Requesting Written Disclosure

This document, describes the procedures by which Shibaura Mechatronics, acting in accordance with the Personal Data Protection Law, responds to written requests from customers or their agents in connection with personal information. The following sections cover these six different kinds of requests: (1) Request for disclosure; (2) Request for notification of the intended use of personal data; (3) Request for correction; (4) Request for addition; (5) Request for deletion; and (6) Request for cessation of use or cessation of disclosure to third parties.
In the following, these different requests are collectively referred to as "Request(s) for Disclosure."

1. Postal Address for Requests for Disclosure

Please post Requests for Disclosure to the address shown below, after attaching the necessary documents to the request form. When posting the request form to Shibaura Mechatronics, please use delivery-certified mail, simplified registered mail, or another method that allows confirmation of delivery.
In order to assist our response, please write in red on the envelope, "Personal Data Request enclosed".
Corporate Management Division
SHIBAURA MECHATRONICS CORPORATION
2-5-1, Kasama, Sakae-ku, Yokohama 247-8610, Japan

2. Documents to be submitted with Requests for Disclosure

If you want to request disclosure, first of all click the link below to download the request form (1). Please complete all the required fields, enclose the identity confirmation document (2), and post the documents to the postal address indicated in 1. above.

(1) The request forms
Please be sure to select the right request form. There are two available.

For requests for disclosure of personal data or notification of intended use (fee payable)
・Request Form for Personal Data Disclosure (PDF:114KB)
For requests for correction, addition, deletion, cessation of use, or cessation of disclosure to third parties (no fee)
・Request Form for Personal Data Correction (PDF:113KB)

Note: A fee applies only for disclosure of personal data or notification of intended use.
No fee is charged for requests concerning correction, addition, deletion, cessation of use, or cessation of disclosure to third parties.

(2) Identity confirmation document
Please provide proof of identity by providing a copy of any one of the following documents: 1) driver's license; 2) health insurance card; 3) passport; 4) pension booklet; 5) resident registry card; or 6) individual number card (only the front with an ID photo)

Note: After confirming receipt of the prescribed documents and the fee, Shibaura Mechatronics will send you a notice of confirmation of receipt.

3. Requests for Disclosure through an Agent

When an agent acting on your behalf makes a Request for Disclosure, include the following documents in addition to (1) and (2) in 2. above.

(1) Matters Concerning the Agent (PDF:103KB)

(2) Agent identity confirmation document
Please provide proof of identity by providing a copy of any one of the following documents: 1) driver's license; 2) health insurance card; 3) passport; 4) pension booklet; 5) resident registry card; or 6) individual number card (only the front with an ID photo)

(3) Power of Attorney (PDF:8KB)
The person to whom the personal data refers should stamp a power of attorney with his or her seal, and attach a seal registration certificate. When the agent is a person with parental authority or other legal representative, the person making the request may submit a copy or an abridged copy of the family register or a certificate of residence indicating the relationship with the person to whom the personal data refers, instead of a power of attorney.

4．Fee for Requests for Disclosure or Notification of Intended Use

We charge a fee of ¥800 (including tax) for processing requests for disclosure or notification of intended use of personal data.

Please include a postal money order in the amount of ¥800 with the documents that you send to us for submission.

We ask the person making the request to bears the cost of purchasing the postal money order and of postage to Shibaura Mechatronics.

Note: In cases where the fee is insufficient or where the fee is not included with the documents for submission, Shibaura Mechatronics will notify the person making the request to that effect. If payment is not made within a certain period of time, Shibaura Mechatronics will assume that no request for disclosure or notification of intended use has been made.

5．Method of Responding to Requests for Disclosure

Shibaura Mechatronics will respond in writing to the address written on the request form you submit.

6．Use of Personal Data Obtained in Connection with Requests for Disclosure

Shibaura Mechatronics will handle personal data obtained in connection with Requests for Disclosure only for the purpose of complying with Requests for Disclosure. Shibaura Mechatronics will not return submitted documents. After a request for personal data has been answered, Shibaura Mechatronics will maintain and dispose of the documents in an appropriate manner.

Note: Reasons for Not Disclosing Personal Data
In some circumstances, as in the cases indicated below, Shibaura Mechatronics will, with regret, not be able to comply with Requests for Disclosure of personal information. In such cases, Shibaura Mechatronics will notify the person making the request of the situation and state the reason. Even in cases where Shibaura Mechatronics does not disclose the personal data or provide notification of intended use, Shibaura Mechatronics will retain the fee.

When the principal's identity cannot be confirmed, such as when there is no match between the address on the completed request form, the address on the completed documents for confirming the identity of the person to whom the personal data refers, and the address registered at Shibaura Mechatronics.
When it cannot be confirmed that the agent has a duly authorized power of attorney.
When there is a problem with the prescribed documents for submission.
When Shibaura Mechatronics cannot identity the personal data on the basis of the information contained in the request.
When the information subject to the request does not come within the scope of "retained personal data" as defined in Article 2, Paragraph 5 of the Personal Data Protection Law.
When there is a risk of harm to the life, body, or property of the person to whom the personal data refers or to a third party.
When there is a risk of considerable obstruction to the appropriate operation of Shibaura Mechatronics' business.
When disclosure would constitute a violation of another law or regulation.

7. Revisions

Shibaura Mechatronics may from time to time revise these procedures in order to better protect personal data, to improve its ability to respond to Requests for Disclosure, or in order to comply with changes in applicable laws or regulations. Please make sure that you confirm current procedures when making requests for disclosure of personal data and other requests.