Personal Information Handling Consent (個人情報取扱同意書)

Employee consent for collecting, using, and managing personal information under the Act on the Protection of Personal Information (APPI). Required for non-employment uses.

Last reviewed: · Aligned with the Onboarding pledge workflow in Japanese HR practice

Personal Information Handling Consent generator

個 人 情 報 取 扱 同 意 書

本人は、個人情報の保護に関する法律(以下「個人情報保護法」という。)に基づき、株式会社サンプル(以下「会社」という。)が以下のとおり本人の個人情報を取り扱うことに同意する。

  1. 第1条(当事者) 個人情報取扱事業者(以下「会社」という。):株式会社サンプル(所在地:〒100-0005 東京都千代田区丸の内1-1-1、代表者:代表取締役 山田 花子 同意者(以下「本人」という。):田中 太郎(住所:〒150-0001 東京都渋谷区神宮前2-3-4、所属:営業部 主任、入社日:2026年5月15日
  2. 第2条(取得する個人情報の種類) 会社は、本人の以下の個人情報を取得する。
    • 第3条(利用目的) 会社は、取得した個人情報を以下の目的のために利用する。
      • 第4条(第三者提供) 会社は、前条の利用目的を達成するために必要な範囲で、以下の第三者に対して個人情報を提供することがある。
        • 第6条(保管期間と削除) 保管期間:在職中および退職後5年間 削除手続:保管期間経過後、紙媒体は裁断し、電子データは復元不可能な方法により消去するものとする。
        • 第7条(本人の権利) 本人は、個人情報保護法の定めるところにより、以下の権利を有する。
          • 利用目的の通知の求め(個人情報保護法第32条)
          • 開示請求(個人情報保護法第33条)
          • 訂正、追加又は削除の請求(個人情報保護法第34条)
          • 利用停止又は消去の請求(個人情報保護法第35条)
        • 第8条(苦情・問い合わせ先) 本人の個人情報の取扱いに関する苦情、開示請求その他の問い合わせは、以下の窓口にて受け付ける。 個人情報保護担当:人事部 個人情報保護責任者 privacy@example.co.jp
        • 第9条(同意の撤回) 本人は、本同意書に基づく同意のうち、雇用関係上必要な範囲を超える利用(社内通信・社内ニュースレター、マーケティング・社外広報、グループ会社との共有等)に係る同意については、いつでも書面により撤回することができる。雇用関係の履行に必要な処理(給与計算、社会保険手続、税務手続等)は、他の法令により処理が義務付けられているため、雇用関係が継続する限り撤回することができないものとする。
        • 第10条(同意) 本人は、本同意書の内容を十分に理解した上で、上記の各事項について同意するものとする。

        根拠法令:個人情報の保護に関する法律(APPI)、個人情報保護委員会(PPC)ガイドライン、2022年改正

        同意日:2026年5月15日

        同意者 住所

        〒150-0001 東京都渋谷区神宮前2-3-4

        同意者 氏名

        田中 太郎  印

        Ready to sign? Download a PDF of the consent you see above. Your email is used only to receive the file.

        Official sources

        This template is built on the following primary Japanese government sources. Open each link to verify the underlying rule against the issuing authority.

        Reference

        What the Personal Information Handling Consent (個人情報取扱同意書) is

        A Personal Information Handling Consent (個人情報取扱同意書) is the document by which an employee consents to the company collecting, using, and managing their personal information. Under the Act on the Protection of Personal Information (APPI / 個人情報保護法), companies must obtain consent for collection of personal information for purposes beyond the immediate employment relationship and clearly disclose the categories of data, uses, and any third-party sharing. The consent is signed at hire and covers the lifecycle of the employment relationship, with specific items requiring re-consent if circumstances change. Sensitive data (health information, race, criminal history) requires explicit and separate consent.

