Procedures for requesting the disclosure, etc. of retained personal data

When the Japan Association of Arbitrators (JAA) receives a request from an individual member with regard to the notification of the purposes of use of personal data retained by the JAA or the disclosure, correction, addition, deletion, halting the use, erasure, or halting the provision of those data to a third party (hereinafter denoted as “disclosure, etc.”), the following procedures will be followed.

1. Scope of the disclosure, etc.

The scope of disclosure, etc. shall be limited to retained personal data as stipulated by the Act on the Protection of Personal Information, such as the individual’s address, full name, contact address, and phone number, etc.

2. Individuals who can request disclosure, etc.

Individuals who can request disclosure, etc. are members themselves or their legal representatives or appointed representatives.

3. Fee for a request for disclosure of personal data or notification of the purposes of its use

Please be advised that the applicant may be charged for the expense of fulling each request when requesting the disclosure of personal data or notification of the purposes of its use,.

4. How to request disclosure, etc.

To request disclosure, etc., please fill in all of the items specified in “A Request for Disclosure, etc. of Personal Data” retained by the JAA and submit that request to the JAA Secretariat. Please also submit documentation to confirm the identity of the individual or a representative (a copy of a seal registration, driver’s license, passport, or health insurance card) or documentation that the applicant has authority to represent the individual (written authorization or proof of registration of guardianship).

5. A response to a request for disclosure, etc.

In principle, a written response will be provided to the individual identified in the applicatino form.

6. Handling of a decision not to disclose, etc.

When the JAA finds that any of the following are applicable, all or part of the retained personal data as cited in the requested may not be disclosed. When a decision is made not to disclose, the JAA will inform the individual of the reason for that decision (in such an event, please be advised that the fee for fulfilling the request for disclosure will not be refunded).

  1. When the identity of the applicant cannot be confirmed
  2. When the delegated authority of a representative cannot be confirmed
  3. When there are missing or erroneous items in the specified request
  4. When the request for disclosure does not apply to retained personal data
  5. When there is a risk that disclosure endangers the life, physical safety, or assets of the individual or a third party or it otherwise infringes upon their rights or interests
  6. When there is a risk that disclosure will severely hamper the proper functioning of the JAA
  7. When in violation of other laws or ordinances.

In response to a request for notification of the purposes of use of a member’s information or the correction, addition, deletion, halting the use, erasure, or halting the provision of that information to a third party, the JAA may decide not to take apart or all of such action, or it may take other actions. In such an event, the JAA will notify the individual to that effect with reasons (please be advised that the fee for fulfilling a request for notification of the purposes of use of a member’s information will not be refunded).

7. Purposes of use of personal information obtained during a request for disclosure, etc.

When the request for disclosure, etc. is made, personal data such as application and proof of identification, etc. will only be used to the extent necessary to fulfil the request, such as contacting the individual regarding the request or confirmation in case of any inconsistency between the applicant and JAA. Submitted documents will not be returned. Once a response has been made to a request for disclosure, etc., it will be managed and disposed of appropriately.