Protection and Disclosure of Personal Information

About the Amendment to the Personal Information Protection Act (Effective April 2023)

In 2003, the city established the "Inagi City Personal Information Protection Ordinance" (old ordinance) to set basic rules regarding the handling of personal information, and has made efforts to appropriately collect, store, and use personal information. Additionally, anyone can request the disclosure of their personal information from the city (disclosure request system).
With the recent amendment of national laws, domestic rules regarding personal information protection have been integrated into the "Act on the Protection of Personal Information" (Personal Information Protection Act), and overall jurisdiction has been centralized under the national agency, the Personal Information Protection Commission.
As a result, from April 2023, the national Personal Information Protection Act is directly applicable in the city as shown in the following diagram.

In response to the recent legal amendments, the city has abolished the old ordinance and established the new "Inagi City Personal Information Protection Law Enforcement Ordinance" to ensure that the standards of personal information protection and the quality of citizen services do not decline.
Since the rules under the national Personal Information Protection Law and the new city ordinance do not differ significantly from those under the old ordinance, there will be no changes in the handling of personal information by the city, and it will not affect the procedures that citizens and business operators carry out at City Hall. Additionally, the disclosure request system will remain in place.
The city will continue to handle your personal information appropriately, protect individual rights and interests, and ensure the proper and smooth operation of city administration.

Personal Information Disclosure Request System

Anyone can request the disclosure of their personal information (personal information created or obtained by staff in the course of their duties, which is held by the city for organizational use).

Billing Method

1. Please fill out the necessary information on the Personal Information Disclosure Request Form and submit it to the Document Legal Affairs Division, Document Legal Affairs Section. The request form is also available at the Document Legal Affairs Division, Document Legal Affairs Section on the 5th floor of City Hall.
2. When making a request, you need to present identification documents. Additionally, if you request the disclosure of personal information that includes your My Number, please write your My Number on the request form and also present the documents that confirm your My Number.
3. When making a request, you need to specify the administrative documents that contain your personal information as much as possible. If you have any questions, please consult the Document Legal Affairs Division in advance.
4. Requests can also be made by a legal representative or a voluntary agent with a power of attorney on behalf of the individual. In the case of requests made by a voluntary agent, the individual's consent will be confirmed by mail or other means.
5. Please understand that requests made by phone or verbally cannot be accepted in order to protect your important information.

• Personal Information Disclosure Request Form (Word 11.7KB)
• Power of Attorney for Disclosure Request of Personal Information (Word 16.9KB)

Identity Verification Documents

Depending on the type of identification documents, they are divided into those that require the presentation of one document (Category A) and those that require the presentation of two documents (Category B).

Category	Type of Document
A	Documents with a photo issued by public offices (1 point confirmation) My Number Card, driver's license, driving history certificate (issued on or after April 1, 2012), passport, the Basic Resident Registration Card (B Card with photo), Physical Disability Certificate, Mental Disability Health and Welfare Certificate, Child Welfare Certificate, residence card, Special Permanent Resident Certificate, identification card of public office employees, or equivalent documents
I	Documents that prove the identity of the individual other than A (2 points of confirmation) Long-Term Care Insurance Health Insurance Card, various Pension certificates (handbook or basic pension number notification), the Basic Resident Registration Card (A card without a photo), Public Assistance recipient certificate, or equivalent documents

Note: Identification documents with an expiration date are limited to those that are within the validity period.

My Number (Personal Number) Confirmation Document

• My Number Card (Individual Number Card)
• Copy of the Certificate of Residence or Certificate of Residence Details with My Number (Personal Number) listed

Reception Date and Time

From 8:30 AM to 5:00 PM on open days

Disclosure

In accordance with the Personal Information Protection Act, we will disclose the following information, except for the information listed below.

1. Information that may harm the person's life, health, living conditions, or property
2. Information about individuals other than the person themselves, which can identify a specific individual, or although it cannot identify a specific individual, there is a risk that disclosing it may harm the rights and interests of individuals.
3. Information regarding corporations and other organizations that may harm their competitive position or other legitimate interests if disclosed
4. Information for which there is reasonable grounds to recognize that disclosure may hinder the prevention, suppression, or investigation of crimes, the maintenance of public prosecution, the execution of sentences, or other public safety and order.
5. Information related to discussions, considerations, or consultations within or between municipal agencies, which may unjustly compromise the exchange of candid opinions or the neutrality of decision-making, or may unjustly benefit or disadvantage specific individuals.
6. Information related to the affairs conducted by municipal agencies, which may hinder the proper execution of such affairs if disclosed.
7. Information voluntarily provided by a third party on the condition of non-disclosure

Deadline for Disclosure Decision

The city has established, by ordinance, that decisions on disclosure will be made within 14 days from the day after the request, which is shorter than the deadline set by the Personal Information Protection Act.
However, based on the provisions of the Personal Information Protection Act, in cases where the amount of personal information held is large, an extension may be granted up to 30 days.

