Matters Related to the Disclosure, etc., of Personal Information
The Japan Prize Foundation (hereinafter referred to as the "Foundation") has established the following guidelines for handling requests for disclosure, etc., of the personal information that it possesses. Moreover, "disclosure, etc., of personal information" (referred to hereinafter as "Disclosure") can mean any of the following things mentioned in the Personal Information Protection Law: disclosure of personal information; notification of purposes of use of personal information; correction, addition and deletion of personal information; and stopping the use of personal information, stopping its provision to third parties, and its elimination.
1 The personal information eligible for Disclosure
The personal information eligible for Disclosure is the personal information that the Foundation has the authority to disclose. (It is equivalent to the "personal data possessed" mentioned in the Personal Information Protection Law.)
2 Applicants requesting Disclosure of personal information
Applications for Disclosure of personal information may only be made by the individual who is the subject of the personal information (hereinafter referred to as the "Principal") or a person who has the authority to represent the Principal (a person entrusted with that authority by the Principal, or a person with parental authority or some other such legal representative; hereinafter referred to as the "Representative").
3 Method of Disclosure of personal information
To request a Disclosure of personal information, fill out the necessary parts of the relevant one of the Foundation’s prescribed application forms. Then mail the form, together with documentation that confirms the identity of the Principal or the Representative, to the Foundation. Applications for Disclosure of personal information are only accepted by mail.
To confirm the identity of the Principal, either 1 document from section (1) below or 2 documents from section (2) are necessary.
(1) 1 document from among those listed below in (A) through (H)
(A) Copy of driver’s license
(B) Copy of passport
(C) Copy of any kind of health insurance ID card
(D) Copy of any kind of pension book
(E) Copy of alien registration card
(F) Copy of handicapped person identification booklet
(G) Copy of basic resident registration card with photograph
(H) Personal seal registration certificate (one prepared in the past 3 months, and an impression from the seal on a blank piece of paper)
(2) 1 document each from (A) and (B) (a total of 2 documents)
(A) (a) Family register or certified abstract thereof (one prepared in the past 3 months)
(b) Resident card (one prepared in the past 3 months)
(B) (a) Copy of utilities bill
(b) Copy of student ID or student handbook
(3) When a Representative requests Disclosure, the following documents must be provided.
(A) For the Principal: 1 document from section (1) above or 2 from section (2)
(B) For the Representative: 1 document from section (1) above or 2 from section (2)
(C) The Principle must also submit the Foundation’s prescribed letter of attorney (to which the Principal’s seal has been affixed, and which is accompanied by a registration certificate for that seal) authorizing the Representative. Moreover, if the Representative is a person with parental authority or some other such legal representative, then a family register, a certified abstract of a family register, or a registration certificate, that shows the Representative’s relationship to the Principal, and that has been prepared in the past 3 months, must also be attached to the application form.
4 Notification from the Foundation
When the Foundation receives a request for personal information, it confirms, based on the submitted application form and the Principal-identifying documents, that the personal information requested is indeed personal information of the Principal in question, after which it conducts a notification of Disclosure.
Notifications of Disclosure are conducted by the method of sending a document by Delivery-certified mail.
5 Handling of application forms, etc.
The Foundation manages application forms appropriately. Personal information submitted with an application form is used within the bounds of conducting the notification for the requested Disclosure.
Moreover, submitted application forms, Principal-identifying documents and Representative-identifying documents will not be returned, and Principal-identifying documents and Representative-identifying documents will be discarded once identity has been established.
6 The addressee for application forms, etc., and the party to contact with inquiries
The addressee for application forms, etc., and the party to contact with inquiries, are the Foundation’s Personal Information Protection Manager.
Applications are only be accepted by mail. Please understand that applications that are brought directly to the Foundation cannot be accepted.
Inquiries may be made by either phone or e-mail. Telephone inquiries are accepted on weekdays from 10:00 AM to 12:00 PM and from 1:00 PM to 5:00 PM (except for holidays, the year-end and new-year period, etc.).
Personal Information Protection Manager, The Japan Prize Foundation
Zip code 107-6035
ARK Mori Building, East Wing 35th Floor
1-12-32 Akasaka, Minato-ku, Tokyo, Japan
(1) In order to confirm the contents of application forms and Principal-identifying documents, the Foundation may contact the Principal or Representative by phone, etc.
(2) The Foundation, in consequence of improvements in its efforts to protect personal information or of changes in laws or regulations, may change, without notice, the contents of its "Personal Information Protection Policy," "Matters Publicly Announced Pursuant to the ‘Personal Information Protection Law," "Matters Related to the Disclosure, etc., of Public Information," etc. Please check these each time you request a Disclosure.