Procedures for Disclosure, etc. of Personal Information

Regarding requests for the disclosure, etc. of personal information, the contact information and procedures vary depending on the region where the customer resides or is located. Please confirm the category that applies to you.

1. I. Procedures for those residing or located in Japan
2. II. Procedures for those residing or located in the European Economic Area (EEA) and the United Kingdom (UK)
3. III. Procedures for those residing or located in regions other than I and II above

I. Procedures for those residing in Japan

If a customer wishes to request the notification of the purpose of use, disclosure, correction/addition/deletion (hereinafter "Correction, etc."), suspension of use/erasure (hereinafter "Suspension of Use, etc."), or suspension of provision to third parties (collectively referred to as "Disclosure, etc.") regarding their own personal information, please follow the procedures described below.

1. Retained Personal Data Subject to Disclosure, etc.

Retained personal data subject to Disclosure, etc. is limited to basic information such as the individual's address and name, information regarding our purposes of use, and other data included in the retained personal data that we have collected and currently hold (the scope of disclosure includes records of provision to third parties).

2. Contact for Requests and Inquiries regarding Disclosure, etc.

For requests based on these procedures regarding the Disclosure, etc. of personal information, or for questions and opinions regarding these procedures, please contact the "Personal Information Inquiry Desk" listed below.

Personal Information Inquiry Desk

SEIBU HOLDINGS INC. "Personal Information Inquiry Desk"
1-16-15 Minami-Ikebukuro, Toshima-ku, Tokyo 171-0022, Japan
TEL: (03) 6709-3100
(Hours: 9:00 a.m. to 4:00 p.m., excluding Saturdays, Sundays, national holidays, and the Year-end/New Year holidays)

3. Documents and Forms to be Submitted for Requests for Disclosure, etc. (hereinafter "Request Forms")

When requesting Disclosure, etc., you must prepare a Request Form in the format designated by the Company and copies of certificates required for identity verification.
Please select the prescribed Request Form according to the purpose of your request and mail it to the address listed in the "Personal Information Inquiry Desk" section. If you contact the "Personal Information Inquiry Desk" above, we will mail the Request Form to you. The individual (principal) must fill in the required items and affix their seal. In the case of a request by an agent, requests for Disclosure, etc. may only be made by an agent as defined under the Act on the Protection of Personal Information (hereinafter "Agent").
Please enclose the necessary documents, write "Enclosed: Documents for Disclosure, etc. of Personal Information" in red ink on the envelope, and mail it to the Company's "Personal Information Inquiry Desk" mentioned above. When mailing, we recommend using registered mail (Simple Registered Mail) for security.
Please note that requests for Disclosure, etc. are accepted only by mail. We cannot accept requests made in person at our office.

1. All expenses such as copying fees, costs for obtaining identity verification documents, and postage are to be borne by the customer.
2. Please note that the documents submitted regarding the request for Disclosure, etc. (including identity verification documents; hereinafter "Application Documents") will not be returned.

A. Request Forms Prescribed by the Company

1. Request Form for Notification of Purpose of Use of Personal Information 
2. Request Form for Disclosure of Personal Information 
3. Request Form for Correction, etc. of Personal Information 
4. Request Form for Suspension of Use, etc. of Personal Information 
5. Request Form for Suspension of Provision of Personal Information to Third Parties 

Note: If there are any missing items, typos, or illegible parts in the prescribed sections of each Request Form, or if there are other deficiencies in the description, the Company may contact you at the contact information provided on the Request Form for verification. Please note that if verification cannot be completed or if the necessary documents are not resubmitted (including cases where the documents fail to arrive) within two weeks from the start date of our contact, we will deem the request for Disclosure, etc. as withdrawn. In such cases, all submitted documents will be returned via Restricted Delivery Mail (Addressee Only). Please be aware that fees will not be refunded.

B. Documents for Identity Verification

Please submit a copy of either 'a' or 'b' below as a document for identity verification. Copies must show the individual's name, address, and date of birth. When making a copy, please cover sensitive information other than the name, address, and date of birth (such as "Registered Domicile (Honseki-chi)" or "Medical Records") with paper or similar material.

a. One of the following (Valid photo ID):

1. Driver's license
2. Passport (Japan)
3. My Number Card (Individual Number Card)

b. Two of the following (Valid ID without photo, etc.):

1. Extract of Family Register (Koseki Shohon)
2. Copy of Resident Record (issued within the last 3 months)
3. Long-term Care Insurance certificate
4. Various Health Insurance certificates
5. National Pension Handbook
6. Pension Certificate
7. Copy of Alien Registration Record
8. Employee ID card with photo (showing date of birth)
9. Student ID card with photo (showing date of birth)
10. Certificate of employment (showing date of birth)

Note: If your current address differs from the address registered with us due to relocation or other reasons, please submit a Resident Record that shows the history of the relocation.

