association)

4. When a representative files a claim on behalf of the person described in the document

Requests for disclosure, etc. will be accepted even if made by a representative on behalf of the person described in the documents.
If the request is made by a representative, please send a power of attorney together with documents certifying the representative.

• Power of attorney (signed and sealed by the person described in the documents): 1 copy
• Certificate of registered seal impression of the same seal impression as that of the person whose seal is stamped on the power of attorney: 1 copy
• Documents to identify the representative: 2 types of documents, 1 copy each
  (Identification documents that certify the representative similar to the "2 Identification documents" above)

5. Other

• We can respond to requests for disclosure, etc. only for that personal information for which we have the authority to disclose, correct, delete, suspend use of, and so on.
• Even in the case that the personal information of the person described in the documents has been erased upon a request for disclosure, etc., the necessary documents submitted for the disclosure request procedure will be retained by the Association for a period of time determined by the Association for filing purposes and will be discarded when these are no longer needed.
• Please note that the Association's systems, services, etc. may become unavailable as a result of the suspending of use, deletion, or stopping of provision of the personal information to third parties.

 

Sincerely,

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