HOME > Privacy Policy > Required Documents for Requests for Disclosure, etc.

1. When you make the request yourself:

The required documents differ depending on whether you submit the request form at the Enquiry Desk in person, or send it by post.
* Please read the End Notes below.

Requesting method; Required documents

At the Enquiry Desk: Please submit any of the following documents.
(1)
An original copy of a government issued personal identification document showing your photo, name, address and date of birth.
(Examples) Driver's License, passport, alien registration certificate, other personal identification documents (with a face photo attached) issued by a public office or government-affiliated corporation.
(2)
Original copies of two types of government issued personal identification documents showing your name, address and date of birth (with or without your photo).
(Examples) Residence certificate, national pension handbook, pension handbook, health insurance card, national health insurance card and mariner's insurance card.
(3)
An original copy of seal registration certificate and your registered seal.
By post: Please send all of the following documents.
(1)
A request form for disclosure, notification of the purpose of use, correction, suspension of use of the retained personal data.
* Please note, that your registered seal must be affixed.
(2)
An original copy of a seal registration certificate.
(3)
A photocopy of a government issued personal identification document showing your name, address, and date of birth (with or without your photo).

<End Notes>

2. When legal representatives (parents of minor or a guardians of an adult) make the request:

Required documents differ depending on whether the representative submits the request form at the Enquiry Desk in person, or sends it by post.
* Please read the End Notes.

Requesting method; Required documents
* Please prepare both documents (a) and (b).

At the Enquiry Desk:
(a) documents about the legal representative, and (b) a document authenticating the authority of the legal representative.
(a)
Please submit any of the following documents.
(1)
An original copy of a government issued personal identification documents showing the representative’s photo, name, address and date of birth.
(Examples) Driver's License, passport, alien registration certificate, other personal identification documents (with a face photo attached) issued by a public office or government-affiliated corporation.
(2)
Original copies of two types of personal identification documents showing the representative's name, address and date of birth (with or without a photo).
(Examples) Residence certificate, national pension handbook, pension handbook, health insurance card, national health insurance card or mariner’s insurance card.
(3)
An original copy of seal registration certificate and your registered seal.
(b)
When you are minor:
The family register.
When you are an adult ward:
The guardianship registration certificate.
* For guardianship registration, please contact the Guardianship Registration Division, Tokyo Legal Affairs Bureau.
By post: Please send all of the following documents.
(a)
(1)
A request form for disclosure, notification of the purpose of use, correction or suspension of use of the retained personal data.
* Please note, that the registered seal must be affixed to the request form.
(2)
An original copy of a seal registration certificate.
(3)
A photocopy of a personal identification document showing the representative’s name, address and date of birth (with or without your photo).
(b)
[Same as above]

<End Notes>

  • In principle, we will make photocopies of personal identification documents submitted at the Enquiry Desk.
  • We will not return required documents received by post.
  • We only accept personal identification documents that are currently valid.
       (Family registers, guardianship registration certificates, residence certificates, and seal registration certificates must be issued within three months)
  • Notes to Consider regarding a Request for Disclosure, etc. of the Retained Personal Data

Related website: Tokyo Legal Affairs Bureau website (guardianship registration)
http://houmukyoku.moj.go.jp/tokyo/frame.html

3. When a nominated representative makes the request:

Required documents differ depending on whether the representative submits the request form at the Enquiry Desk in person, or sends it by post.
* Please read the End Notes below.

Requesting method; Required documents
* Please prepare both documents (a) and (b).

At the Enquiry Desk: (a) Document concerning the nominated representative and (b) a document authenticating the nominee’s right to represent.
(a)
Please submit any of the following documents.
(1)
An original copy of personal identification document showing the nominee’s photo, name, address and date of birth.
(Examples) Driver's License, passport, alien registration certificate, other personal identification documents (with a face photo attached) issued by a public office or government-affiliated corporation.
(2)
Original copies of two types of personal identification documents showing the nominee’s name, address and date of birth (with or without your photo).
(Examples) Residence certificate, national pension handbook, pension handbook, health insurance card, national health insurance card or mariner’s insurance card.
(3)
An original copy of seal registration certificate and your registered seal.
(b)
Please submit all of the following documents.
(1)
An authorization letter written by you (with your registered seal affixed).
Sample authorization letter
(2)
The nominating party’s seal registration certificate.
(3)
An original copy of the nominating party’s personal identification documents showing its name, address and birth date (with or without a photo).
By post: Please send all of the following documents.
(a)
(1)
A request form for disclosure, notification of the purpose of use, correction or suspension of use of retained personal data.
* Please note that the registered seal must be affixed to the request form.
(2)
An original copy of seal registration certificate.
(3)
A photocopy of the nominee’s personal identification documents showing its name, address, and date of birth (with or without a photo).
* Please note that the registered seal must be affixed.
(b)
[Same as above]

<End Notes>

  • In principle, we will make photocopies of personal identification documents submitted at the Enquiry Desk.
  • We will not return the required documents received by post.
  • We only accept currently valid personal identification documents.
       (Authorization letters, residence certificates and seal registration certificates must be issued within three months)
  • We may directly contact the nominating party to verify the nominee’s right to represent.
  • Notes to Consider regarding a Request for Disclosure, etc. of the Retained Personal Data .
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