        When to use

        When to use this document

        • At the start of every new hire's employment, alongside other onboarding documents
        • When the company will use personal information for purposes beyond the employment relationship (internal newsletter, marketing, group company sharing)
        • When transferring personal data to third-party service providers (cloud HR systems, payroll vendors, recruitment platforms)
        • When updating the company's personal-information policy in a way that affects existing employees
        • When collecting sensitive data (health checkup results, family-status information for benefits)

        Mandatory items

        What to include

        • Identity of the employer as the personal-information controller
        • Categories of personal information collected (basic info, payroll info, performance evaluation, health, family information)
        • Specific purposes of use for each category
        • Third-party sharing: which third parties (cloud vendors, group companies, government filings), what data, for what purpose
        • Cross-border transfer disclosure (if data is processed outside Japan)
        • Retention period and deletion procedures
        • Employee's rights: access, correction, deletion, halt-of-use, and the procedure to exercise them
        • Contact for inquiries and complaints
        • Specific consent items (separately for sensitive data, third-party transfer, marketing use)

        Legal basis

        Governed by the Act on the Protection of Personal Information (個人情報保護法 / APPI). The 2022 amendment significantly expanded employee rights and tightened employer obligations: companies must report data breaches to the Personal Information Protection Commission (個人情報保護委員会) within 3-5 days of detection, employees have stronger rights to demand deletion of data no longer needed, and cross-border transfers require additional disclosure. All companies handling personal information of any number of individuals are subject to APPI; the previous 5,000-individual exemption was abolished. Sensitive personal information (要配慮個人情報) requires explicit and separate consent for collection. Penalties for violation can reach 100 million yen for corporations.

        Frequently asked

        Common questions about the Personal Information Handling Consent

        Is APPI consent legally required for new hires?

        Consent is required only for personal-information uses that go beyond what is reasonably necessary for the employment relationship itself. Collecting basic info to pay salary and enroll in social insurance does not need separate consent (it's covered by the employment relationship). Using personal info for marketing, sharing with group companies, or transferring to third-party vendors does require explicit consent.

        What's the difference from a generic NDA?

        An NDA protects information OWNED BY the company that the employee has access to. APPI consent governs information ABOUT the employee (or other individuals) that the company processes. The two cover different concerns: NDA = company secrets, APPI = personal data. Most companies need both because they hold both types of information.

        Can the employee revoke their consent later?

        For most uses, yes, with limitations. Consent for marketing or third-party sharing can typically be withdrawn at the employee's request. Consent for processing necessary to perform the employment contract (e.g., payroll, social insurance enrollment) cannot be withdrawn while the relationship continues, since the processing is required by other statutes. The consent document should explicitly explain which uses are revocable.

        What about employee data stored in cloud services outside Japan?

        Cross-border transfer requires additional disclosure under APPI. The consent document must identify the country, the data being transferred, and the protective measures in place (or note that the receiving country's data-protection regime is recognized as adequate). Common destinations like the US and EU may require enhanced contractual protections (Standard Contractual Clauses). The 2022 amendment specifically tightened these rules.

        Does APPI apply to small companies?

        Yes. The previous exemption for companies handling fewer than 5,000 individuals' data was abolished in 2017. Today, every business that handles any personal information, including sole proprietorships and very small SMBs, is subject to APPI. The compliance burden scales with the volume and sensitivity of data, but the baseline obligations apply to everyone.

        About the author

        Emmanuel Gendre, Founder of SaiyouTeam
        Emmanuel Gendre
        Founder, SaiyouTeam · TechieCV K.K.

        Emmanuel advises small and mid-sized companies (SMBs) on HR and recruiting in Japan. He brings 12 years recruiting in Japan as a Recruitment Consultant placing IT professionals, plus prior experience hiring engineers across EMEA as a Google recruiter. Onboarding pledge-related paperwork is something he handles regularly with his SMB clients in Japan, so he built this template as part of that advisory work and uses it himself when those conversations come up.

        For case-specific contract matters, Emmanuel works with licensed Japanese professionals (社会保険労務士 and 弁護士). This template is a planning tool used in those conversations, not a substitute for professional advice on an individual case.

        Important. This template is provided for general planning purposes only and is not a substitute for professional advice. Japanese contract law is complex and case-specific. Before issuing this document in any non-routine situation, consult a qualified labor lawyer (弁護士) or Certified Social Insurance and Labor Consultant (社会保険労務士).