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Requests and Procedures for Disclosure of Personal Information

First published: November 3, 2006
Last revised: October 12, 2023

Yamato Transport Co., Ltd. (hereinafter referred to as "Our Company") responds to your request for notification of the purpose of use, disclosure, correction, addition or deletion of contents, suspension of use, erasure, or suspension of provision to a third party (hereinafter referred to as "Disclosure") of the personal data Our Company holds as follows. If you wish to make a request for Disclosure please follow the procedures described below.

Procedures for Requests for Disclosure

(1) Persons who may request Disclosure

Only the following persons may make a request for Disclosure of the personal data Our Company holds.

  • Data subject
  • In the case of a minor or an adult ward, his/her legal representative
  • An agent entrusted by the person concerned to make a request for Disclosure

(2) Submission of necessary documents

If you wish to request Disclosure, please submit the necessary documents to Our Company in accordance with the following provisions.

  1. 1Necessary documents
    1. IRequest format for Disclosure of Personal Information
    2. IIIdentification Documents
      Please send one of the copies below. The identification documents must be valid at the time of request.
      1. ADriver's license (front and back)
      2. BPassport (only if address is filled in “Information on bearer”)
      3. CPassport (there’s no “Information on bearer” nor address indication) + certificate of residence
      4. DHealth insurance certificate + certificate of residence
      5. EIdentification documents issued by a public organization, such as pension booklet, physically disabled certificate, resident card, or special permanent resident certificate + certificate of residence
    3. IIIA document by which the authority of representation can be confirmed (Only for requests by an agent.) When the request is made by the person's legal representative or an agent delegated by the person, please send the following documents. (All must have been issued within three months prior to your request.) In the case of delegation, please note that we may confirm with the person who delegated whether or not the delegation has been made.
      1. ALegal representative of a minor
        A copy of the family register or abridged family register that shows the relationship between the person and his/her legal representative Identification documents of the legal representative (any of the documents set forth in [1] (II) A through E above of the legal representative)
      2. BLegal representative of an adult ward
        A copy of the certificate of registered matters provided for in the Act on Guardianship Registration Identification documents of the legal representative (any of the documents set forth in [1] (II) A through E above of the legal representative)
      3. C Delegated agent
        A letter of proxy in the form prescribed by Our Company (with the registered seal affixed thereto), which the relevant person has filled out in his/her own handwriting
        A copy of the seal registration certificate of the relevant person
        Identification documents of the agent (any of the documents set forth in [1] (II) A through E above of the agent)
  2. 2Destination of submission
    Personal Information Handling Office, Yamato Transport Co., Ltd.
    Nishi-shimbashi 1-chome Building, 1-24-14 Nishi-shimbashi, Minato-ku, Tokyo 105-0003, Japan
    • *Please send it by registered mail or other appropriate means to prevent from potential loss. (The postal charge will be borne by the person who will make a request.)
  3. 3Form of request for Disclosure of Personal Information
    • *If you are not in an environment where you can print out the form, we will send it to you, so please request it in writing to the address below."

(3) Response from Our Company

In principle, a notice on Disclosure shall be sent by mail or by electromagnetic means as designated within two (2) weeks from the receipt of a request from the relevant individual to Our Company.
When Our Company decides not to disclose, etc., Our Company will notify you to that effect with the reason attached.
Please note that we may not be able to respond within the above period if it takes time to conduct an investigation depending on the contents of the request or if there are any defects in the documents you have sent.
Also, please note that Our Company may contact you to confirm the contents of the request.

If the request is made by a representative/agent, the response will be mailed as follows.

  • Request by a legal representative: it will be mailed to the legal representative.
  • Request by an agent delegated by the relevant person: it will be mailed to the relevant person.

(4) Fees

The investigation fee 1,000 yen (including consumption tax) will only be charged for disclosure request .
Please enclose postage stamps or postal fixed-amount money orders when sending a request to Our Company.
Please note that we will not refund the fee even if we do not disclose it after we receive the request.

(5) Purpose of use of personal information obtained in the course of procedures

Personal information obtained by Our Company in connection with procedures for Disclosure Requests will be used to the extent necessary to respond to Disclosure Requests. (This includes communications about identity verification and request details.)

(6) Notes for procedures

Please note that Our Company will not respond to requests for Disclosure in the following cases.

  • If you or your representative/agent cannot verify your identity
  • If the address on the request, the address on the identification document, and the address on file with Our Company do not match or we found multiple possible information and cannot identify which to be disclosed.
  • If the authority of representation cannot be confirmed when a request is made by a delegated agent
  • If there is a lack or deficiency in the contents of the request and its correction or amendment is not accepted
  • If no fees are paid (including cases where fees are paid insufficiently)
  • When Our Company decides that Disclosure should not be made to the extent permitted by laws and regulations
  • If such Disclosure would result in a violation of laws and regulations

For further information, please contact:
Personal Information Handling Office, Yamato Holdings Co., Ltd.
Nishi-shimbashi 1-chome Building, 1-24-14 Nishi-shimbashi, Minato-ku, Tokyo 105-0003, Japan