Handling of Personal Information

Personal Information Protection Policy

Nippon Kayaku Co., Ltd. (hereafter, “KAYAKU”) recognizes the importance of personal information. KAYAKU handles personal information properly, complying with the Act on the Protection of Personal Information and other applicable laws and regulations, and follows the policy outlined below.

The definitions of “Personal Information,” “Personal Data,” and “Retained Personal Data” used below are based on Article 2 of the Act on the Protection of Personal Information.

Important Matters Concerning KAYAKU’s Handling of Personal Information

A.Purpose of Use of Personal Information

KAYAKU obtains Personal Information that is necessary to conduct business in the course of conducting the various types of business specified in the Articles of Incorporation. KAYAKU uses such Personal Information and Personal Information already obtained, for the following purposes.

KAYAKU also outsources some operations so that operations proceed smoothly, and provides Personal Information to subcontractors, within the scope of information required. In these cases, KAYAKU exercises appropriate oversight of such subcontractors; for instance, by concluding an agreement on handling of such information with the subcontractors.

1. Purposes of use for Personal Information on physicians, dentists, pharmacists, registered nurses, or other healthcare providers
2. Purposes of use for Personal Information concerning individuals who contact the Public Relations & Investor Relations Division, the Medical Information Service Center, or other customer support contact points within KAYAKU
3. Purposes of use for Personal Information concerning business partners and users of KAYAKU’s products
4. Purposes of use for Personal Information concerning shareholders
5. Purposes of use for Personal Information concerning job applicants
6. Purposes of use for Personal Information concerning officers, employees, family members of employees, and retirees

*KAYAKU may revise the above-noted purposes of use within the scope specified in laws and regulations.

B.Purposes of use for My Number and Specified Personal Information

KAYAKU uses My Number and Specified Personal Information (hereafter collectively “Specified Personal Information, etc.”) for the following purposes.

KAYAKU also outsources some operations so that operations proceed smoothly, and provides Specified Personal Information, etc. to subcontractors, within the scope of information required. In these cases, KAYAKU exercises appropriate oversight of such subcontractors; for instance, by concluding an agreement on handling of such information with the subcontractors.

1. Purpose of use for Specified Personal Information, etc. concerning physicians, dentists, pharmacists, registered nurses and other healthcare providers
2. Purpose of use for Specified Personal Information, etc. concerning business partners and users of KAYAKU’s products
3. Purpose of use for Specified Personal Information, etc. concerning shareholders
4. Purposes of use for Specified Personal Information, etc. concerning officers, employees, family members of employees, and retirees

*KAYAKU may revise the above-noted purposes of use within the scope specified in laws and regulations.

C.Disclosure and Provision to Third Parties

KAYAKU does not disclose or provide Personal Data (including Specified Personal Data, etc.) to third parties, except when KAYAKU provides information to subcontractors in accordance with Section A or B, when provided to a shared user in accordance with Section D, or when any of the following applies.

  1. When the individual concerned has provided consent
  2. When provided pursuant to laws and regulations
  3. When it is necessary to protect human life, physical safety, or property and it is difficult to obtain consent of the individual concerned
  4. When absolutely necessary to improve public health, or promote healthy development of a child and it is difficult to obtain the consent of the individual concerned
  5. When necessary to cooperate with public administrative tasks performed by national or local government organizations, etc. and obtaining the consent of the individual concerned could interfere with the execution of the administrative task

D.Shared Use of Personal Data

1. KAYAKU shares use of Personal Data concerning physicians and pharmacists with Nihon Ultmarc Inc. See the website of Nihon Ultmarc Inc. for the Personal Data items subject to shared use, the scope of persons authorized for shared use, and the purposes for which shared-use Personal Data is used.

[Shared Use Administrator]
Nihon Ultmarc Inc.
Morinaga Plaza Bldg., 15F, 33-1 Shiba 5-chome, Minato-ku, Tokyo, Japan 108-0014
Tel.: +81-3-6809-6676 (main line)
Website: http://www.ultmarc.co.jp/index.html

2. KAYAKU shares use of Personal Data concerning employees, etc. with the KAYAKU Group (KAYAKU and its subsidiaries and affiliates in Japan and overseas), as well as the KAYAKU labor union, the KAYAKU mutual aid association, the KAYAKU health insurance association, and the officers’ and employees’ stock ownership associations in order to accomplish the purposes described in Paragraph 6 of Section A.

