Procedures for Requesting Disclosure, etc., of Retained Personal Data

The procedures for requesting notification of the purposes of use of retained personal data, disclosure or Correction, etc., of such data, or Discontinuation of Use, etc., of such data (hereinafter referred to collectively as "Disclosure, etc.") are as follows.

Procedures will be accepted only in Japanese.

1. Data subject to Disclosure, etc.

Only personal information that Nagoya Railroad obtained from the pertinent user and that constitutes "retained personal data" shall be eligible for Disclosure, etc.

Please note
Nagoya Railroad's purposes of using individual items of personal data are, at present, the same as the purposes of use the company has published regarding personal data overall. If Nagoya Railroad establishes different purposes of use for individual items of personal data, the company shall respond to requests from users by notifying them of the purposes of use that relate to the individual items of personal data.

NB: Click on "the purposes of use Nagoya Railroad has published regarding personal data overall" above to see a list of such purposes.

2. Unfulfillable Requests

Nagoya Railway cannot fulfill requests from users in the circumstances set forth in I. through III. below. Users can telephone the Personal Information Inquiry Center to ascertain whether or not their request for Disclosure, etc., is acceptable.

  1. Improperly completed request procedures

    Requests cannot be accepted in the following circumstances. In these cases, amend the improperly written areas and re-submit your request using the proper procedures.

    1. The request was not submitted using Nagoya Railroad's prescribed Personal Information Disclosure, etc., Request Form (Japanese Only) (hereinafter "Request Form").
    2. The required documentation is not submitted in full.
    3. The information on the Request Form is insufficient to ascertain the user's identity.
    4. Nagoya Railroad is unable to confirm that the person submitting the request is the person to whom the personal data pertains; e.g., the address listed in the request form does not match that listed on the proof of identification documents or that registered with Nagoya Railroad.
    5. A request is submitted by a proxy but Nagoya Railroad is unable to ascertain the submitters authority to act as proxy.
    6. Any other case in which submitted documents are incomplete or improper.
    7. The request is not submitted using Nagoya Railroad's prescribed procedures.
  2. Refusal of Disclosure, etc.

    1. Disclosure

      Nagoya Railroad cannot disclose retained personal data as requested in the following circumstances.

      1. Doing so may endanger the life, person, property, or other rights and interests of the person to whom the personal data pertains or any third party.
      2. Doing so may significantly hinder the rightful business of Nagoya Railroad.
      3. Doing so would violate other laws.
    2. Corrections, etc. (corrections, additions, deletions)

      Nagoya Railroad cannot Correct, etc., retained personal data as requested in the following circumstances.

      1. Correction, etc., is unnecessary in light of the purposes of use.
      2. The claim of a mistake in the personal data is incorrect.
      3. Special procedures are stipulated in other laws.
    3. Notification of purposes of use

      Nagoya Railroad cannot issue notification of purposes of use relating to retained personal data as requested in the following circumstances.

      1. Notifying the pertinent individual or publishing the purposes of use may endanger the life, person, property, or other rights and interests of the person to whom the personal data pertains or any third party.
      2. Notifying the pertinent individual or publishing the purposes of use may infringe on the rights and legitimate interests of Nagoya Railroad.
    4. Discontinuation of Use, etc. (discontinuation of use, erasure)

      In the event that Nagoya Railroad receives a request for discontinuation of use or erasure of retained personal data, the company shall comply with such request only if the pertinent data is deemed to be used, in violation of Article 16 of the Act on the Protection of Personal Information, for purposes other than those established by the company, or if the pertinent data is deemed to have been obtained by deception or other wrongful means in violation of Article 17 of such act. Nagoya Railroad cannot, in principle, fulfill requests for Discontinuation of Use, etc. of retained personal data as requested in any circumstances other than the foregoing.

  3. Absence of the pertinent data in the retained personal data

    If a request is submitted relating to personal data but the pertinent data is not included within the personal data retained by Nagoya Railroad, the company shall issue notice to that effect.

3. Where to Inquire About Disclosure, etc.

The Nagoya Railroad Co., Ltd. Personal Information Inquiry Center

  1. Address: 1-2-4 Meieki, Nakamura-ku, Nagoya-shi 450-8501
  2. Telephone: 052-571-2111
  3. Hours (office & phone): Mondays through Fridays (closed on public holidays and New Year's holiday)

    10:00 to 12:00 and 13:00 to 17:00

If the retained personal data subject to your request for Disclosure, etc., relates to our railway or travel operations (excluding Karugamo Club) and is retained by Nagoya Railroad in the pertinent area, you can also submit your request at the following offices.

