Policy on the Protection of Personal Information (Privacy Policy)

About This Privacy Policy

NIHON CHOUZAI (hereinafter referred to as the “company” and “we”) fully recognizes our social mission with respect to protecting all the personal information we handle, and we comply with laws and regulations pertaining to the protection of individual rights and personal information. Moreover, we have developed a management system for the protection of personal information in order to materialize the policy set forth below. Always being aware of the latest trends in IT, changes in social demands, changes in the business environment, etc., we hereby declare our commitment to company-wide efforts to make continuous improvements to the system.


1. The collection, use, and provision of personal information is limited to the scope necessary to fairly conduct business in the operations listed below, hire employees, and for human resources management. Personal information will not be used outside the scope necessary to achieve the specified purpose (use for purposes other than the original intent). We will also implement measures to prevent the use of personal information for other purposes. 


Operations

(1) Dispensing pharmacy operations

(2) Retail operations related to medical and health products, quasi-drugs, general medical goods, cosmetics, and daily necessities

(3) Service operations for nursing care facilities and at-home care

(4) Pharmacist education and hiring operations

(5) Clinic opening support operations

(6) Insurance agency operations

(7) Other operations related to the above


2. We comply with laws, national guidelines and other regulations related to the protection of personal information.


3. Management resources are invested according to the actual circumstances of the business in order to implement reasonable safety measures and prevent risks such as leaking, loss or damage of personal information to continually improve our personal information security system. Furthermore, we will take prompt corrective action if it is determined that there is a problem related to the protection of personal information.


4. We will respond quickly, properly and in good faith to complaints and questions concerning our privacy policy.


5. We will review our management system for the protection of personal information in timely and appropriate fashion in light of changes in the surrounding environment and promote continuous improvement.


This policy is distributed and communicated to all employees and is also available at all times to everyone via our website, pamphlets, etc.

  

Enacted: March 25, 2005

Last revised: June 27, 2019

NIHON CHOUZAI Co., Ltd.

Yosuke Mitsuhara, President and CEO

Inquiries Concerning Privacy Policy

Personal Information Service Desk, NIHON CHOUZAI Co., Ltd.

Tel: 0120-075-300

E-mail: privacy@nicho.co.jp

*Please do not send advertising e-mails or business proposals via the inquiry form.

NIHON CHOUZAI is certified by the Japan Institute for Promotion of Digital Economy and Community (JIPDEC) as a PrivacyMark-qualified business operator. The PrivacyMark is a certification granted to business operators that have developed and implemented a system for enacting appropriate measures to protect personal information meeting the requirements of JIS Q 15001 (Personal Information Protection Management Systems).

Handling of Personal Information

1. Purpose of use of personal information handled by the Company

(1) Purpose of use when obtaining personal information directly from the data subject in writing (including via the website, e-mail, etc.)

Category
Purpose of Use
Patient information

Provision of dispensing services and drug information and related services and information

Provision of products and services handled by the Company and other information considered useful for maintaining and improving health

Insurance claim work

Preparation and analysis of underlying data for the maintenance and improvement of dispensing services and operations, and the education and training of employees
Cooperation with student training
Case studies aimed at improving public health, research on data analysis, presentations at academic conferences or in academic journals, etc.
Various data analysis and research and development from the perspective of improving products and services handled by the Company and promoting sales
To provide information to families when dispensing drugs
To inquire with medical institutions or physicians issuing prescriptions when providing dispensing services and processing insurance claims
To coordinate as necessary with hospitals, clinics, pharmacies, home nursing stations, and nursing care service providers

To respond to referrals from other medical institutions in order to provide medical care to patients

To submit statements for medical treatment fees to review and payment institutions in relation to insurance claim work

For inquiries to review and payment agencies or insurers related to processing of insurance claims

To answer inquiries from review and payment institutions and insurers in relation to insurance claim work

For consultations with or notifications to insurance companies related to pharmacist liability insurance, etc.

