This document describes the procedures by which Topcon, acting in accordance with the Personal Data Protection Law, complies with the following requests for response from customers or their agents concerning the customer’s personal data: (1) Request for disclosure; (2) Request for notification of the intended use of the personal data; (3) Request for correction; (4) Request for addition; (5) Request for deletion; (6) Request for cessation of use or cessation of disclosing to third parties; and 7) Disclosure of third party provision record. ((1) to (7) are hereinafter collectively referred to as “Requests for Disclosure.”).

1. Postal Address for Requests for Disclosure

Please post Requests for Disclosure to the address shown below after attaching the necessary documents to the prescribed request form. When posting the request form to Topcon, please use delivery-certified mail, simplified registered mail, or another method enabling confirmation of delivery. Please write on the envelope, “Personal Data Request enclosed.”

TOPCON CORPORATION
Personal Data Protection All Customer Information Center
75-1, Hasunuma-cho, Itabashi-ku, Tokyo 174-8580

2. Documents to be submitted concerning Requests for Disclosure

When making requests for disclosure, click the link below to download the request form (1), complete all prescribed fields, enclose the identity confirmation document (2), and post the documents to the postal address indicated in 1. above.

(1) Topcon’s prescribed request form

  1. For requests for disclosure of personal data or notification of intended use
    Request Form for Personal Data Disclosure[144KB]
  2. For requests for correction, deletion, addition
    Request Form for Personal Data Correction[142KB]
  3. For requests for or cessation of use, deletion or cessation of disclosing to third parties
    Request Form for Personal Data Cessation of use[146KB]

(2) Identity confirmation document

(One photocopy of the following documents)

  • Valid Driver’s license
  • Valid Passport together with Certificate of residence
  • Valid Health insurance card together with Certificate of residence
  • Valid Pension card together with Certificate of residence
  • Valid Residence card or Special permanent resident certificate

(3) Requests for Disclosure through Agent

When your agent is making a Request for Disclosure on your behalf, include the following documents in addition to (1) and (2) in 2. above.

  1. Agent identity confirmation document
    (One photocopy of the following documents)
    • Valid Driver’s license
    • Valid Passport together with Certificate of residence
    • Valid Health insurance card together with Certificate of residence
    • Valid Pension card together with Certificate of residence
    • Valid Residence card or Valid Special permanent resident certificate
  2. Power of attorney or proof of qualification document
    1. For agents with a Power of Attorney
      • Power of Attorney (with the seal of the grantor)  One
      • Certificate of a Grantor Seal-Impression  One
    2. For statutory agent
      • Document providing evidence that the said agent is legally entitled to represent the individual.  One

3. Fee for Requests for Disclosure or Notification of Intended Use

Topcon does not charge a fee for requests for disclosure or notification of intended use, yet the person making the request bears the cost of postage to Topcon.

4. Method of Responding to Requests for Disclosure

Topcon will respond in the manner specified on the request form you submitted.

5. Use of Personal Data Obtained in Connection with Requests for Disclosure

  1. Topcon will handle personal data obtained in connection with Requests for Disclosure only for the purpose of complying with Requests for Disclosure. Topcon will not return submitted documents. After a request for personal data has been answered, Topcon will maintains and dispose of the documents in an appropriate manner.
  2. Reasons for Not Disclosing Personal Data
    In the cases below, Topcon will not be able to comply with Requests for Disclosure of personal information. In cases where Topcon decides not to respond to inquiries as requested, Topcon will notify the person making the request to that effect and give the reason.
    • When the principal’s identity cannot be confirmed, such as when the address on the completed request form, the address on the completed documents for confirming the identity of the person to whom the personal data refers, and the address registered at Topcon do not match
    • When it cannot be confirmed that the agent has duly authorized by power of attorney
    • When there is a deficiency in the prescribed documents for submission
    • When Topcon cannot identify the personal data on the basis of the information contained in the request
    • When the subject of the disclosure request falls under (1) to (4) below and does not fall under retained personal data or records provided to a third party
      1. Cases in which there is a risk of harm to the life, body, or property of the person to whom the personal data refers or to a third party
      2. Cases in which may encourage or induce illegal or unjust acts by revealing the existence or non-existence of retained personal data or records provided to a third party
      3. Cases in which the disclosure of the existence or non-existence of retained personal data or records of provision to third parties may cause damage to national security or disadvantage in negotiations with other countries or international organizations
      4. Cases in which the prevention, suppression, or investigation of crimes, or the maintenance of other public safety and order may be disturbed if the existence or nonexistence of the retained personal data or the record of provision to a third party is revealed.
    • When there is a risk of considerable obstruction to the appropriate operation of Topcon’s business
    • When disclosure would constitute a violation of another law or regulation

6. Revisions

Topcon may from time to time revise these procedures to better protect personal data or to comply with changes in applicable laws or regulations. Be sure to confirm the current procedures when making requests for disclosure of personal data and others.