Disclosure of Information

Personal information

The term "personal information" refers to information that relates to a living individual containing data, such as name and date of birth, that can be used to identify an individual. (It also includes information that can identify a specific individual when collated with other information.)

Retained personal information

The term "retained personal information" refers to personal information that has been compiled or obtained by employees of Incorporated Administrative Agencies in the course of their duties, and that is retained by those Agencies for organizational use by those individuals.

Requesting disclosure of retained personal information

As stipulated in the Act on the Protection of Personal Information Held by Incorporated Administrative Agencies, etc, all individuals are entitled to request access to their personal information held by such agencies. (In the case of minors and wards, such requests may be made by their legal representatives.)

Contacts for disclosure requests

Requests for the disclosure of personal information held by Kyoto University are to be made to the University's Legal Affairs and Compliance Division, General Affairs Department.

Address: First floor, Clock Tower Centennial Hall, Yoshida-honmachi, Sakyo-ku, Kyoto 606-8501 JAPAN
Phone: +81-75-753-2073

Requesting the disclosure of medical records (including charts and X-ray images)

Requests for the disclosure of medical records held by Kyoto University Hospital are to be made to the following office, which also handles the payment of associated fees (since 25 July 2005):
Medical Services Section, Kyoto University Hospital
Address: 54 Kawaharacho, Shogoin, Sakyo-ku, Kyoto 606-8507 JAPAN
Phone: +81-75-751-3661

Procedures for making disclosure requests

Requests for the disclosure of retained personal information can be made by completing and submitting the保有個人情報開示請求書 ("retained personal information disclosure request form") (Word) (42KB) (in Japanese) to the Legal Affairs and Compliance Division, General Affairs Department, either in person or by mail.

Making a disclosure request requires a fee, which is 300 yen per Corporate Document at Kyoto University.

The fee is payable by cash, which can be delivered in person or by registered mail.

Pre-request consultation

Preliminary consultations are available from the Legal Affairs and Compliance Division for the request submission process.

Required identification documents

Disclosure requests can be made only by the subject of the personal information or his/her legal representative. It is imperative, therefore, that those making a request supply documentation to verify their identity.

(1) The subject of personal information making the request

Acceptable identification documents include a driver's license, health insurance certificate, Basic Resident Register Card, zairyu card (residence card), special permanent resident certificate, and alien registration certificate, all of which must contain the requester's residential address.

Note: In addition to one of the above documents, a mailed request should include a copy of the requester's juminhyo (resident card) issued within the previous 30 days. Those unable to supply their juminhyo are asked to contact the office in charge for instructions.

(2) In the case of a legal representative making the request

  1. A document containing the residential address of the subject of the personal information requested, such as a driver's license, health insurance certificate, Basic Resident Register Card, zairyu card, special permanent resident certificate, and alien registration certificate
  2. A document verifying the identity of the legal representative making the request, such as a copy of his/her family register (photocopies not accepted)

Decisions about disclosure requests

Decisions to grant or deny disclosure requests are made in accordance with Article 14 of the Act on the Protection of Personal Information Held by Incorporated Administrative Agencies, etc.

Requests may be denied if the information concerned:

  • Could jeopardize the life, health, livelihood, or assets of its subject
  • Could be used to identify an individual other than its subject
  • Could be prejudicial to the legitimate interests of the Incorporated Administrative Agency that holds it
  • Is related to deliberations or examinations

Notification of decisions on disclosure

Decisions about disclosure requests are, in principle, made within 30 days of receipt, and are notified to the applicants in writing.

Incorporated Administrative Agencies are obliged to disclose all the personal information in their possession upon request except in cases where non-disclosure information is involved.

Disclosure procedures

At Kyoto University, disclosure of retained personal information is conducted as per Article 24 of the Act on the Protection of Personal Information Held by Incorporated Administrative Agencies, etc.

Those who have had their disclosure requests granted are to notify, within 30 days of being informed of the decision, the office in charge of their preferred method of accessing the requested information, using the designated form. In the case of a document or image, the information can be either viewed on site or photocopied, while electronic records can be viewed on site, printed out, or copied onto a floppy disk.

The applicant may also indicate his/her preference in advance in the 保有個人情報開示請求書.

Those who wish to have the requested information mailed to them are required to supply the postage.

Further instructions on these procedures are included with the notification of a decision to grant an information disclosure request.

Requesting corrections

In the event that the personal information disclosed appears to contain inaccuracies, the subject of that information may request the Incorporated Administrative Agency that holds it to make necessary corrections. (In the case of minors and wards, such requests may be made by their legal representatives.)

Incorporated Administrative Agencies are to make requested corrections after verifying the validity of the request received, within the scope necessary for the achievement of the purpose of utilization.

Requesting suspension of use

In the event that the personal information disclosed appears to have been unlawfully acquired, used, or provided, its subject may request the Incorporated Administrative Agency that holds it to suspend its use. (In the case of minors and wards, such requests may be made by their legal representatives.)

Incorporated Administrative Agencies are to suspend the use of the information in question, or otherwise respond to the request received, after verifying the validity of that request, within the scope necessary for ensuring the proper handling of that information.

Filing complaints

In the event of a disagreement with the decision made by an Incorporated Administrative Agency regarding a disclosure, correction, or suspension-of-use request, the applicant may file a complaint with the agency.

Incorporated Administrative Agencies are to consult the Information Disclosure and Personal Information Protection Review Board of the Cabinet Office, and to respond to the complaint received on the basis of the recommendations made by the Board.