Requesting Written Disclosure
As required by personal information protection laws, Shibaura Mechatronics is ready to respond to requests from the person concerned, or his/her representative, in respect of (1) disclosure; (2) notification of purposes of use; (3) correction; (4) addition; (5) deletion; (6) and cessation of use or disclosure to third parties, and to other requests regarding the personal data held by Shibaura Mechatronics. For details of request forms (written) etc., please refer to Request Procedures for Disclosure, etc.
Please note that responses to requests for disclosure or notification of purposes of use will be subject to a charge.
1. Postal Address for Requests for Disclosure
Please post Requests for Disclosure to the address shown below after attaching the necessary documents to the prescribed request form. When posting the request form to Toshiba, please use simplified registered mail, or another method enabling confirmation of delivery. Please write on the envelope, "Personal Data Request enclosed."
2-5-1, Kasama, Sakae-ku, Yokohama, Kanagawa 247-8610, Japan
Corporate Management Division
SHIBAURA MECHATRONICS CORPORATION
2. Documents to Be Submitted with Requests for Disclosure
When making requests for disclosure, 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) Shibaura Mechatronics's prescribed request form.
- 1For requests for disclosure of personal data or notification of intended use
- 2For requests for correction, addition, deletion, cessation of use, or cessation of disclosure to third parties (No fee applies)
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
A copy of 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) The Request Forms
- 1Matters concerning the agent[PDF:103KB]
- 2Agent identity confirmation document
A copy of 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)
- 3Power 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
Shibaura Mechatronics charges a fee for requests for disclosure or notification of intended use.
Fee for each request: ¥800 (tax included)
Please include a postal money order in the amount of ¥800 with the documents that you send to us for submission.
The person making the request 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. We kindly ask that the requester proceed with the payment of the fee regardless of the outcome of the request.
- 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 deficiency in 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.