Customer information (insurance agency operations)
To offer information on, provide, maintain, and manage various products and services of insurance companies we partner with for insurance agency operations

Underwriting, renewal, maintenance, and management of various insurance contracts and payment of insurance money and benefits

Offering of information on, provision of, maintenance, and management of our various products and services and those of affiliated and partner companies

Provision and management of information on our operations and enhancement of products and services

Other operations related to the insurance business

Job applicant information
To engage in hiring activities (document screening, interviews, evaluations, communication with applicants, etc.)
Trainee information
To contact trainees for pharmacy training
Internship applicant information
To contact internship applicants
Information on those who have submitted inquiries via our website
To respond to inquiries (including contacting the data subject)

To improve pharmacy services

Information on customers registering on the NIHON CHOUZAI online store
To provide information on products and services

To fulfill agreements with customers (including collection of payment), carry out after-sales service, and engage in proper accounting practices

To respond to customer inquiries and requests

To send gifts related to campaigns, surveys, consumer reviews, etc.

To send e-mail magazines and e-mails providing information on our services (pharmacy events, coupons, etc.)

To send e-mail and direct mail to advertise for our advertisers

To aggregate and analyze customer information attributes and other data to engage in marketing activities or product development in order to improve our development and management of new services

To provide information on products and services we or a trading partner recommend

To provide information on business talks, seminars, exhibitions, etc., we or a trading partner recommend

To make contact or send greetings in relation to our operations

To coordinate with our other services

To provide information on the proper use of pharmaceuticals

To carry out other activities of which the customer was notified in advance and for which consent was obtained

Information on those that register on the MEDICAL CENTER.JP website
Information on clinic openings

Marketing activities for the purpose of opening new clinics

To request participation in questionnaire surveys for providing better medical mall information and clinic opening support services

To aggregate and perform statistical analysis on data for the purpose of opening new clinics

Information on those cooperating with various questionnaire surveys
To send gifts related to surveys, campaigns, etc.

To provide information on products and services we recommend

To respond to customer inquiries

To carry out analysis of usage trends and marketing activities related to our Okusuri Techo Plus service and to maintain and improve the service

To develop and improve our services

To conduct information analysis and other research (used as anonymously processed information that cannot be used to identify individuals)

Employee information (including “My Number” national identification number)
To communicate about work, pay wages, conduct personnel evaluations, handle social insurance procedures, provide benefits, perform various procedures required by law, and otherwise manage their employment

To determine and pay wages and to perform year-end adjustments

To conduct personnel evaluations and determine assignments

To ensure healthy working conditions and proper management of health by workers

Information other than the above
This will be disclosed to the data subject in writing prior to obtaining the information.

(2) Purpose of use of personal information obtained by means other than the above Category

Category
Purpose of Use
Patient/customer information (including users)
To respond to inquiries

To provide information on our products and services

Customer information (including trading partners)
To provide information on our products and services
Information on employees with dependents (including “My Number” national identification number)
To perform social insurance procedures and year-end adjustments
Personal information provided by customers in relation to contracted services
To properly perform the contracted service(s)
Personal information obtained via phone recordings
To respond to inquiries
Personal information obtained via security cameras
To ensure safety and prevent theft

2. Provisions regarding the sharing of personal information

(1) The Company will share patients' personal information within the scope below.


a) Personal information to be shared

Basic information on the patient, including name, gender, date of birth, address, telephone number, and e-mail address

Allergy history, side-effect history, treatment history, medical history, concomitant medications, body composition, weight, preferences (drinking/smoking), driving, pregnancy, breastfeeding, lifestyle, dispensing requests, test results, information related to prescriptions (insurance number, prescription details, medical institution, hospital department), dispensing information (date of dispensing, pharmacy, name of drug, status of treatment or dosing, summary of guidance), other dispensing information, including measurements taken at the pharmacy and product purchase history

Audio recordings, video recordings from security cameras, etc.


b) Scope of joint users

NIHON CHOUZAI Co., Ltd.

Dispensing subsidiaries of the NIHON CHOUZAI Group


c) Purpose of use by joint users

As described in 1 above.


d) Name of person or company responsible for managing personal information to be shared

NIHON CHOUZAI Co., Ltd.


e) Method of acquisition

Obtained directly from the data subject in writing, by phone recording or via security camera.



