Requesting Disclosure, Notification of Purpose of Use, Correction, Suspension ofUse, and Erasure of Personal Information Possessed by Sophia School Corporation

Note: The English translation is provided for information. The originalJapanese version remains the sole official version. If there is any discrepancy
between the two versions, the Japanese original should take precedence.

Sophia School Corporation (“School Corporation”) endeavors to properly handle
personal information pursuant to the Act on the Protection of Personal Information(Act No. 57 of 2003).
Furthermore, on the basis of the Act on the Protection of Personal Information andSchool Corporation Regulations on Protection of Personal Information, School
Corporation accepts requests for disclosure, correction, and suspension of use of
personal information possessed by School Corporation (“Personal Information”).
Personal Information is personal information that is created or received by School
Corporation’s faculty and staff members as part of their duties and is possessed by
School Corporation for the purpose of being used by School Corporation’s faculty
and staff members as part of their organizational activities. Further details areprovided below.
It should be noted that certificates (diplomas, transcripts, etc.) cannot be issued
based on requests for disclosure of Personal Information. Please refer to respective
school’s website for detailed information on how to request and obtain certificates.
1. Requesting Disclosure of Personal Information
A person who is the subject of Personal Information can request disclosure of“retained personal data” that can identify the individual. (School Corporation has
authorization for disclosure, correction, addition or deletion, suspension of use,
erasure, and suspension of provision to third parties of such personal data, which
excludes data that may harm the public interest and other interests if its presence orabsence is made known.)1(1) How to Request Disclosure
Please submit necessary documents, including the request form(s) as below, to theOffice of General Affairs of the Bureau of General Affairs (located on the 6th floorof Building No. 13) or send them by mail to the address below.
Mailing Address:
7-1 Kioi-cho, Chiyoda-ku, Tokyo 102-8554
Sophia School Corporation, Bureau of General Affairs, Person in Charge of
Personal Information(a) Documents necessary when a person requests disclosure of his/her own personal
informationa. Request Form for Disclosure, etc. of Personal Information (Form No. 2)
b. A copy of personal identification document (a student ID card, a faculty/staff ID
card, a driver’s license, a health insurance card, etc.)
c. A certified copy of certificate of residence (This is necessary only when sending
necessary documents by mail. Only a certified copy that is issued within threemonths before requesting disclosure and does not show the personal identification
number is regarded valid. In addition, a photocopy of the certified copy is notaccepted.)d. (Requesting disclosure of personal information or requesting notification ofpurpose of use) Evidence of payment of fees: A copy of a bank transfer statement(when paying fees through bank transfer), a fixed-amount postal money order, or arevenue stamp(b) Documents necessary when a person requests disclosure through an agent
a. Documents listed in items a and b in the above paragraph (a), “Documents
necessary when a person requests disclosure of his/her own personal information”
b. Matters concerning Agent (designated form is available)c. A copy of personal identification document for the agent (a driver’s license, ahealth insurance card, etc.)
d. Qualification verification documents(When making request through a statutory agent)- A certified copy of family register, a certificate of registered information, or otherdocument that shows the relationship between the agent and the person making2request(When making request through a non-statutory agent)- Power of Attorney (The person making request should affix his/her seal on thePower of Attorney, and a seal registration certificate for the seal should be attached.)(c) Fees
It is necessary to pay a fee of 300 yen per request (by bank transfer, fixed-amountpostal money order, or revenue stamp).
Payment of fees is necessary only when requesting disclosure of personal
information or requesting notification of purpose of use. No payment of fees isrequired when requesting correction, addition, erasure, suspension of use, orsuspension of provision to third parties of personal information.
(How to pay fees) Fees should be paid by one of the following methods:a. Fixed-amount postal money order
Please buy a fixed-amount postal money order of 300 yen at the post office.
*Please bear the fees necessary to buy the postal money order.
b. Revenue stamp
Please buy a revenue stamp for “fees related to personal information (300 yen)” at
the revenue stamp vending machine located in the Center for Academic Affairs (onthe first floor of Building No. 2 of the Yotsuya Campus).
c. Bank transfer
For information on the bank account to which fees should be transferred, pleasecontact the person in charge of personal information at the Bureau of General
Affairs.
Phone number: 03-3238-3172
Email address: soumu_info-co@sophia.ac.jp*Applicant shall bear the bank transfer fee(s).
*When paying fees by bank transfer, please ensure to enter the letter “U” before thesender’s name.
(2) Deciding on Disclosure or Non-Disclosure
After a person makes a disclosure request, School Corporation will, without delay,
disclose the retained personal data that can identify the individual. However, in anyof the following cases, School Corporation may not disclose all or part of the3retained personal data. In addition, if the personal data does not exist, School
Corporation cannot disclose it.
(a) There is a possibility of harming the life, body, fortune, or other rights andinterests of the person making request or a third party.
(b) There is a possibility of interfering seriously with School Corporation
implementing its business properly.
(c) There is a possibility of violating other laws or regulations.
Please note that School Corporation will not refund the fees even if all or part of
the retained personal data is not disclosed, or the personal data does not exist.
2. Requesting Notification of Purpose of Use of Personal Information
A person can request School Corporation to explain for what purpose it intends touse Personal Information. The procedures for requesting disclosure should apply
mutatis mutandis in such a case. Please refer to section 1, subsection (1).
3. Requesting Correction of Personal Information
If a person believes that his/her Personal Information is incorrect, he/she can request
correction of it. The procedures for requesting disclosure should apply mutatis
mutandis in such a case. Please refer to section 1, subsection (1). However, no fees
are required.
4. Requesting Suspension of Use, Suspension of Provision to Third Parties, orErasure of Personal Information
If a person believes that his/her Personal Information is improperly obtained, used,or provided to a third party, he/she can request suspension of use, suspension ofprovision to third parties, or erasure of the Personal Information. The procedures
for requesting disclosure should apply mutatis mutandis in such a case. Please referto section 1, subsection (1). However, no fees are required.