  1. Eastern District General Manager

    1. Address: 4-70 Myodaiji Honmachi, Okazaki-shi 444-0860
    2. Telephone: 0564-22-5210
    3. Hours (office & phone): Mondays through Fridays (closed on public holidays and New Year's holiday)

      09:30 to 12:00 and 13:00 to 17:00

  2. Central District General Manager

    1. Address: 18-1 Sambommatsu-cho, Atsuta-ku, Nagoya-shi 456-0032
    2. Telephone: 052-882-8627
    3. Hours (office & phone): Mondays through Fridays (closed on public holidays and New Year's holiday)

      09:30 to 12:00 and 13:00 to 17:00

  3. Western District General Manager

    1. Address: 3-1 Yoshino-machi, Gifu-shi 500-8844
    2. Telephone: 058-262-0337
    3. Hours (office & phone): Mondays through Fridays (closed on public holidays and New Year's holiday)

      09:30 to 12:00 and 13:00 to 17:00

4. Disclosure, etc., procedures

  1. Start by calling the Personal Information Inquiry Center. Based on the details you provide, the operator will check with the relevant department to determine whether or not we retain the personal data you inquire about.
  2. If we are able to find retained personal data relating to you, the Personal Information Inquiry Center will report back to you.
    Please allow around ten days from the time of your inquiry for a response.
  3. Disclosure, etc., procedures can be performed at the Personal Information Inquiry Center either in person or by post, and can be performed in person at the Eastern, Central, and Western District General Manager.

    1. In person (at the Personal Information Inquiry Center or the Eastern, Central, and Western District General Manager)

      Bring the following documents to the center or office. If you visit following a telephone inquiry, we will provide you with an answer to your request straight away. If, however, you appear in person without first making a telephone inquiry, it will take around ten days to provide an answer.
      Request forms are available at the Personal Information Inquiry Center and director's offices, so you may fill in the form there if you wish.

      1. Request form (Japanese Only)
      2. Personal identification documents (hereinafter "Personal ID Documents").
      3. Fee

      *Click on "Request form" above to see a request form.

    2. By post (to the Personal Information Inquiry Center)

      Send the following documents to the Personal Information Inquiry Center.
      If you require an answer by post, your answer will be sent by ID confirmation delivery service and can only be delivered to the person named, so no Personal ID Documents are required at this time. Please show the certification required by the Post Office upon taking delivery.

      1. Request form
      2. Postage stamps equivalent to the fee amount

      Please note
      *Nagoya Railroad will not perform Disclosure, etc. procedures over the telephone.
      *Request forms can be downloaded from this website (Japanese Only) or sent to you by post (at your expense) from the Personal Information Inquiry Center upon request.
      *Please allow around ten days from the time of your inquiry for confirmation of whether or not your information is on file.
      *It may take longer than usual to answer your request in the following circumstances: unusually busy times at the center; the company's business circumstances do not allow for timely response, or other such reasonable grounds; or there have been changes in details contained in the personal information you provided to Nagoya Railroad but you have not requested correction of the information.
      *Nagoya Railroad bears no responsibility for postal issues or non-delivery of its answer to your request after sending, except in cases where fault is attributable to the company.

5. Documents to submit for a Disclosure, etc. request

  1. Request form (Japanese Only)

    1. Please submit a request form including the following:
      i. The content of your request
      ii. The requester's name, date of birth, address, and telephone number
      iii. If the request is submitted by proxy: The proxy's name, date of birth, address, and telephone number
      iv. Registered information needed to identify the retained personal data pertaining specifically to you
      v. Indication of request for Correction, etc., of information or Discontinuation of Use, etc., (if required) and reasons for these
      vi. Indication of preferred contact method
    2. Nagoya Railroad will only accept requests using its prescribed form; procedures cannot be performed if a request is submitted using any other form.
    3. Nagoya Railroad may not be able to fulfill your request if the required details are not filled out in the request form. The company may contact you as provided in the request form if the information on your form is incomplete.
    4. Documents (including Personal ID Documents) submitted with Disclosure, etc., requests will not be returned.
  2. Identification methods

    1. In person
      You will need one of the following when submitting a Disclosure, etc., request.
      1. Driver's license
      2. Japanese passport
      3. Individual number card (reverse side not required)
      4. Insured person's certificate (treatment record not required)
      5. Long-term care insurance insured person's certificate
      6. Pension book
      7. Public officer's pension certificate
      8. Student identification
    2. By post
      If you require an answer by post, your answer will be sent by ID confirmation delivery service and can only be delivered to the person named, so no Personal ID Documents are required at this time. Please show the certification required by the Post Office upon taking delivery.
  3. Fees

    Nagoya Railroad will charge the following fees for each Disclosure, etc., request submitted. Fees will not be refunded even in cases where the company is unable to fulfill a Disclosure, etc., request.
    Therefore, Nagoya Railroad recommends you call the Personal Information Inquiry Center in advance to check whether or not the personal data subject to your request is included in the company's retained personal data and whether or not the company will be able to fulfill your request.
    You are liable for all costs that may be required for printing out request forms, obtaining Personal ID Documents, postage to Nagoya Railroad, traveling to Nagoya Railroad's premises, and other such expenses.

