Procedures for Disclosure of Personal Information ​

Required Documents

<When the individual requests>

1. Invoice

   Please use one of the options below, depending on your preferred billing method.

   • ① "Request for disclosure of retained personal data"
     ( (Download Word here)
     ( (Download the PDF here)
   • ​Various invoices
     （ Download Word format）
     （ Download PDF format）

2. Identity Verification Document

   • Please submit a copy of one of the following (must be valid).
     • Driver's License
     • Passport
     • Basic Resident Registration Card (with photo)
     • My Number Card (front side only)
     • Physically Challenged Person’s Handbook
     • Certificate of Alien Registration
   • If you do not have any of the above documents, please submit two of the following.
     • Copy of various health insurance insured person’s card (within valid period)
     • Copy of various pension books (within valid period)
     • Certified copy of family register or extract (issued within 3 months)
     • Certificate of Residence (issued within the last 3 months)
     • Certificate of Seal Impression Registration (issued within 3 months)

<When the claim is made by an agent>

1. Invoice

   Please use one of the options below, depending on your preferred billing method.

   • ① "Request for Disclosure of Retained Personal Data (for Representative)"
     ( (Download Word here)
     ( (Download the PDF here)
   • ② "Request for various personal data held by a representative"
     ( (Download Word here)
     ( (Download the PDF here)

2. Identity Verification Document

   • Please submit both the applicant’s and the agent’s identification documents.
     (The types and number of identification documents for the agent are the same as those for the applicant.)
   • If the agent is the legal guardian, please submit the agent's "family register (koseki)" (issued within the last 3 months) in addition to the above.
   • If the agent is a legal guardian, in addition to the above, please submit a “Certificate of Registered Matters.”
   • ④ In the case of an optional representative, in addition to ①, a "power of attorney"
     ( (Download Word here)
     ( (Download the PDF here)
     Please also submit a "Seal Registration Certificate" (issued within the last three months) for the official seal stamped on the power of attorney.

Response Method and Period

• How to Respond

  If you are requesting the information by mail, we will send it to the address you provided in the “Request for Disclosure of Retained Personal Data” or “Request for Various Retained Personal Data” forms if you are making the request in person, and to the address you provided in the “Request for Disclosure of Retained Personal Data (for agents)” or “Request for Various Retained Personal Data (for agents)” forms if an agent is making the request on your behalf. In this case, the documents will be sent via “Registered Mail - Delivery to Addressee Only.” If you are making the request via email, we will reply to the email address you used to make the request.

  • Please set your email settings in advance so that you can receive emails from the domain "@keioplaza.co.jp".

• Response Period

  We will respond within approximately two weeks from the date we receive all necessary information (including fees, if applicable) for your request. However, if it takes longer due to the content or number of requests, we will respond within 30 days.

Service Charge

If you wish to receive the “Disclosure” and “Notification of Purpose of Use” by mail, please enclose 600 yen worth of postage stamps. There is no fee for other requests or requests made via email.

Important Notes

• In the event that we are unable to respond to requests for disclosure, etc.

  We will not be able to respond to requests for disclosure, etc. in the following cases.

  • When there is a possibility of harming the life, body, property, or other rights and interests of the guest or a third party.
  • When there is a risk of significantly hindering the proper execution of our business operations
  • If it violates laws and regulations
  • If we cannot confirm that the request is from the individual concerned
  • In cases where the power of attorney cannot be confirmed from the agent's application.
  • If there are any deficiencies in the application documents or fees submitted

• How to Request Disclosure, etc.

  • We cannot accept requests for disclosure made in any format other than our designated request form.
  • If there are any deficiencies in the request for disclosure, identification documents, fees, etc., we will contact you at the "Contact Information from Us" section in the request for disclosure. However, if there is no re-request within two weeks after this notice, your request will be considered invalid.

• Other

  • In response to requests for disclosure, we will respond within a reasonable range, taking into consideration applicable laws and regulations.
  • All expenses incurred in relation to the request for disclosure, such as printing and copying costs for necessary documents, costs for obtaining identification documents, and postage fees, will be borne by the requester.
  • The personal information we obtain through requests for disclosure, etc., will only be used within the scope necessary for the procedures for disclosure, etc. Please note that all documents submitted will not be returned and will be disposed of appropriately by us.
  • Please note that we cannot be held responsible for any problems that may occur as a result of disclosing personal data based on this request.
  • For confirmation of reservations at our accommodation, dining, and banquet facilities, please inquire at the respective facility's reception.

Inquiries Regarding Requests for Disclosure

Keio Plaza Hotel Co., Ltd. Personal Information Protection Inquiry Desk (Sales Strategy Office, Sales Strategy)
2-2-1 Nishi-Shinjuku, Shinjuku-ku, Tokyo 160-8330

TEL:＋81-3-3344-0111 (main representative) / E-mail: member-rlt@keioplaza.co.jp

Reception Hours: Monday, Tuesday, Thursday, Friday (excluding public holidays and year-end/New Year holidays) 10:00 a.m. – 5:30 p.m.