Opinions and Responses

Handling of Personal Information in User Registration for Public Facilities in Inagi City

We have submitted the application form along with the list for the renewal of the Inagi City Public Facilities User Registration.
The other day, we received a phone call from Inagi Nagamine Tokyo Verdy Field regarding the application details for public facility user registration.
The content was that my registered group members overlap with other groups, so I wanted them to be removed.
When we confirmed with the member who was specifically named as being duplicated, they said they did not even know the name of the other organization and had no memory of registering.
Upon reconfirming by phone, we received a response that certificates have also been submitted for the registration of other organizations, and there is no mistake.
When I reported this to the members, they became furious and said that their personal information was being used without permission by an unknown organization, and they requested an immediate re-verification and deletion.
I called Inagi Nagamine Tokyo Verdy Field again and requested them to reconfirm not only the name but also the date of birth and address to ensure everything matches.
The response to that was a straightforward answer stating that due to a mistake, it was not registered with other organizations either.
Hearing this, I was beyond angry and just dumbfounded.
It has been found that the organization called Inagi Nagamine Tokyo Verdy Field handles citizens' personal information carelessly and performs sloppy work without accurate verification.
Why is Inagi City Hall entrusting the handling of personal information to such a careless organization? The outsourcing contract should be terminated immediately.
Our personal information is certain to be at risk.
If, by any chance, you continue the outsourcing contract as is, please disclose on the website why the personal information handling error occurred this time, what corrective measures will be taken to prevent recurrence, what kind of audits City Hall conducted on this irresponsible organization, and how audits will be improved in the future.
The information handled in this case is personal information. If left unattended without any measures, it will inevitably lead to a major accident or incident.
We strongly and sincerely urge you to take measures now.

Response

We sincerely apologize for the inconvenience caused regarding the user registration for Public Facilities.
This issue originated when the designated administrator of Inagi Nagamine Tokyo Verdy Field mistakenly registered members of one group under a different group in the database used for managing registered organizations. Furthermore, during the update of the group registration this time, the incorrect database registration information was accepted without verification of the original membership roster, and duplicate registration notifications were sent, causing significant inconvenience.
Regarding this matter, after confirming that there has been no leakage of personal information to external parties, the city instructed the designated administrator to handle personal information with the utmost care and to pay attention to hospitality so as not to cause discomfort to users. Additionally, for future verification of members of registered organizations, the city has strongly demanded measures to prevent recurrence and improvements, such as having multiple people cross-check the database registration information with the organization member lists and instructing a thorough re-verification of the registration information of all registered organizations.
Regarding the future, we will confirm at the monthly monitoring meetings that this response is being properly implemented.
We sincerely apologize for any inconvenience caused during the update of your user registration.

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