Note: If identity verification documents are not enclosed, or if there are illegible parts in the identity verification documents, the Company will contact you at the contact information provided on the Request Form for verification. Please note that if verification cannot be completed or if the necessary documents are not resubmitted (including cases where the documents fail to arrive) within two weeks from the start date of our contact, we will deem the request for Disclosure, etc. as withdrawn. In such cases, all submitted documents will be returned via Restricted Delivery Mail. Please be aware that fees will not be refunded.

4. Requests for Disclosure, etc. by an Agent

If the person making the request for Disclosure, etc. is a legal representative of the principal or an agent delegated by the principal, please enclose the following documents (C or D) in addition to "A. Request Forms Prescribed by the Company" above.

C. In the case of a Legal Representative

C-1: In the case of a Legal Representative of a Minor

1. Notification Form prescribed by the Company
2. Documents to confirm legal representation authority (Principal's Extract of Family Register or Resident Record; one copy)
3. Documents to verify the identity of the minor's legal representative (Same as "B. Documents for Identity Verification" above)

C-2: In the case of a Legal Representative of an Adult Ward

1. Notification Form prescribed by the Company
2. Certificate of Registered Matters prescribed in Article 10 of the Act on Registration of Guardianship, etc.
3. Documents to verify the identity of the adult ward's legal representative (Same as "B. Documents for Identity Verification" above)

D. In the case of an Agent by Delegation (Authorized Agent)

1. One (1) Power of Attorney (form prescribed by the Company)
2. One (1) set of documents to verify the identity of the Authorized Agent (Same as "B. Documents for Identity Verification" above)

Note: If the agent is to receive the results of the disclosure, etc., please state in the Power of Attorney that "I delegate the authority to receive the results of the disclosure, etc." In this case, the Power of Attorney must be stamped with the principal's registered seal (Jitsuin), and the principal's Seal Registration Certificate must also be submitted. Please be aware that if any of these requirements—the statement delegating authority to receive results, the registered seal, or the submission of the Seal Registration Certificate—are missing, we will send the results of the Disclosure, etc. directly to the principal.

Note: If the procedure cannot be completed due to insufficiency or defects in the documents verifying the right of representation (including the agent's identity verification documents), we may be unable to verify the principal or the agent. In such cases, we will contact you at the contact information provided on the Request Form for verification. Please note that if verification cannot be completed or if the necessary documents are not resubmitted (including cases where documents fail to arrive) within two weeks from the start date of our contact, we will deem the request for Disclosure, etc. as withdrawn. In such cases, all submitted documents will be returned via Restricted Delivery Mail. Please be aware that fees will not be refunded.

Note: The recipient of the results of Disclosure, etc. can only be specified as the principal or the requesting agent. Please note that if the agent is designated as the recipient, the Company assumes no responsibility whatsoever if the principal is unable to receive the results of the Disclosure, etc., regardless of the reason.

5. Postage for Requests for Disclosure, etc. and Delivery Method

A. Request for Disclosure or Notification of Purpose of Use

If you wish to receive the response by mail:
For each request, please enclose postage stamps equivalent to the total amount of the Standard Domestic Mail (Standard Size) fee, General Registered Mail fee, and Restricted Delivery Mail fee (as designated by Japan Post at the time of request) with the application documents as a handling fee.

1. Note:Please check the Japan Post website for detailed postal rates.
2. Note:If the enclosed postage stamps for the fee are insufficient, the Company will contact you at the contact information provided on the Request Form. Please note that if payment cannot be confirmed or if the missing amount is not resubmitted (including cases where it fails to arrive) within two weeks from the start date of our contact, we will deem the request for Disclosure, etc. as withdrawn. All submitted documents will be returned via Restricted Delivery Mail. Please be aware that fees will not be refunded.
   If you wish to receive the response by email:
   No fee is required.

B. Request for Correction, etc., Suspension of Use, etc., or Suspension of Third-Party Provision

No fee is required if you request Correction, etc., Suspension of Use, etc., or Suspension of Third-Party Provision after specifying the retained personal data. However, if the retained personal data cannot be identified, it may be necessary to follow the procedures for a Request for Disclosure (subject to fees) in order to identify the retained personal data for which you wish to request Correction, etc., Suspension of Use, etc., or Suspension of Third-Party Provision.

