Personal Information Protection Policy

Recognizing the importance of personal information, Nippon Kayaku Co., Ltd. (hereafter “KAYAKU”) has established the following personal information protection policy (hereafter “Policy”) in regards to the personal information it handles. KAYAKU shall comply with the Act on the Protection of Personal Information and other related laws/ordinances and shall handle them appropriately with the following Policy.

1. Corporate Information

Corporate name:
Nippon Kayaku Co., Ltd.
Address:
2-1-1 Marunouchi, Chiyoda-ku, Tokyo
Representative:
Atsuhiro Wakumoto (President)

2. Method of Acquiring Personal Information

KAYAKU shall acquire personal information through fair and lawful means. KAYAKU shall also acquire names, telephone numbers and e-mail addresses input when an inquiries form or comment is sent.

3. Purpose of Use of Personal Information (Excluding Specified Personal Information Etc.)

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 Corporate Communications 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.

4. Safety Management Measures for Personal Data

KAYAKU shall take the following safety management measures,

Organization:
KAYAKU shall develop an internal report structure that includes the establishment of a personal information secretariat to protect personal information. In addition, KAYAKU shall establish internal regulations relating to the handling of personal data and shall conduct periodic inspections on on-site management based on the rules.
Human:
KAYAKU shall strive to keep personal information accurate and up-to-date. KAYAKU shall provide education and training to all its employees and officers to protect personal information from unauthorized access, falsification, leakage, destruction and damage.
Physical:
KAYAKU shall take measures etc. to prevent the theft and loss of electronic devices and electronic media lent to its employees who handle personal data.
Technical:
KAYAKU shall introduce a system to protect personal information from unauthorized access etc. by appropriately controlling access to systems that handle personal data.

5. Shared Use of Personal Data

KAYAKU uses Personal Data on a shared basis as follows.

Mainly the Personal Data of Business Partners and Others outside of KAYAKU

Parties using Personal Data on a shared basis with KAYAKU Group companies of KAYAKU
Items of Personal Data to be used on a shared basis Personal names, company names, affiliations, job titles, addresses, telephone numbers, e-mail addresses, dates of birth, gender and educational background (only employees)
Purpose of shared use As described in (1) to (6) in “3. Purpose of use of Personal Information (Excluding Specified Personal Information Etc.)”
Party responsible for management Nippon Kayaku Co., Ltd.
Address: 1-1, Marunouchi 2-chome, Chiyoda-ku, Tokyo 100-0005, Japan
President: Atsuhiro Wakumoto

Mainly the Personal Data of KAYAKU Employees and Their Family Members

Parties using Personal Data on a shared basis with KAYAKU Group companies of KAYAKU, Nippon Kayaku labor union, Nippon Kayaku health insurance association and Nippon Kayaku mutual aid association
Items of Personal Data to be used on a shared basis Personal names, company names, affiliations, job titles, addresses, telephone numbers, e-mail addresses, dates of birth, gender and bank account numbers (confirmation)
Purpose of shared use As described in (6) in “3. Purpose of use of Personal Information (Excluding Specified Personal Information Etc.)”
Party responsible for management Nippon Kayaku Co., Ltd.
Address: 1-1, Marunouchi 2-chome, Chiyoda-ku, Tokyo 100-0005, Japan
President: Atsuhiro Wakumoto

Mainly the Personal Data of Physicians and Pharmacists

Party using Personal Data on a shared basis with KAYAKU Nihon Ultmarc Inc.
Items of Personal Data to be used on a shared basis Please see the website of Nihon Ultmarc Inc.
https://www.ultmarc.co.jp/privacy/shared_use/index.html
Purpose of shared use
Party responsible for management Nihon Ultmarc Inc.
Please check the following website for details.
https://www.ultmarc.co.jp/privacy/shared_use/

6. Provision of Personal Data to Third Parties

KAYAKU shall not provide personal information to third parties without the consent of the individual concerned except in the event otherwise stipulated in laws/ordinances and guidelines.

7. Disclosure of Retained Personal Data.

If the individual concerned wishes to disclose his or her own information that is included in Retained Personal Data, KAYAKU will respond within a reasonable amount of time and scope, after confirming that the person who made the request is the individual concerned.

Method of Requesting the Disclosure of Retained Personal Data or the Disclosure of Third-party Provision Records

1) If you wish to make a request for disclosure of retained personal data etc., please download KAYAKU’s designated form and enter the necessary items. KAYAKU shall charge you a handling fee of 800 yen (including tax) per disclosure request.

2) Please submit your request together with the following documents to confirm that it is you or your representative making the request.

