PRIVACY POLICY

Name of Entity Handling Personal Information

TOKYO GAS COMMUNICATIONS, INC.

Policy on Personal Information Protection

In order for us to conduct our business smoothly, we collect and use the information of our customers, including their names, addresses, telephone numbers and email addresses. We consider appropriate protection of these customers' personal information (hereinafter referred to as "the Customer Information") as our heavy responsibility, and in order to fulfill such responsibility, we follow the policy listed below when handling the Customer

Information:

  1. 1. We will treat the Customer Information appropriately in compliance with the Act on the Protection of Personal Information and other relevant laws and regulations. We will also make efforts to improve the handling of the Customer Information as necessary.
  2. 2. We will clarify our rules on the handling of the Customer Information and fully disseminate them to our employees. In addition, we will request our business partners to treat the Customer Information appropriately as well.
  3. 3. When we collect the Customer Information, we will specify the purpose of use, notify or publish it, and treat the Customer Information in accordance with such purpose of use.
  4. 4. We will control the Customer Information appropriately by taking necessary measures for the prevention of leakage, loss, or falsification.
  5. 5. We will accept and sincerely respond a personal request to our service desk to disclose, revise, delete, or suspend use of the Customer Information retained by us.

More specifically, we handle the Customer Information in accordance with the listed below:

Purpose of Use of the Customer Information

We use the Customer Information for the purpose of advertising, displaying, information services, education and learning support, publishing, consulting and services of gas and other energy supply and sales, real estate leasing and management, civil engineering and construction service, retail sales of food and drink, fabric, clothing, commodities, and other products, restaurants, events, festivals, consulting of designing and construction of building or renovating houses, and supervising of design and construction, providing after-sales services, and providing and introducing products and services in relation to these. We do not collect or use the Customer Information beyond the extent that it is required to achieve such purposes of use.

Examples:

  • (1)   Advertising: planning and producing of advertisement and PR, planning and conducting sales promotion programs
  • (2)   Displaying: planning, production and management of outdoor advertisements
  • (3)   Information services: planning, conducting and analysis of market research and information gathering
  • (4)   Education and learning support: planning, conducting, and management of workshops, seminars, lectures, and the French Food Culture Center (FFCC)
  • (5)   Publishing: planning, editing, publishing, and sales of books and periodicals
  • (6)   Consulting and services of gas and other energy supply and sales: various services for promoting the energy supply
  • (7)   Real estate leasing and management: operation and management of showrooms and PR facilities
  • (8)   Civil engineering and construction services: professional service about civil engineering and construction, including supervisions of architecture and design
  • (9)   Sales and after-sales services of furniture, joinery, fixtures, interior decor, household goods, food and drink, stationery, and providing product information
  • (10) Operation and management of showrooms and halls, Management and leasing of buildings, import and retailing of furniture, joinery, household goods, etc., construction of building or renovating houses, publishing and research
  • (11) Planning and conducting of cooking classes and workshops

Handling of Personal Information in Relation to the Entrustment

Obtaining Personal Information from a Third Party as a Part of the Entrustment
We may obtain personal information from a third party in case of entrusting business. In this case, such personal information is used within the scope of purpose for the entrusted business.

Provision of Personal Information to Third Party as a part of the entrustment
We will not provide personal information to a third party without consent of the person unless: (i) provision is required by laws or regulations; and (ii) it is not deemed as the provision to a third party by law, such as entrustment of business. We will select an entity who meets required standards for controlling the personal information, and make an agreement with such entity on handling the personal information provided by us.
Based on such agreement, we may entrust a part of our business to an entity which is necessary for performing the business. In such case, we will make efforts to ensure that the personal information is used safely and properly within the scope of the purpose of use by supervising the entrusted.

Shared Use of the Customer Information

We share to use our customers' personal information as follows:
[the customer information which is shared to use]

  • customer's basic information
  • information about energy equipment used by the customer

[the scope of the party who shares to use]

  • Tokyo Gas Co., Ltd.,

[the purpose of use for the shared party]

  • Consulting and services on gas and other energy supply and sales; providing and notifying education and learning support business and related services.

[specific examples]

  • Satisfaction surveys on customers who purchased gas appliances and/or had their gas appliances serviced
  • Various marketing researches

[The entity responsible for control of the Customer Information above]

  • Tokyo Gas Co., Ltd., and TOKYO GAS COMMUNICATIONS, INC.

Disclosure of the Customer Information

If a customer requests us to disclose the customer's own information held by us, we will confirm that the person making the request is in fact the customer or the authorized agent of such customer, and then disclose the information within a reasonable time period and to a reasonable extent.

We will disclose the Customer Information held by us to the extent of items listed below:

  • (1) Name
  • (2) Address
  • (3) Sex
  • (4) Customer ID
  • (5) E-mail address
  • (6) Telephone number
  • (7) Information about place of employment, membership of group and/or school
  • (8) Information about courses and services in use, application and participation for workshops etc.

Corrections, etc. of the Customer Information

If a customer requests us to make corrections, additions or deletions of certain content to or from the customer's own information held by us, we will confirm that the person making the request is in fact the customer or the authorized agent, and then make the requested corrections, additions or deletions within a reasonable time period and to a reasonable extent if the original content did not correctly reflect the facts.

