April 1, 2013
Japan Environmental Management Association for Industry

The Japan Environmental Management Association for Industry (hereinafter referred to as “The Association”) hereby announces the following items based on the Act on the Protection of Personal Information (hereinafter referred to as the “Act”).

1. Retained personal data

The item regarding putting the “retained personal data” of The Association “in an accessible condition for the person concerned” (Article 24(1) of the Act) and the items related to requests (Articles 28 to 30 of the Act) for the disclosure of retained personal information (Article 25 of the Act), the correction of retained personal information (Article 26 of the Act), and the discontinuation of its utilization (Article 27 of the Act), etc., are as follows.

(1) The business operator handling personal information

Japan Environmental Management Association for Industry

(2) All purposes of use of retained personal data

1.        Provision of information and services to members of The Association

2.        Guidance on and management of The Association’s various meetings (regular meetings, various sub-committees), training, seminars, forums, etc.

3.        Guidance on and management of the meetings co-hosted, supported and sponsored by The Association

4.        Survey, research and planning activities related to environmental technology and environmental management

5.        Provision and delivery of journals and various related materials

6.        Publication and sale of books and software

7.        Management of the EcoLeaf system

8.        JAMP, REACH registration support, information provision

9.        Management of the Pollution Control Manager System

10.     Management of the Evaluation and Registration System for Environmental Management System Auditors

11.     Management of the Evaluation and Registration System for Environmental Site Assessors

12.     Requests to customers, performance of contractual duties

Please refer to the respective websites for the procedures for disclosure, correction and discontinuation of utilization with regard to 9 to 11.

(3) Disclosure procedure

1.        Requests for disclosure
Please post requests for disclosure to the following address, attaching the required documents to a “retained personal data” disclosure application form.(*Written in Japanese)
Postal address: 2-2-1 Kaji-cho, Chiyoda-ku, Tokyo 101-0044
Personal Information Complaints / Consultation Office, Department of General Affairs, Japan Environmental Management Association for Industry

2.        Confirmation of the person concerned

i.            In order to confirm that the applicant is the person concerned, please submit a copy of one of either a driving license, passport or certificate of alien registration, or copies of two of either a health insurance card, pension notebook, welfare notebook or certificate of residence.

ii.            If a request for disclosure by an agent is required, in addition to the documents of the preceding paragraph, please also enclose the documents of either a or b below.

a.        Cases of legal representatives
A document to confirm that the person has the power of legal representation (certificate of the family register, etc.) and a document to confirm that the person is the legal representative concerned (the same as i above)

b.        Cases of privately appointed agents
The Association’s designated power of attorney form(*Written in Japanese)
One copy of the seal certificate of the person concerned (for the seal used on the power of attorney form)

3.        Processing fee for requests for disclosure and its collection method
The Association shall receive a processing fee of 600 yen for each request for disclosure (inc. consumption tax). Please enclose postage stamps to the value of 600 yen with the application documents.

4.        Method for replying to requests for disclosure
The Association shall reply in writing to the address stated on the application form by the applicant.

5.        Reason for non-disclosure
The Association shall not disclose retained personal data in the cases established below. If The Association has decided not to disclose retained personal information, it shall notify the applicant to that effect and of the reason. Furthermore, The Association shall also receive the designated processing fee in cases of non-disclosure.

·         If the address stated on the application form and the address stated on the documents for confirmation of the person concerned do not match and it has not been possible to confirm the person concerned

·         If it has not been possible to confirm the power of agency for an application by an agent

·         If there are defects on the designated application form

·         If the subject of the request for disclosure does not fall under the category of “retained personal data”

·         If there is a danger that disclosure will harm the life, physical health, property or other rights of the person concerned or a third party

·         If there is a danger that disclosure will significantly hinder the proper implementation of the business of The Association

·         Other cases in which disclosure would violate the laws and regulations

(4) Correction / discontinuation of utilization procedures

1.        Requests for correction / discontinuation of utilization
Please post requests for corrections and requests for discontinuation of utilization to the following address, attaching the required documents to a “retained personal data” correction, etc., application form or a “retained personal data” discontinuation of utilization application form.(*Written in Japanese)
Postal address: 2-2-1 Kaji-cho, Chiyoda-ku, Tokyo 101-0044
Personal Information Complaints / Consultation Office, Department of General Affairs, Japan Environmental Management Association for Industry

2.        Confirmation of the person concerned
For confirmation of the person concerned, the same as for the confirmation of the person concerned of (3) 2) above.

3.        Method for replying to requests for correction or discontinuation of utilization
The Association shall reply in writing to the address stated on the application form by the applicant.

 

2. Inquiries office

Personal Information Complaints / Consultation Office, Department of General Affairs, Japan Environmental Management Association for Industry
3-1, Uchisaiwaicho 1-chome, Chiyoda-ku, Tokyo 100-0011
TEL 03-3528-8150 FAX 03-3528-8163
e-mail: jemai(at)jemai.or.jp
* When sending inquiries by e-mail, please replace the (at) in the address above with @.