6. Method of Response to Requests for Disclosure, etc.

In the case of a request for Disclosure, we will respond by the method designated in the Request Form. However, if responding by the designated method requires excessive costs or other circumstances arise, we will respond by mail. In such cases, we will also provide the reason why we cannot respond by the designated method.
For requests other than Disclosure, if a response from the Company is required, we will respond by mail.
Please note that it will take approximately two weeks from the start of the Disclosure, etc. procedures until the response is issued.
Please be aware that response times may be delayed further due to congestion at the inquiry desk or other operational circumstances of the Company.
Furthermore, please be aware that the Company assumes no responsibility for any non-arrival due to postal accidents or other incidents after the Company has sent the written response as described above, except in cases attributable to the Company.

7. Cases Where Disclosure, etc. Will Not Be Made

Even if a request for Disclosure, etc. is received, the Company will not disclose, etc. the requested content in the following cases. In such cases, we will notify you of the reason. Please be aware that fees will not be refunded even in cases of non-disclosure.

1. When it cannot be confirmed that the request is from the principal, such as when the address on the Request Form, the address on the identity verification documents, and the address registered with the Company do not match.
2. When the power of representation cannot be confirmed in a request by an agent.
3. When there are deficiencies in the submitted Application Documents (including cases where there are deficiencies and you do not resubmit them despite our contact).
4. When the personal information for which Disclosure, etc. is requested does not fall under "Retained Personal Data" as defined in the Act on the Protection of Personal Information.
5. When there is a risk of harm to the life, body, property, or other rights and interests of the principal or a third party.
6. When there is a risk of significant hindrance to the proper implementation of the Company's business.
7. When it would violate other laws and regulations.

8. Purpose of Use of Personal Information Obtained Regarding Requests for Disclosure, etc.

Personal information contained in the Request Forms, identity verification documents, etc. submitted for requests for Disclosure, etc. will be handled only within the scope necessary for contacting and verifying with the principal regarding the request for Disclosure, etc., and for other tasks necessary for the request for Disclosure, etc.
The submitted documents for identity verification will be kept by the Company for three years from the date of receipt. After the retention period has elapsed, they will be promptly erased by appropriate means.

II. Procedures for those residing or located in the EEA and the United Kingdom

You have the right to lodge a complaint regarding the processing of personal information related to you with our representative in the EEA and the UK, "Data Protection Representative Limited." If you have any questions regarding our handling of personal data, the content of the "SEIBU HOLDINGS INC. Privacy Policy," your rights under applicable data protection laws, how to update registered information, or how to obtain a copy of personal data held by the Company, please contact the following:

A. Email Address

datarequest【at】datarep.com

1. Please replace "【at】" in the email address with the "@" symbol.
2. When sending an email to Data Protection Representative Limited, please quote (clearly state) "SEIBU HOLDINGS INC." in the subject line.

B. Online Web Form

https://www.datarep.com/data-request 

C. Mail

For inquiries by mail, please choose the most convenient location from the addresses listed in the [Appendix] Address List at the bottom of this page and mail it to Data Protection Representative Limited.

[Important]: When mailing your inquiry, please ensure the addressee is explicitly stated as "Data Protection Representative Limited," and NOT "SEIBU HOLDINGS INC." Otherwise, your inquiry may not reach us. However, please clearly state within the correspondence that the inquiry is regarding "SEIBU HOLDINGS INC."
Upon receipt of the letter, SEIBU HOLDINGS INC. may request the submission of identity verification documents to ensure that the customer's personal data and related information are not provided to anyone other than the principal.

III. Procedures for those residing or located in regions other than I and II above

If you have any questions regarding our handling of personal data, the content of the "SEIBU HOLDINGS INC. Privacy Policy," your rights under applicable data protection laws, how to update registered information, or how to obtain a copy of personal data held by the Company, please contact the following:

Personal Information Inquiry Desk

SEIBU HOLDINGS INC. "Personal Information Inquiry Desk"
1-16-15 Minami-Ikebukuro, Toshima-ku, Tokyo 171-0022, Japan
TEL: (03) 6709-3100
(Hours: 9:00 a.m. to 4:00 p.m. Japan Standard Time, excluding Saturdays, Sundays, national holidays, and the Year-end/New Year holidays)

[Appendix] Address List