    1. Disclosure request (answer in person)

      Administration fee (per request): 400 yen

    2. Disclosure request (answer by post)

      1. Administration fee (per request): 400 yen
      2. Postage: 82 yen
      3. ID confirmation delivery service surcharge: 100 yen
      4. Registered mail surcharge: 430 yen

        Total: 1,012 yen

    3. Requests for notification of purpose of use, Correction, etc., and Discontinuation of Use, etc. (answer in person)

      None

    4. Requests for notification of purpose of use, Correction, etc., and Discontinuation of Use, etc. (answer by post)

      1. Postage: 82 yen
      2. ID confirmation delivery service surcharge: 100 yen
      3. Registered mail surcharge: 430 yen

        Total: 612 yen

      Please note
      *The amounts above may change in cases of changes to the postal system.

6. Disclosure, etc., requests by proxy

If a Disclosure, etc., request is submitted by the statutory agent of a minor or a person placed under adult ward guardianship, or by a proxy appointed voluntarily by the person to whom the information pertains, please submit the items in i. through iii., either in person or by post, as well as the documents listed below.
i. Request form
ii. Personal ID Documents
iii. Fees
In order to prevent the misuse of Disclosure, etc., requests by third parties for the purpose of acquiring addresses and other personal information, Nagoya Railroad requires that proxies must, in principle, be a relative of the person to whom the information pertains, or an attorney or similar specialist. The company may refuse Disclosure, etc., requests submitted by a proxy other than the foregoing in the absence of reasonable grounds for the appointment of such person as proxy.

  1. Documents to ascertain proxy authority

    1. Statutory agent
      1. Statutory agent of a minor
        An abridged copy of the family register of the person whom the agent represents
      2. Statutory agent of a person placed under adult ward guardianship
        Certificate of registered matters stipulated in Article 10 of the Act on Guardianship Registration, etc.
    2. Voluntarily appointed proxy

      Letter of attorney

      Please note
      *A letter of attorney must contain the proxy's name, address, date of birth, and specific matters the proxy is authorized to perform, as well as the signature and seal of the person to whom the personal information pertains. The aforementioned seal must be the registered seal of the person to whom the personal information pertains, and must be accompanied by a certificate of that seal's registration.
      *If the Disclosure, etc., results issued by Nagoya Railroad are to be received by a proxy, please ensure that the letter of attorney states that the proxy is authorized to take delivery of Disclosure, etc., results, or is authorized to perform all tasks relating to Disclosure, etc., procedures.
      *In absence of specific authorization to take delivery of disclosure results as stipulated above, Nagoya Railroad will issue notice of the results directly to the person to whom the personal information pertains.

  2. Proxy's personal identification documents

    1. In person

      proxy will need one of the following (which shall hereinafter be referred to collectively as "Proxy ID Documents"), which must be in the proxy's own name, when submitting a Disclosure, etc., request.
      1. Driver's license
      2. Japanese passport
      3. Individual number card (reverse side not required)
      4. Insured person's certificate (treatment record not required)
      5. Long-term care insurance insured person's certificate
      6. Pension book
      7. Public officer's pension certificate

      In addition to the foregoing, the following are also required:
      i. If the proxy is a relative of the person to whom the personal information pertains: An abridged copy of the family register or other document certifying the familial relation
      ii. If the proxy is an attorney or similar specialist: The proxy's attorney's badge or other item to certify qualification

    2. By post

      If the answer is to be sent by post, the answer will be sent by ID confirmation delivery service and can only be delivered to the person named, i.e., the proxy, so no personal identification documents are required at this time. Please show the certification required by the Post Office upon taking delivery.
      If the proxy is a relative of the person to whom the personal information pertains, please include with the request form an abridged copy of the family register or other document certifying the familial relation. If the proxy is an attorney or similar specialist, please ensure the return address is the office address registered with the bar association or other professional body.

7. Purposes of use of personal information obtained in connection with Disclosure, etc., requests

Nagoya Railroad shall not use personal information received in the process of a Disclosure, etc., request—such as request forms, Personal ID Documents, and Proxy ID Documents—for any purpose other than identifying retained personal data subject to the request and making contact regarding Disclosure, etc., request procedures.

End