Method of Disclosure

Once the disclosure is ready, staff will contact the requester. Please visit the City Hall 5th floor Information Disclosure Corner to view or receive a copy. Additionally, copies can also be sent by mail (as a general rule, they will be sent by "simple registered mail" or "simple registered mail + delivery to the addressee only").

Cost

There is no fee, but if you wish to receive a copy or have it mailed, you will need to pay the actual cost of copying and shipping via a payment slip.
In the case of mailing, the payment slip will be sent along with the notification of the disclosure decision, and after the payment is confirmed, the copy will be mailed to you.

Request for Correction and Suspension of Use of Personal Information

Correction Request

If you believe that your personal information disclosed based on the decision to disclose personal information is not accurate, you can request a correction.

Request for Service Suspension

You can request the suspension of use, deletion, and cessation of provision of your personal information disclosed based on the decision to disclose personal information, on the grounds that it was not lawfully obtained.

Relief Systems, etc.

If it is decided that the requested administrative information cannot be disclosed and you are dissatisfied with that decision, you can file a request for examination.
When a request for examination is made, the Inagi City Information Disclosure and Personal Information Protection Review Committee, which is an external organization, will conduct the hearing, and the implementing agency will make a ruling based on the results.

City Initiatives for the Protection of Personal Information

Initiatives of the Implementing Agency

The city's implementing agencies (Mayor of Inagi City, Board of Education, Election Administration Commission, Audit Committee, Agricultural Committee, Fixed Asset Valuation Review Committee, Fire Chief, and Inagi City Hospital Business Administrator) are taking measures to protect personal information in accordance with the Personal Information Protection Law, including proper collection of personal information, restrictions on retention, clarification of the purpose of use, ensuring accuracy, safety management measures, and restrictions on use and provision.

Personal Information Protection Management Council

In order to ensure the proper operation of the personal information protection system, the Inagi City Personal Information Protection Management Council has been established. When it is deemed particularly necessary to hear opinions based on specialized knowledge, such as when establishing operational rules and manuals regarding the handling of personal information, the council will be consulted.

Personal Information File Register

In accordance with the Personal Information Protection Act, we will publish the "Personal Information File Register," which records the status of personal information held. The "Personal Information File Register" is a ledger established to clarify the existence and overview of personal information files (databases that allow for the search of personal information) held by the city, enabling individuals to more accurately recognize the actual use of their personal information.

Planning Department

Policy and Planning Division

• 1-1-1 Special Fixed Benefit Payment Administrator File (PDF 108.0KB)

General Affairs Department

General Affairs and Contracts Division

• 2-1-1 I (Ai) Town Inagi Support Donation (Furusato Tax Payment) Donor Management File (PDF 104.3KB)

Department of Citizen Affairs

Citizen Affairs Division

• 3-1-1 Resident Basic Register (PDF 116.4KB)
• 3-1-2 Seal Registration Ledger (PDF 99.7KB)
• 3-1-3 Personal Number Card Issuance Management Register (PDF 113.1KB)
• 3-1-4 Individual Number Card Issuance Reservation Ledger (PDF 134.6KB)
• 3-1-5 Traffic Disaster Mutual Aid Member Ledger (PDF 133.5KB)
• 3-1-6 The Basic Resident Registration Card Issuance Management Ledger (PDF 133.8KB)
• 3-1-7 Family Register Computer System (PDF 144.6KB)

Insurance and Pension Division

• 3-5-1 National Pension System (PDF 137.9KB)
• 3-5-2 National Health Insurance Personal Information File (PDF 143.0KB)
• 3-5-3 National Health Insurance Personal Information File (Specific Health Checkup) (PDF 134.5KB)
• 3-5-4 Late-Stage Elderly Medical Care Insurance Personal Information File (PDF 140.9KB)
• 3-5-5 Late-Stage Elderly Medical Care Insurance Personal Information File (Late-Stage Elderly Health Checkup, etc.) (PDF 140.2KB)

Taxation Division

• 3-10-1 Individual Municipal Resident Tax Taxation Ledger (PDF 210.1KB)
• 3-10-2 Light Vehicle Tax Taxation Ledger (PDF 146.8KB)
• 3-10-3 Fixed Asset Tax Ledger (PDF 185.0KB)

Revenue Collection Division

• 3-15-1 Collection Write-off and Delinquency Management Administrator File (PDF 140.5KB)

