Disclosure and Correction of Personal Information

・Applicants
As a general rule, request for disclosure and correction of personal information shall only be accepted from the person for whom the information belongs to. However, in the following cases, a request from a representative shall be accepted.
(1) A legal representative
①Parent(s) of an un-married minor under age of 20
②An adult guardian of an adult ward
(2) An agent
①An agent assigned with the power of attorney
Please note that even if the application is from a family member (spouse or others), an application without power of attorney shall not be processed.
・Application forms
Please fill in the corresponding forms: “Application for Disclosure of Personal Information” and “Request for Correction of Personal Information”
・How to apply
Please send the relevant forms to the address specified on the application forms by post. Please write “Request for the disclosure or correction of personal information contained within.” on the envelope in red. The postage fee shall be paid by the applicant.
Please note that we only accept applications made by post. Any other application (such as applications made at our office, by telephone, facsimile, or e-mail) will be refused. Also, applications must be made using the appropriate ECC forms provided by our contact center.
・Verifying Identity
In order to verify your identity, please include the specified documents below.
(1) Identity verification documents
A copy of any one of the following documents issued by a Japanese public institution and bearing a photograph of the holder.
① Driver’s license
② Passport
② Physical Disability Certificate
③ Alien Registration Card
In case that you are unable to provide us with one of the above documents, an original or copy of two of the below documents can be submitted.
① Certificate of Seal Impression (issued within the past 3 months)
② Certificate of Residence (issued within the past 3 months)
③ Health Insurance Card
④ Pension Handbook
⑤ Employee ID card
⑥ Student ID card
(2) Verification documents for legal representative
In the case that a legal representative is applying on behalf of someone else, please include the documents below.
① For parent(s)
・A Certificate of Residence (a copy or partial copy in which the relationship of the person for whom the application is being made on behalf of (a minor) and the applicant (parent) is indicated; and issued within the past three months) and documents verifying the identity of the representative as specified in (1) above
② An adult guardian
・A Certificate of Registered Matters (issued within the past three months) and documents verifying the identity of the representative as specified in (1) above
③ An agent
・Power of Attorney from the person for whom the application is being made on behalf of and documents verifying the identity of the representative as specified in (1) above
In additional to the verification documents specified above, we shall contact the applicant by phone to confirm the request legitimacy of the request
・How we respond
In general, all response shall be made in writing. “Personal Information Disclosure Report” for disclosure requests and “Amendment of Personal Information Report” for correction requests shall be sent by registered mail. Identity verification documents (power of attorney included) will be returned along with said documents.
In the case that the application has not been correctly submitted, such as forms with blank items, indistinguishable contents, or incomplete verification documents, we may contact the applicant for confirmation or the resubmission of documents. Please note that if we are unable to reach you or acquire additional confirmation, your request may not be processed.
・Contents of our response
If the disclosure of information may cause serious damage to business operations, some information may not be disclosed. Please note that in these cases the commission fee will not be refunded.
・Responding Period
In general, we endeavor to respond to you within ten days from the receipt of your “Application for Disclosure of Personal Information” and/or “Request for Correction of Personal Information” at our Help and Support Center. However, responses may take longer to process when enquiries take a long time or for other reasons.
・Other Information
Copies of “Application for Disclosure of Personal Information”, “Request for Correction of Personal Information”, “Personal Information Disclosure Report”, and “Personal Information Amendment Report” shall be stored for 10 years at ECC.

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