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Form No. 2

Request Form for Disclosure, etc. of Personal Information
Month Day, YearTo Head of Office of General Affairs, Bureau of General Affairs, Sophia School Corporation:
Affiliation:(If you are a currently enrolled student, please provide the name of the faculty and department to which you belong and your student ID
number. If you are a graduate, please provide the name of the faculty and department from which you graduated and the year of yourgraduation. If you are a faculty or staff member, please provide the name of the faculty/organization to which you belong.)

Name of person making request:
Address:
Phone number:
Email address:
As provided by the School Corporation Regulations on Protection of Personal Information, I hereby makethe following request:
Request category
Disclosure (Disclosure method1: Issuance of written documents at the
1. Please select the desired
Office of General Affairs, Issuance and mailing of written documents,
method of disclosure andcircle it.
Provision of electromagnetic records via email, Accessing and viewing
2. If you choose “Other,”
personal information)please specify yourrequest.
Notification of purpose of use
Correction
Deletion

Suspension of use
Other2 (Title of personal information
concerning person making
request and recorded matters(Please provide, in detail,matters that are necessary tospecify your personal
information. In addition, ifyou choose “Correction,”
please specify how yourpersonal information should
be corrected.)

Suspension of provision to third parties)

1. Title of personal information concerning person making request andrecorded matters

2. (When “Correction” is chosen) Details of necessary corrections (Pleasespecify what corrections should be made.)

Reason for making request (Please leave this column blank if you are requesting disclosure of personal information or requesting
notification of purpose of use.)

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Identification
document

Student ID card
Passport

Faculty/staff ID card
Health insurance card

Matters to beprocessed

Driver’s license
Other (Seal ofreceipt*Please leave blank the areas inside the bold lines, which will be filled in by the office in charge.

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Matters concerning AgentMonth Day, YearTo Head of Office of General Affairs, Bureau of General Affairs, Sophia School Corporation:
Name of agent:
Address:
Phone number:
Email address:
Name of principal andrelationship between agent
and principal

1. Name of principal

2. Relationship
Please check either of the following boxes:
Statutory agent
Non-statutory agent
Identification
document

Driver’s license
Passport

Health insurance card
Other ()

Matters to beprocessed

Seal ofreceipt

1. Please leave blank the areas inside the bold lines, which will be filled in by the office in charge.
2. If a person makes request through an agent, the following documents need to be submitted, in addition to this document(Matters concerning Agent):(a) Request Form for Disclosure, etc. of Personal Information (Form No. 2)(b) A copy of an identification document for the principal (a student ID card, a faculty/staff ID card, a driver’s license, ahealth insurance card, etc.)(c) A copy of an identification document for the agent (a driver’s license, a health insurance card, etc.)(d) Qualification verification documents(When making request through a statutory agent)- A certified copy of family register, a certificate of registered information, or other document that shows the relationshipbetween the agent and the person making request(When making request through a non-statutory agent)- Power of Attorney (The person making request should affix his/her seal on the Power of Attorney, and a seal registration
certificate for the seal should be attached.)
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Power of Attorney
I, XXXX, hereby designate and appoint YYYY as my agent authorized to1
handle matters concerning
at Sophia School Corporation.

Month Day, Year
Principal (XXXX)
Seal2

Name (to be signed by principal)
Address

Agent (YYYY)
Name (to be signed by agent)

Seal

Address
1. Please choose the applicable item from below and place it in the underlined blank space.
- Disclosure of personal information - Notification of purpose of use of personal information -Correctionof personal information -Addition of personal information -Erasure of personal information -Suspensionof use of personal information -Suspension of provision of personal information to third parties
2. Seal registration certificate of the affixed seal should be attached.

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