Regarding protection and disclosure of personal information

In 2003, the city enacted the Inagi City Personal Information Protection Ordinance (old ordinance), which established basic rules regarding the handling of personal information and strives to ensure the appropriate collection, storage, and use of your personal information. The city also operated a system (disclosure request system) by which anyone can request the city to disclose their own personal information.
Following recent revisions to national laws, domestic rules regarding the protection of personal information have been consolidated into the Act on the Protection of Personal Information (Personal Information Protection Act), and overall jurisdiction will be centralized under the Personal Information Protection Commission, a national agency.
As a result, from April 2023, the national Personal Information Protection Act will be directly applied to the city, as shown in the following diagram.

In response to this law revision, the city abolished the old ordinance and enacted a new "Inagi City Personal Information Protection Law Enforcement Ordinance" to prevent a decline in the level of personal information protection and citizen services. Masu.
The rules based on the National Personal Information Protection Law and the new city ordinance are not significantly different from the rules under the old ordinance, so the city's handling of personal information will not change, and citizens and businesses will not be able to access the information at city hall. There is no impact on the procedures to be carried out. The disclosure request system will also continue.
The city will continue to handle your personal information appropriately, protect the rights and interests of individuals, and strive to ensure the proper and smooth operation of city government.

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

1. Please fill out the required information on the Request for Disclosure of Retained Personal Information ( Download Application Form: Information Disclosure, Personal Information Protection Related ) and submit it to the Documents and Legislation Section, Documents and Legislation Division. Invoices are also available at the Documents and Legislation Section, Documents and Legislation Division on the 5th floor of City Hall.
2. When making a request, you must present identification documents. If you request disclosure of personal information including your My Number, please write your My Number on the request form and also present documents confirming your My Number.
3. When making a request, you will need to identify as specifically as possible the administrative documents that contain your personal information. If you are unclear, please contact the Documents and Legislation Section of the Documents and Legislation Division in advance.
4. Requests can also be made by a legal representative or a voluntary representative using a power of attorney on behalf of the individual ( download power of attorney: information disclosure, personal information protection ). If the request is made by a voluntary representative, we will confirm the intention of the individual by mail, etc.
5. Please note that in order to protect your important information, we cannot make requests over the phone or verbally.

Depending on the type of identity verification document, it is divided into two types: those that only require presentation of one (Category A) and those that require the presentation of two (Category B).

• My number card (personal number card)
• A copy of your resident record with your My Number (individual number) listed or a certificate of items listed in your resident record

Opening hours: 8:30am to 5:00pm

Based on the Personal Information Protection Act, we will disclose the following information, except for the following:

1. Information that may harm the life, health, livelihood, or property of the individual
2. Information about individuals other than the individual that can identify a specific individual, or information that cannot identify a specific individual but whose disclosure may harm the rights and interests of the individual.
3. Information about a corporation or other organization, the disclosure of which may be likely to harm the competitive position or other legitimate interests of that organization
4. Information for which there is reasonable cause to believe that disclosure may be harmful to the prevention, suppression or investigation of crimes, the maintenance of prosecution, the execution of sentences, or other maintenance of public safety and order.
5. Information concerning deliberations, considerations, or discussions within or between city agencies, etc., the disclosure of which is likely to unduly impair the frank exchange of opinions or the neutrality of decision-making, or to unduly benefit or disadvantage a specific person.
6. Information related to affairs conducted by city agencies, etc., whose disclosure may impede the proper execution of affairs, etc.
7. Information voluntarily provided by a third party on the condition that it not be disclosed.

According to the city ordinance, a decision on disclosure must be made within 14 days from the day after the request date, which is shorter than the decision deadline stipulated by the Personal Information Protection Act.
However, based on the provisions of the Personal Information Protection Act, if the amount of retained personal information is large, the period may be extended for up to 30 days.

When disclosure is ready, our staff will contact the requester. Please visit the Information Disclosure Corner on the 5th floor of City Hall to view or request a copy. Copies can also be delivered by mail (as a general rule, they will be sent by "simple registered mail" or "simple registered mail + limited receipt").

There is no charge, but if you wish to receive a copy or have it mailed, you will be required to pay the actual cost of copying and shipping using the payment slip.
In the case of mailing, a payment slip will be mailed together with the notification of the disclosure decision, and a copy will be mailed after payment has been confirmed.

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

You can request suspension of use, deletion, or suspension of provision on the grounds that your personal information disclosed based on the decision to disclose personal information was not obtained legally, etc.

If it is determined that the requested administrative information cannot be disclosed, and you are dissatisfied with the decision, you can request a review.
When a request for review is made, the Inagi City Information Disclosure/Personal Information Protection Review Board, a third-party organization, will hear the case, and the implementing agency will make a decision based on the results.

The city's implementing agencies (Mayor, Board of Education, Election Management Committee, Audit Committee, Agriculture Committee, Fixed Assets Evaluation and Examination Committee, Fire Chief, and Inagi City Hospital Business Manager) will take measures to protect personal information. Based on the Personal Information Protection Act, we are implementing measures such as the 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.

In order to ensure the proper operation of the personal information protection system, the city has established the Inagi City Personal Information Protection Management Council and will consult with the council when it deems it particularly necessary to hear opinions based on expert knowledge, such as when it is trying to establish operational rules or manuals regarding the handling of personal information.

Based on the Personal Information Protection Act, we will publish a "Personal Information File Book" that records matters related to the status of personal information held. The "Personal Information File Book" clarifies the existence and outline of personal information files held by the city (a database that allows personal information to be searched), and allows individuals to more accurately understand how their personal information is being used. This is a ledger that has been prepared for the purpose of making it easy to recognize.

If a city employee, a person contracted by the city to handle personal information, a person engaged in the management of public facilities managed by a designated manager, etc., illegally provides personal information, etc. , will be subject to penalties according to the provisions of the Personal Information Protection Act.

The Personal Information Protection Act applies to businesses (including non-profit organizations such as neighborhood associations) that handle personal information. Regarding the handling of personal information, we must specify the purpose of use and use it within that scope, manage it safely to prevent leaks, etc., and obtain consent from the person in advance when providing it to a third party. If there is a request for disclosure, you will be obligated to respond to the request.
Personal information protection aims to balance the "protection of individual rights and interests" and the "usefulness of personal information." Therefore, it is important to understand the laws and regulations correctly, manage personal information appropriately, and use it effectively.
For reference, please see the Government Information Online , the Personal Information Protection Commission homepage , and the Tokyo Metropolitan Government homepage .

Information about the structure of the country's information disclosure system and personal information protection system can be found at the Information Disclosure and Personal Information Protection General Information Center of the Ministry of Internal Affairs and Communications.