Suspension of use and deletion of the Customer Information

If a customer requests us to suspend its use of the customer's own information held by us or to have the information deleted, we will confirm that the person making the request is in fact the customer or the authorized agent of such customer, and then suspend our use of or delete such information, within a reasonable time period and to a reasonable extent.
If a suspension of use or deletion of a part or all of such information has been implemented, we may not be able to continue to provide services as desired by the customer even though that is not our intention. We appreciate your understanding and cooperation on this matter. Please note that requests for suspension of use or deletion of certain information held by us under relevant laws and regulations may not be accepted.

Procedure and contacts for making requests for disclosure and other matters of the Customer Information

A customer may make requests for disclosure and other matters of the Customer Information (as set forth in 6., 7., and 8. above) held by us in accordance with the following procedure: Please be advised that a request for disclosure and other matters not in accordance with this procedure may not be accepted.

(1) Making requests

In order to make "a request for disclosure and other matters", please fill in our application form and submit with necessary documents to the address below by mail. It is helpful to write "Enclosing a request for disclosure and other matters" in red on the envelope.

World Trade Center Building 10th Floor, 2-4-1 Hamamatsu-cho, Minato-ku, Tokyo 105-6110, Japan
Personal Information Protection Management Office , TOKYO GAS COMMUNICATIONS, INC.

(2) Documents necessary for submission on "request for disclosure and other matters"

On making a "request for disclosure and other matters", please download the application form (A) below, fill in the form, attach necessary documents for identification, and sent them to the address below by mail.

A. Designated application form

  • Application form for making a request for disclosure and other matters of "the Customer Information"

B. Documents for identification: any of the two documents listed below are required for application.

(1) A copy of driver's license:

  • issued by the prefectural public safety commission, unexpired. (except international license)

(2) A copy of resident registry card or residence certificate:

  • with a photo: date of birth and address are printed, unexpired
  • without a photo: printed name is matched with the applicant's name and a copy of "residence certificate" or "utility bill" on which current address is printed, and issued within 3 months

(3) A copy of health insurance card

  • with current address printed, unexpired and a copy of "residence certificate" or "utility bill" on which current address is printed, and issued within 3 months

(4) A copy of Japanese passport

  • with current address printed, unexpired

(5) A copy of student identification card:

  • with a photo: date of birth and address are printed, unexpired
  • without a photo: printed name is matched with the applicant's name and a copy of "residence certificate" or "utility bill" on which current address is printed, and issued within 3 months

(6) A copy of alien registration certificate:

  • unexpired with the period of stay longer than 90 days from the date of application submitted to us. With a photo, name and address printed, and name, date of birth, and address match the ones written on the application form.

C. "Request for disclosure and other matters" by an agent

A legal representative of the customer, a minor, or an adult ward, or an authorized agent of the person wishes to make a request for disclosure and other matters on behalf of the person, documents listed below (i) or (ii) are required for submission in addition to the application form and the documents for identification above.

(i) For legal representative

  • 2 copies of documents which prove the authority of legal representation (family register, or in the case of the legal representative having parental authority, health insurance card with dependents printed)
  • Any of the two documents from the preceding 1) to 6) for identification of the legal representative of the minor or the adult ward

(ii) For authorized agent

  • An authorization letter with a signature and a seal of the person
  • A copy of the person's seal registration certificate

D. For disclosure (as set forth in 6) above), we ask the applicant to pay designated fee and other actual costs and expenses including postage that are required for the application.

Up to 3 items to be requested for disclosure: 700 yen
4 items and more to be requested for disclosure: 100 yen per item

※ We will contact the applicant in case of the shortage or no fees enclosed with the application form, and consider the application being cancelled when the payment is not made within the certain period of time.

E. Response to the "request for disclosure and other matters"

We will send our response in writing to the applicant's address printed on the application form.

F. "Purpose of Use" of personal information obtained from the "request for disclosure and other matters"

We will handle the personal information obtained from the request for disclosure and other matters to the extent that is necessary for addressing the request for such disclosure. The documents submitted will be stored for 2 years after the response to the application, and then destroyed.

※ Reasons for refusal to disclose "retained personal data"
We will refuse to disclose the retained personal data in cases provided below: When we decide not to disclose the information, we will send the applicant a notice of the refusal with the reason attached. The designated fees are required to be paid even if the application is refused.

  • Personal identification of the applicant cannot be verified (eg. address printed on the application form, address printed on the documents for identification, and/or address registered with us are not matched.)
  • When a representative or agent makes a request on the customer's behalf, the authority of such representative or agent cannot be identified.
  • A lack of sufficient documents in the application
  • The item(s) requested for disclosure is not included with "retained personal data"
  • There is a risk of harm to life, person, property and other right or interest for the customer or a third party
  • There is a risk of significant harm to performing our business properly
  • Disclosure will violate other laws

For our Corporate or Other Institutional Customers

We will also treat the information of our corporate or other institutional customers appropriately in accordance with our policy described above and in compliance with relevant laws and regulations, with due consideration of the purpose of utilization, public awareness and other aspects of such information.

Service Desk for "Complaints"

Any complaints about our handling of personal information, please contact us below:

Complaints by telephone

Personal Information Protection Management Office, TOKYO GAS COMMUNICATIONS, INC.
TEL:(+81) 3-5405-7061

Complaints by mail

World Trade Center Building 10th Floor, 2-4-1 Hamamatsu-cho, Minato-ku, Tokyo 105-6110, Japan
Personal Information Protection Management Office, TOKYO GAS COMMUNICATIONS, INC.

Complaints by e-mail

Personal Information Protection Management Office, TOKYO GAS COMMUNICATIONS, INC.
Inquiry Form

Visiting the office

We will not be able to accept any complaints made directly by visiting our office.