[Personal Information items subject to shared use by each of the following groups: the KAYAKU Group, the KAYAKU labor union, the KAYAKU mutual aid association, and the officers’ and employees’ stock ownership associations]
Name, gender, date of birth, initial employment date, address, telephone number, family member information, academic history, affiliation, job title, email address, personnel and labor management status, and other information necessary for the purposes above

[Personal Data items shared with the KAYAKU health insurance association]
Name, date of birth, address, telephone number, office name, employee number, nature of consultation and guidance, findings, and other information necessary for the purposes noted above of the person undergoing lifestyle-related disease prevention and health check-ups, regular health exams, and health screenings

[Shared Use Administrator]
Nippon Kayaku Co., Ltd.
1-1, Marunouchi 2-chome, Chiyoda-ku, Tokyo 100-0005, Japan

E.Disclosure

If the individual concerned wishes to disclose his or her own information that is included in Retained Personal Data (including Specified Personal Information, etc.; hereafter applied in the same manner), KAYAKU will respond within a reasonable amount of time and scope, after confirming that the person who made the request is the individual concerned.

F.Correction, etc.

If the individual concerned wishes to correct, add to, or delete his or her own information that is included in Retained Personal Data, KAYAKU will correct, add to, or delete the information within a reasonable amount of time and scope, after confirming that the person who made the request is the individual concerned, if the content differs from the facts.

G.Discontinuance of Use and Deletion

If the individual concerned wishes to discontinue use of or delete his or her own information that is included in Retained Personal Data, KAYAKU will discontinue use of or delete the information within a reasonable amount of time and scope, after confirming that the person who made the request is the individual concerned; with the caveat that KAYAKU may not be able to respond to a request to discontinue use of or delete the information in accordance with applicable laws and regulations.

H.Contact and Method of Receipt for Notification, Disclosure, etc.

Requests for individual items in Sections E, F, and G, complaints, and other inquiries concerning Retained Personal Data are received according to the following methods:

1. Contact

[Designated Contact]
Public Relations & Investor Relations Division, Nippon Kayaku Co., Ltd.
1-1, Marunouchi 2-chome, Chiyoda-ku, Tokyo 100-0005, Japan
Tel.: +81-3-6731-5237
Inquiry Form

2. Method of contact for complaints and other inquiries on Retained Personal Data

Contact the designated contact via post, telephone, or email.

3. Method for receiving requests relating to individual items in Sections E, F, and G concerning Retained Personal Data
  1. Download the designated company form and enter the requisite information. Enclose a self-addressed envelope with the form and send it to the designated contact by post via return-receipt registered mail (kakitome) with a 500-yen stamp affixed.
  2. Submit the following documentation together with the form to confirm that the request is from the individual concerned or the representative of the individual concerned.

[Confirmation of Identity of the Individual concerned]
A copy of your driver’s license or passport and an official copy of your family register or an official copy of your certificate of residence
If you do not have a driver’s license or passport, submit a copy of your health insurance card or pension book and an official copy of your family register or official copy of your certificate of residence

[Representative Confirmation]
Confirmation of identity of the representative
Same as the confirmation of identity of the individual concerned described above
Confirmation of delegation by individual concerned
Legal representative → Official copy of family register and copy of notice of appointment
Agent → Power of Attorney with the registered seal of the individual concerned and the seal registration certificate for the individual concerned

Click below to obtain KAYAKU’s designated form:
Request for Notification of Purpose of Use, Disclosure, etc. of Retained Personal Data [32KB]

Please understand that we may not be able to respond to requests that do not conform to this reception method.

I.Authorized Personal Protection Organization for KAYAKU

The Federation of Pharmaceutical Manufacturers’ Associations of Japan (hereafter, “FPMAJ”) is recognized as an authorized personal information protection organization by the Personal Information Protection Commission. KAYAKU is a member of FPMAJ. FPMAJ receives complaints and answers inquiries regarding the handling of Personal Information by KAYAKU.

[Contact for Inquiries]
The Federation of Pharmaceutical Manufacturers’ Associations of Japan
Personal Information Protection Center
Address: Pharmaceutical Industry Health Building, 1-5 Honcho 2-chome, Nihonbashi, Chuo-ku, Tokyo 103-0023, Japan
Tel.: +81-3-3270-1810
Reception hours: 10:00 a.m. to 4:00 p.m. (excluding Saturdays, Sundays, holidays, and designated holidays around year-end/New Year)
Website: http://www.fpmaj.gr.jp/

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