Department of Industry, Culture, and Sports

Sports Promotion Section

• 4-15-1 Inagi City Public Facilities User Registration (Individual) File (PDF 136.7KB)
• 4-15-2 Inagi City Public Facilities User Registration (Group) File (PDF 136.4KB)
• 4-15-3 Elementary and Junior High Schools Marathon Tournament Participant File (PDF 136.9KB)

Welfare Department

Livelihood Welfare Division

• 5-1-1 Consultation Support Agency Business Support Tool Output Data (PDF 149.2KB)
• 5-1-2 Public Assistance Case Ledger (PDF 137.6KB)
• 5-1-3 Temporary Special Benefit Administrator File (PDF 111.2KB)
• 5-1-4 Emergency Support Grant Administrator File (PDF 140.4KB)
• 5-1-5 Temporary Special Benefits for Households Exempt from Resident Tax for Fiscal Year 2023 and Management File for Temporary Focused Support Benefits for Households Exempt from Resident Tax (PDF 140.4KB)
• 5-1-6 Temporary Key Support Payment for Households Exempt from Resident Tax Income Tax for Fiscal Year 6 Administrator File (PDF 140.8KB)
• 5-1-7 Fiscal Year 2024 Fixed Tax Reduction Supplementary Benefit (Adjustment Payment) Administrator File (PDF 139.6KB)

Senior Welfare Division

• 5-5-1 Long-Term Care Insurance System (PDF 150.7KB)
• 5-5-2 Care Support Volunteer Registration Ledger (PDF 136.7KB)
• 5-5-3 List of Survey Participants for Monitoring Older Adults (PDF 140.3KB)
• 5-5-4 Care Certification Software (PDF 136.9KB)

Disability Welfare Division

• 5-10-1 Physical Disability Certificate and Love Hand System (PDF 134.0KB)
• 5-10-2 Mental Disability Welfare System (PDF 134.4KB)
• 5-10-3 Independence Support Nursing Care Benefit System (PDF 134.9KB)
• 5-10-4 Disability Welfare Allowance System (PDF 135.9KB)
• 5-10-5 Disability Medical Expenses Assistance System (PDF 137.9KB)
• 5-10-6 Automobile Fuel Cost and Taxi Fare Subsidy System for Persons (Children) with Disabilities (PDF 136.1KB)
• 5-10-7 Subsidy System for Medical Expenses for Intractable Diseases (PDF 134.2KB)
• 5-10-8 Special Disease Patient Relief Fund System (PDF 134.4KB)

Health Division

• 5-15-1 Health Management System (PDF 136.8KB)
• 5-15-2 Dog Management System (PDF 137.2KB)

Child Welfare Department

Children and Youth Division

• 6-1-1 After-School Childcare Program Management System (PDF 137.0KB)
• 6-1-2 After-School Childcare Program Admission, Withdrawal, and Pending List (PDF 136.0KB)

Child Care Support Division

• 6-5-1 Child Allowance System (PDF 136.9KB)
• 6-5-2 Child Allowance System (PDF 138.4KB)
• 6-5-3 Child Allowance System (PDF 137.2KB)
• 6-5-4 Child Allowance Current Status Report (PDF 137.5KB)
• 6-5-5 Child Allowance Status Report (PDF 139.0KB)
• 6-5-6 Child Allowance Current Status Report (PDF 135.6KB)
• 6-5-7 Infants and Young Children Medical Expenses Assistance System (PDF 138.3KB)
• 6-5-8 Medical Expenses Assistance System for Compulsory Education Students (PDF 139.0KB)
• 6-5-9 Single-Parent Family Medical Expenses Assistance System (PDF 139.3KB)
• 6-5-10 Mother and Child, Father and Child, Women's Welfare Fund Loan System (PDF 134.9KB)
• 6-5-11 Fiscal Year 2022 Single-Parent Household Benefit System (PDF 137.2KB)
• 6-5-12 Fiscal Year 2022 Low-Income Parenting Households (excluding single-parent households) Benefit System (PDF 137.4KB)
• 6-5-13 Special Support Project System for Parenting Households, Fiscal Year 2021 (PDF 136.5KB)
• 6-5-14 2021 Single-Parent Household Benefit System (PDF 137.2KB)
• 6-5-15 2021 Low-Income Parenting Households (Non-Single-Parent Households) Benefit System (PDF 137.5KB)
• 6-5-16 Special Temporary Benefits for Parenting Households for Fiscal Year 2020 (PDF 136.1KB)
• 6-5-17 Reiwa 2nd Year Temporary Special Benefits for Single-Parent Households File (PDF 136.8KB)
• 6-5-18 Certification Benefits File for Education and Childcare (PDF 135.7KB)
• 6-5-19 Childcare Center Usage Adjustment File (PDF 135.3KB)
• 6-5-20 Childcare Fee File (PDF 136.2KB)
• 6-5-21 Subsidy File for Users of Unlicensed Childcare Services (PDF 138.3KB)
• 6-5-22 Parenting Facility Usage Benefit File (Current System Kindergarten Section) (PDF 139.6KB)
• 6-5-23 Private Kindergarten and Other Childcare Parent or Guardian Burden Reduction Subsidy File (PDF 142.9KB)
• 6-5-24 High School Student Medical Expenses Assistance System (PDF 107.9KB)
• 6-5-25 2023 Single-Parent Household Benefit System (PDF 106.4KB)
• 6-5-26 2023 Low-Income Parenting Household (Excluding Other Households) Benefit System (PDF 106.1KB)

