Procedures for Disclosure, etc. of Retained Personal Data
Laplace System Co., Ltd.
We hereby announce the following procedures for notifying customers of the purpose of use, disclosing, correcting, etc., suspending the use, etc., and suspending the provision to third parties of retained personal data at the request of the customer.(hereinafter referred to as “disclosure, etc.”)
1．Retained Personal Data Subject to Disclosure, etc.
Personal information subject to disclosure, etc. is limited to personal information in our possession for which we have the authority to disclose, etc.(hereinafter referred to as “retained personal data”)
2．Purpose of use of all retained personal data
We will use all personal data in our possession within the scope of the purposes of use stipulated in the “Privacy Policy” on our website.
3．Contact for disclosure, etc. and complaints
The contact information for requests for disclosure, etc. of retained personal data and for consultation regarding complaints about the handling of retained personal data by our company is as follows.
4．Procedures for Requests for Disclosure, etc.
（1）Mail to the consultation service
Please send the following documents in a sealed envelope to the consultation office.
- 「Request Form for Disclosure of Retained Personal Data」
- Identification documents (Please see (2) below. If the request is made by a representative, the documents listed in (4) below are also required.)
- Postal stamps equivalent to the fee and other charges (see (3) below).
（2）Identification documents
To verify your identity, please send us a copy of one of the following identification documents (either 1 or 2).
- Driver's license, passport, resident card, special permanent resident certificate, personal number card (do not send the side with the personal number) A copy of a certificate with a photo issued by a government or municipal office such as
・・・Please send one items.
- A copy of a certificate without a picture issued by a government or municipal office, such as health insurance card, pension book, etc.
・・・Please send two items.
（3）Fees, etc.
Please send us postage stamps equivalent to the following fees per customer request (if multiple requests are made at the same time, please send us postage stamps equivalent to the total amount). Please note that the fee will not be refunded even if we are unable to respond to your request for disclosure, etc. If the postal system is changed, the following fees will be changed.
| 1. Request for disclosure (reply by mail) |
|---|
| （a）Administration fee (1 case) | 200 yen |
| （b）Postage required for return postage (standard size mail) | |
| (c) Registered mail fee | |
| 2. Request for notification of purpose of use, correction, etc., suspension of use, etc. (reply by mail) |
|---|
| （a）Postage required for return postage (standard size mail) | |
| （b） Registered mail fee | |
（4）In the case of a request for disclosure, etc. by a proxy
If the person making the Request for Disclosure, etc. is a legal representative of the principal, such as a minor or an adult ward, or a voluntary representative designated by the principal with power of attorney from the principal, please send the following documents 1 and 2 together with the identification documents described in (2) above.
- Documents confirming authority of representation
(A) In the case of a legal representative
- (a) In the case of a minor
A copy of the person's family register or an insurance card with dependents' names entered (copy)
- (b) In the case of an adult ward
Matters to be certified for registration as stipulated in Article 10 of the Act on Guardianship Registration, etc.
(B) In the case of a voluntary representative
“Power of Attorney” and certificate of seal registration of the applicant
- Identification documents to verify the identity of the agent
Please also send the identification documents listed in (2) above for the proxy.
5．If we are unable to respond to your request
In the following cases (1) through (3), we will not be able to respond to the customer's request.
(1) If we are unable to accept your request due to an incomplete request, etc.
Your request cannot be accepted in the following cases. Please correct any deficiencies and resubmit the application documents in accordance with our prescribed procedures.
- If you have not used our designated billing documents
- If there are insufficient documents, etc. required for submission
- Cases in which the customer cannot be identified by the information on the invoice
- When we cannot confirm that the request is from the person himself/herself, such as when the address stated on the application form, the address stated on the documents for identification, and our registered address do not match.
- If the authority of representation cannot be verified when an application is filed by a proxy
- Other cases in which the application documents submitted by the customer are incomplete
- If the request is made without following the procedures specified by us
（2）Cases in which a request for disclosure, etc. is denied
a Notification of Purpose of Use
In the following cases, notification of the purpose of use of the retained personal data requested cannot be complied with.
- Cases in which notifying the person of the purpose of use or publicly announcing it may harm the life, body, property, or other rights or interests of the person or a third party
- Cases in which notifying the person of the purpose of use or publicly announcing it may harm our company's rights or legitimate interests
- When it is necessary to cooperate with a national agency or local public body in the execution of its legally prescribed duties, and notifying the person in question of the purpose of use or publicly announcing it may impede the execution of such duties.
b disclosure
In the following cases, we will not be able to disclose the retained personal data to which the request pertains
- If there is a risk of harm to the life, body, property, or other rights or interests of the customer or a third party
- If there is a risk of significant hindrance to the proper conduct of our business
- If disclosure would violate other laws or regulations
- When other laws and regulations require special procedures for disclosure
c Correction, etc. (correction, addition, deletion)
In the following cases, we will not be able to correct the requested retained personal data.
- When special procedures are prescribed by other laws and regulations for the correction, addition, or deletion of the contents of the information.
- Where correction, addition, or deletion of the content is not necessary for the achievement of the purpose of use of the retained personal data in question.
d Suspension of Use, etc. (Suspension of Use, Deletion)
In the following cases, the Company will not be able to stop the use of the retained personal data in question in response to the request.
- Where suspension of use or deletion of a part of the retained personal data pertaining to the request is sufficient to correct the violation
- When it is difficult to suspend the use of the information or to erase the information due to the large amount of costs required for such suspension or erasure, and alternative measures necessary to protect the rights and interests of the customer have been taken
e Suspension of provision to third parties
In the following cases, we will not be able to stop the provision of retained personal data to a third party in response to a request.
- When it would cost a lot of money to stop the provision to a third party, or when it is difficult to stop the provision to other third parties, and necessary alternative measures have been taken to protect the rights and interests of the individual.
6．Notice of Decision of Disclosure/Nondisclosure, etc.
（1）Notice of Decision to Disclose, etc. Retained Personal Data
When we have decided to notify the purpose of use of the retained personal data for which a request for disclosure, etc. has been made, or when we have decided to disclose, correct, etc., or discontinue the use or discontinue the provision to a third party of all or any part of the retained personal data, we will notify the customer or proxy who made the request, etc., by sending a “Notice of Decision to Disclose, etc. Retained Personal Data".
（2）Notice of Decision Not to Disclose Retained Personal Data
When we have decided not to notify the purpose of use of the retained personal data for which a request for disclosure, etc. has been made, or when we have decided not to disclose, correct, etc., or discontinue the use of, or discontinue providing to a third party, all of the retained personal data, we will notify the customer or proxy who made the request by sending a “Notice of Decision not to Disclose, etc. of Retained Personal Data”.
*We will endeavor to notify you of the “Notice of Decision to Disclose, etc. Retained Personal Data” or “Notice of Decision not to Disclose, etc. Retained Personal Data” within two weeks. However, if we are unable to notify you within two weeks due to reasons such as time required for investigation, we will endeavor to contact you in advance.
