Disclosure of Your Personal Information

To request disclosure of your personal information held by us, read III. Items to be noted below, and send the prescribed Personal Information Disclosure Request by post, together with documents proving your identification, handling fee and postage, to the address below. Disclosure will be made in writing by sending the disclosure document by registered post, which can only be received by the addressee upon showing proof of identity, to you at the address written in your Certificate of Residence.

 

Personal Information Section, Ken Hotels & Resorts Holdings Ltd.
1-2-7 Nishiazabu, Minato City, Tokyo 106-0031
Phone: 03-5413-5930
Fax: 03-5413-5647

 

The business hours of the Personal Information Section are between 10:00 a.m. and 5:00 p.m. on weekdays, from Monday to Friday, excluding national and company holidays.

I. Documents to be submitted

  1. Personal Information Disclosure Request (Click to download the file)
    If you have any difficulties downloading the file, please contact the above Personal Information Section.
  2. Documents proving your identification
    Your Certificate of Residence (or Certificate of Alien Registration if you are an overseas citizen. For both certificates, only certificates issued within the last three months are valid.) and a copy of your driving license, insurance card, passport or other such identification document issued by a public agency on which your name and address are written.
    Both your Certificate of Residence/Certificate of Alien Registration and a copy of your identification document are required.

    Request by your legal representative or proxy
    When your legal representative or proxy requests disclosure, send the documents listed in Items (1) or (2) below instead of 2. Documents proving your identification above.

    • (1)When your legal representative makes the request
        Send all the following documents:
      1. Documents proving the authority to represent When you are a minor: One certified copy of the Family Register proving the authority to represent (Only certificates issued within the last three months are valid.)
        When you are an adult ward: One Certificate of Registered Items proving the authority to represent (Only certificates issued within the last three months are valid. For more information, contact the relevant Legal Affairs Bureau.)
      2. Documents proving the legal representative's identification
        The legal representative's Certificate of Residence (or Certificate of Alien Registration if the legal representative is an overseas citizen. For both certificates, only certificates issued within the last three months are valid.) and a copy of the legal representative's driving license, insurance card, passport or other such identification document issued by a public agency on which the legal representative's name and address are written.
        Both the legal representative's Certificate of Residence/Certificate of Alien Registration and a copy of the legal representative's identification document are required.
    • (2)When your proxy makes the request
        Send all the following documents:
      1. Letter of Proxy (to be affixed with the registered seal)
      2. ii. The proxy's Certificate of Residence (or Certificate of Alien Registration if the proxy is an overseas citizen. For both certificates, only certificates issued within the last three months are valid.) and a copy of the proxy's driving license, insurance card, passport or other such identification document issued by a public agency on which the proxy's name and address are written.
        Both the proxy's Certificate of Residence/Certificate of Alien Registration and a copy of the proxy's identification document are required.
      3. Your Certificate of Residence and Seal Registration Certificate (For both certificates, only certificates issued within the last three months are valid.) Both your Certificate of Residence and Seal Registration Certificate are required.

II. Handling fee

  1. For making each request, you must pay the handling fee as below.
    Handling fee: 2,000 yen
  2. Method of payment
    To pay the handling fee, send a 2,000 yen postal money order together with the Request Form. Only a postal money order issued within the last three months is valid. Do not write anything on the front or the back of the postal money order.

III. Items to be noted

  1. When the Personal Information Section above receives a fully completed Personal Information Disclosure Request from you, along with documents proving your identity, the handling fee and postage, we consider your request for disclosure of personal information official.
  2. If the Personal Information Disclosure Request is incomplete, we may not be able to disclose your personal information. We will not disclose your personal information unless the handling fee is paid in full.
  3. If your legal representative or proxy requests disclosure, we will not disclose your personal information unless proof of authority to represent is provided. We may contact you to confirm the legal representative's or proxy's authority to represent.
  4. Due to the procedures required for confirming the personal data, it may take some time until we can deliver the disclosure document. Your understanding is appreciated.
  5. If we discover that no personal information of yours is held by us, we will inform you of the absence of data.
  6. If the disclosure is likely to cause harm to the life, wellbeing, property or other rights or interests of you or a third party, if the disclosure is likely to seriously interfere with the proper implementation of our business, or if the disclosure violates any law or regulation, all or a part of your personal information may not be disclosed.
  7. The disclosure will be made in writing. As a general rule, the disclosure document will be sent by registered post, which can only be received by the addressee upon showing proof of identity, to you at the address written in your Certificate of Residence. (Even when your proxy requests disclosure, the disclosure document will be sent to you at the address written in your Certificate of Residence. When your legal representative requests disclosure, the disclosure document will be sent to the legal representative at the address written in the legal representative's Certificate of Residence.)
    On the envelope of the disclosure document, the addressee's phone number will be written. After a post office official makes contact with the addressee and confirms the addressee's identity, the addressee will be able to receive the document at the addressee's address or a post office.
  8. The personal information provided for requesting disclosure will be used only for limited purposes, including confirming your or your legal representative/proxy's identity, checking personal data held by us, and contacting you or your legal representative/proxy.
  9. The Personal Information Disclosure Request and accompanying documents will not be returned. The handling fee is non-refundable, unless personal information cannot be disclosed due to an error on our part.

 

End of Disclosure of Your Personal Information

PDF File

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