Outline of the Personal Information Disclosure System
Procedure Flow
System for Requesting Disclosure, Correction, and Suspension of Use
In accordance with the Personal Information Protection Act, any individual may request the disclosure of personal information (official documents) held by Kochi University that pertains to them.
If you believe that the personal information disclosed to you is inaccurate, you may request a correction; if you believe that the personal information disclosed to you has been obtained, used, or provided unlawfully, you may request that its use be suspended.
If you disagree with a decision regarding a request for disclosure, correction, or suspension of use, you may file an objection.
Personal Information Held That Is Subject to Disclosure Requests (Corporate Documents)
The documents subject to disclosure are those held by Kochi University that are used systematically by its officers and employees, including documents, drawings, and electronic records (such as those stored on floppy disks or videotapes).
Requests for correction or suspension of use may be made within 90 days of the date on which the personal information was disclosed.
How to Request Disclosure, etc.
Please consult with the Personal Information Disclosure Office, then fill out the necessary information on the request form (for disclosure, correction, or suspension of use of personal information) and submit it to the office.
We will verify your identity at check-in, so please present a valid form of identification, such as a driver’s license.
A legal representative of a minor or an adult under guardianship may submit a request for disclosure, etc., on behalf of the individual. In such cases, please present documentation proving your status as a legal representative.
If the personal information you wish to request is specifically identified, you may also submit your request by mail.
A fee is required for disclosure requests.
There are no fees for requests for disclosure, corrections, or suspension of use.
Notice of Decision on Disclosure, etc.
As a general rule, a decision on whether to disclose or withhold information will be made within 30 days and notified in writing.
If a decision cannot be made within this period due to administrative difficulties or other valid reasons, the deadline may be extended.
Implementation of Disclosure
If you have received a notice of a disclosure decision, please submit a "Request for Disclosure of Personal Information" form within 30 days of the date of the notice, specifying your preferred method of disclosure (e.g., on-site review, provision of copies, desired date and time for on-site review, or mailing of copies).
You may specify your preferred method of disclosure in advance on the disclosure request form.
If you would like a copy sent to you, please pay the postage with stamps.
Once the method of disclosure has been determined, please bring the Notice of Decision on Disclosure of Retained Personal Information with you and visit the Retained Personal Information Disclosure Counter on the designated date.