  1. When you make the request:
    Confirmation of Your Identity
    Copy of your driver’s license, passport, health insurance card, pension book or My Number Card (only the front without your My Number) + jyuminhyo (certificate of residence) or koseki tohon (family register)
  2. When your representative makes the request
    Confirmation of Your Representative’s Identity
    Confirmation of your representative’s identity: Same as for the confirmation of your identity above Confirmation of Authority of Representation
    Documents confirming qualification to serve as a legal representative: Copy of koseki tohon (family register) or written judgment
    Documents confirming the qualification to serve as an optional representative: Power of attorney affixed with your jitsuin (registered seal) and your seal registration certificate

3) Method of making the request:

Please contact the reception desk by post or e-mail.

Click below to obtain KAYAKU’s designated form:
Requests Concerning Retained Personal Data

4) KAYAKU may not respond to your request in the following cases in accordance with Article 33, Paragraph 2 of the Act.

  1. When there is a risk that doing so will harm the life, body, assets or other rights and interests of yourself or a third party
  2. When there is a risk that doing so will considerably interfere with the appropriate implementation of the operations of the said personal information handling operator
  3. When doing so would violate other laws/ordinances

8. Correction of Retained Personal Data 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.
Please refer to “10. Requests for Corrections etc., Suspensions of Use and Deletions Etc.” for correction of retained personal data etc. requests.

9. Suspension of Use and Deletion of Retained Personal Data Etc.

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.
Please refer to “10. Requests for Corrections etc., Suspensions of Use and Deletions etc.” for suspension of use and deletion of retained personal data requests.

10. Requests for Corrections etc., Suspension of Use and Deletions etc.

1) Please submit your request together with the following documents to confirm that it is you or your representative making the request.

  1. When you make the request:
    Confirmation of Your Identity
    Copy of your driver’s license, passport, health insurance card, pension book or My Number Card (only the front without your My Number) + jyuminhyo (certificate of residence) or koseki tohon (family register)
  2. When your representative makes the request
    Confirmation of Your Representative’s Identity
    Confirmation of your representative’s identity: Same as for the confirmation of your identity above
    Confirmation of Authority of Representation
    Documents confirming qualification to serve as a legal representative: Copy of koseki tohon (family register) or written judgment
    Documents confirming the qualification to serve as an optional representative: Power of attorney affixed with your jitsuin (registered seal) and your seal registration certificate

2) Request Method

Please contact the reception counter by post or e-mail. Click below to obtain KAYAKU’s designated form.

Click below to obtain KAYAKU’s designated form:
Requests Concerning Retained Personal Data

3) We may not be able to meet your request for the correction, addition, deletion, suspension of use, erasure or suspension of provision to a third party for information held by KAYAKU based on the relevant laws/ordinances.

11. Handling of My Number and Specified Personal Information

I. Purpose of Use of Specified Personal Information

KAYAKU uses My Numbers and Specified Personal Information (hereinafter collectively “Specified Personal Information, etc.”) for the following purposes. KAYAKU also outsources some operations so that they proceed smoothly and provides Specified Personal Information, etc. to subcontractors within the scope required. In these cases, KAYAKU exercises appropriate oversight of such subcontractors; for instance, by concluding an agreement on the handling of such information with the subcontractors. At the same time, KAYAKU otherwise appropriately handles the Specified Personal Information, etc. by complying with the Personal Information Protection Law and Guidelines for the Proper Handling of Specific Personal Information (for Business Operators). KAYAKU also handles the Specified Personal Information, etc.

(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 directors, employees, family members of employees, and retirees

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

II. Joint Use of Specified Personal Information etc.

KAYAKU shall not jointly use My Number and specified personal information based on the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (hereafter “Numbers Act”) etc.

III. Provision of Specified Personal Information etc. to Third Parties

KAYAKU shall not provide specified personal information to third parties except in the event provision of specified personal information etc. to a third party is permitted by the Numbers Act.

IV. Requests for the Disclosure of Retained Personal Data etc.

Please refer to the “7. Disclosure of Retained Personal Data etc.” in the preceding section.

V. Requests for the Correction etc., Suspension of Use and Deletion of Retained Personal Data etc.

Please refer to “10. Requests for the Correction etc., Suspension of Use and Deletion of Retained Personal Data etc.” in the preceding section.

12. 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: MFPR Nihonbashi Building, 3-7-2 Nihonbashi Honcho, Chuo-ku, Tokyo 103-0023, Japan
Tel.: +81-3-3527-3154
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/

13. Contact Information for Questions and Complaints Concerning the Handling of Personal Information

(1) Contact

[Designated Contact]
Corporate Communications Division, Nippon Kayaku Co., Ltd.
1-1, Marunouchi 2-chome, Chiyoda-ku, Tokyo 100-0005, Japan
Tel.: +81-3-6731-5237

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

Contact the designated contact via post, telephone, or inquiries Form.
Inquiry Form

Date of enactment: April 1, 2005
Date of revision: Oct 1, 2022

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