Parent and Child Comprehensive Support Center Division

• 6-15-1 Health Management System (Maternal and Child Health) (PDF 141.1KB)
• 6-15-2 Koyodai Play Space - Branch Office Visitor Register (PDF 137.1KB)
• 6-15-3 Childcare Support Helper Business User List (PDF 140.3KB)

Department of Urban Development

Management Division

• 7-20-1 Bicycle Helmet Subsidy Program Applicant List (PDF 102.6KB)
• 7-20-2 List of Applicants for the Bicycle Helmet Subsidy Program for Fiscal Year 6 (PDF 134.3KB)

Urban Environment Management Department

Greenery and Environment Division

• 8-1-1 Carbon Neutral Housing Equipment Subsidy Applicant List (PDF 133.2KB)

Sewerage Division

• 8-15-1 Sewerage Fee Exemption Eligibility File (PDF 134.9KB)
• 8-15-2 Sewerage Beneficiary Burden Fee Eligible Persons File (PDF 135.1KB)

Accounting Division

• 9-1-1 Financial Accounting System (Creditor Information) (PDF 140.7KB)

Inagi City Fire Department

Fire Suppression Division

• 10-5-1 Emergency Medical Notification File (PDF 137.1KB)
• 10-5-2 Emergency Response List File (PDF 137.5KB)
• 10-5-3 Emergency Response Activity Report File (PDF 138.7KB)
• 10-5-4 Disaster Activity Report File (PDF 137.0KB)
• 10-5-5 Emergency First Aid Training Participant List File (PDF 132.6KB)

Prevention Division

• 10-10-1 Inspection Ledger Related File (PDF 136.5KB)

Department of Education

Education General Affairs Division

• 11-1-1 School Sports Facility Open Use User List (PDF 133.4KB)

Academic Affairs Division

• 11-5-1 School Age Record System (PDF 136.2KB)
• 11-5-2 School Assistance and School Encouragement File (PDF 137.7KB)
• 11-5-3 School Meal Fee Management System (PDF 140.2KB)

Guidance Division

• 11-10-1 GIGA School Management Information File (PDF 136.7KB)

Lifelong Learning Division

• 11-15-1 Inagi City Public Facilities User Registration File (PDF 134.8KB)

Library Division

• 11-25-1 Individual Loan Registration File (PDF 134.2KB)
• 11-25-2 Bookstart Program Eligible Persons List (PDF 138.1KB)

Election Management Committee Secretariat

• 12-1-1 Election System (PDF 135.7KB)
• 12-1-2 Voter Registration List (PDF 137.7KB)

City Hospital Administration Department

Medical Affairs Division

• 14-10-1 Comprehensive Medical Information System (PDF 134.6KB)

Penalties

City employees, those who have been entrusted with handling personal information by the city, and those engaged in the management of public facilities managed by designated administrators, will be subject to penalties under the Personal Information Protection Act if they improperly provide personal information.

Obligations of Personal Information Handling Business Operators

Business operators that handle personal information (including Neighborhood Associations and other non-profit organizations) are subject to the Personal Information Protection Act. They have obligations such as specifying the purpose of use and utilizing personal information within that scope, managing it safely to prevent leaks, obtaining consent from the individual in advance when providing it to third parties, and responding to requests for disclosure from the individual.
The protection of personal information aims to balance "the protection of individual rights and interests" and "the usefulness of personal information." Therefore, it is important to correctly understand the laws and regulations, manage personal information appropriately, and utilize it effectively.
For reference, please visit the Government Public Relations Online, the Personal Information Protection Commission website, and the Tokyo Metropolitan Government website.

• Government Public Relations Online(External Link)
• Personal Information Protection Commission Website(External Link)
• Tokyo Metropolitan Government Website(External Link)

Comprehensive Guide to Information Disclosure by National Administrative Agencies and Others

Information about the national information disclosure system and personal information protection system is provided by the Ministry of Internal Affairs and Communications at the Information Disclosure and Personal Information Protection Comprehensive Guidance Center.

• Information Disclosure and Personal Information Protection Comprehensive Information Center(External Link)