Request for disclosure of personal information

Overview of personal information protection system

The Act on the Protection of Personal Information stipulates that anybody has the right to request the disclosure of corporation-related documents owned by Science Tokyo.

Related Science Tokyo rules and regulations

Disclosure of retained personal information

Retained personal information owned by Science Tokyo is disclosed in accordance with the stipulations laid down in the Act on the Protection of Personal Information.

Point of contact for disclosure requests

General (excluding hospitals)

Location

〒152−8550
2-12-1 Ookayama, Meguro-ku, Tokyo Administrative Office Building 1 National University Corporation Science Tokyo General Affairs and Planning Division, General Affairs Section
Phone: 03-5734-2033 / Fax: 03-5734-3649

Hours of operation

Weekdays 8:30-12:15, 13:15-17:15

Hospitals

Location

Third floor of Building 1 (1-5-45 Yushima, Bunkyo-ku, Tokyo)
Contact Information Disclosure Office
Phone 03-5803-4530 (For inquiries unrelated to information disclosure, call the main number 03-3813-6111)

Hours of operation

Office hours: 9:30-17:00 
Office days: Weekdays (Monday-Friday), except holidays and year-end/New Year's holidays (December 29-January 3)

Requesting disclosure

Those requesting disclosure are required to complete the Request for Personal Information Disclosure (PDF(PDF), Word(Word) (Japanese)), pay the request handling fee (300 yen per corporate document containing personal information) to a post office account specified by Science Tokyo, attach a copy of the receipt to the information disclosure request, and mail or otherwise submit the request to the General Affairs Department of the General Affairs Division. 
  
Note that in order to protect personal information, the Institute must confirm the identity of the person requesting information. Therefore, when requesting disclosure, please submit identifying documentation (drivers' license, passport, etc.) as evidence that the person requesting the information is in fact the person in question. 
  
In the event of personal information being requested by a legal representative, it is necessary to submit documentation as evidence that the person for whom information is being requested is the person in question, and documentation as evidence that the applicant is the legal representative of the person in question (e.g. copy of family register).

Decision regarding disclosure

With the exception of confidential information, a decision on whether to disclose (all or part of) the personal information in a disclosure request is, in principle, made within 30 days of receiving the request. The applicant will be notified of the decision in writing. Please note that the period required for making the decision may be extended when valid reasons exist.

Implementation of disclosure

The disclosure of personal information will be implemented either through open perusal or the provision of copies. 
  
Applicants who have been notified of the decision to disclose the requested information are to state the style of disclosure they prefer using the Application for Disclosure Method form sent together with the decision notification, and are to submit this within 30 days of receiving the notification.

Requesting corrections

Applicants to whom personal information has been disclosed may request corrections if they believe that the information is incorrect. These requests must be made using the prescribed Retained Personal Information Correction Request Form (Japanese) within 90 days of the information being disclosed. 
  
Note that in order to protect personal information, the Institute must confirm the identity of the person requesting corrections. Please submit identifying documentation (drivers' license, passport, etc.) as evidence that the person requesting corrections is in fact the person in question. 
  
In the event of corrections being requested by a legal representative, it is necessary to submit documentation as evidence that the person for whom corrections are being requested is the person in question, and documentation as evidence that the applicant is the legal representative of the person in question (e.g. copy of family register).

Requesting termination of use

Applicants to whom personal information has been disclosed may request termination of use by using the prescribed Retained Personal Information Termination of Use Request Form (Japanese) within 90 days of the information being disclosed. 
  
Note that in order to protect personal information, the Institute must confirm the identity of the person requesting termination of use. Please submit identifying documentation (drivers' license, passport, etc.) as evidence that the person requesting termination of use is in fact the person in question. 
  
In the event of termination of use being requested by a legal representative, it is necessary to submit documentation as evidence that the person for whom termination is being requested is the person in question, and documentation as evidence that the applicant is the legal representative of the person in question (e.g. copy of family register).

Claims for re-examination

In the event of a disclosure decision, correction decision or termination decision, etc. being deemed unsatisfactory, the applicant may submit a claim for re-examination to Science Tokyo within 3 months of the day following the issuance of the decision notification.

Proposal solicitation for anonymized processing information at Science Tokyo 

Based on the Science Tokyo personal information protection regulations, we are soliciting proposals for "Science Tokyo Anonymized Processing Information". Details about the solicitation period and other specifics will be announced separately.