(2) The Company will share the personal information of NIHON CHOUZAI Group employees within the scope below.


a) Personal information to be shared

Basic information on the employee, including name, address, telephone number, e-mail address, date of birth, gender, marital status, commuting route, educational background, employment background, qualifications, and portrait photograph

Information on employee family members, including name, address, date of birth, gender, marital status, and dependents

Human resources-related information, including employee grade, job type, department, job title, personnel evaluations, transfers, training history, commendations, and disciplinary action

Information related to salary, including base pay, allowances, social insurance premiums, group insurance premiums, company deposits, contributions to employee shareholding association, taxes and public charges, bonuses, retirement benefits (lump sum and defined contribution pension), bank account used for salary and bonuses, and individual personnel expenses

Information on benefits such as usage of employee benefits and welfare services

Information on health such as results of health examinations and stress checks

Other information on employees obtained or held for purposes of human resources or administration

Audio recordings, video recordings from security cameras, etc.


b) Scope of joint users

NIHON CHOUZAI group companies

(Includes dispensing subsidiaries of the NIHON CHOUZAI Group. Click here for details on NIHON CHOUZAI group companies.)


c) Purpose of use by joint users

As described in 1 above.


d) Name of person or company responsible for managing personal information to be shared

NIHON CHOUZAI Co., Ltd.


e) Method of acquisition

Obtained directly from the individual in writing, by phone recording or via security camera.

Disclosure Concerning Retained Personal Data

We handle requests for notification of the purpose of use, disclosure, correction, addition or deletion of details, suspension of use, removal and suspension of provision to third parties of the personal data that we retain from the individual or their agent (hereinafter referred to as "disclosure, etc.") via the procedures below.

(1) Name of business operator

NIHON CHOUZAI Co., Ltd.

(2) Position/department of and contact information for personal information protection manager

Director in charge of General Affairs and Human Resources

Tel: +81-3-6810-0800

(3) Purpose of use of all retained personal data

As set forth above under “Handling of Personal Information.”

(4) Contact information for complaints concerning handling of retained personal data

Personal Information Service Desk

NIHON CHOUZAI Co., Ltd.

1-9-1 Marunouchi, Chiyoda-ku, Tokyo

Tel: 0120-075-300 (Hours: 9:00 a.m. - 6:00 p.m.*)

E-mail: privacy@nicho.co.jp

*Inquiries received on Saturdays, Sundays, national holidays, year-end/New Year’s, and Golden Week will be addressed on the next business day or later.

(5) Authorized personal information protection organization

We do not belong to an authorized personal information protection organization.

(6) Procedures for requests for disclosure, etc. of retained personal data

a) Contact information for requests for disclosure, etc.

Please use the above-mentioned Personal Information Service Desk for requests for disclosure, etc.

b) Forms to be submitted when making requests for disclosure, etc. and other procedures for requests for disclosure, etc.

1. We will mail the designated request form by post upon receiving the request.

Notification of purpose of use: “Request Form for Notification of Purpose of Use of Retained Personal Data”

Disclosure: “Request Form for Disclosure of Retained Personal Data”

Correction, addition or deletion of details, suspension of use, removal and suspension of provision to third parties: “Request Form for Correction, etc. or Suspension of Use of Retained Personal Data”


2. Mail the completed request form, documents from c) and postal money order for the fee from d) (only in the case of requests for notification of purpose of use or disclosure) to the above-mentioned Personal Information Service Desk.


3. After receipt of the request form, we will perform the verification described in c) below.


4. In principle, we will respond to the data subject in writing (sealed letter).

c) Method of verifying the identity of the data subject or agent requesting disclosure, etc.

If the person making the request for disclosure, etc. is the individual in question, we will inquire about two or three items out of the registered personal information to verify the identity of the individual (such as telephone number and date of birth).

If the person making the request for disclosure, etc. is an agent, we request that documents proving that they are an agent and proving their own identity are included with the request. If your domicile of origin is included in the document, please black out parts of the address other than the prefecture.


1. Documents proving agent appointment


<If you are an agent commissioned by the individual for the purpose of requesting disclosure, etc.>

-Authorization of agent from the individual (original)

<If you are the statutory agent of a minor> A copy of one of the following:
-Family register
-Certified copy of resident register (including relationship)
-Other official document for verifying authority of statutory representation

<If you are the legal statutory agent of an adult ward> A copy of one of the following:
-Certificate of registered matters concerning guardianship
-Other official document for verifying authority of statutory representation

2. Documents proving identity of agent
-Driver’s license
-Passport
-Health insurance card
-Certified copy of resident register
-Basic resident register card

d) Method of collecting fees for responding to requests for notification of purpose of use or disclosure of retained personal data

The fee is 1,000 yen per request (postal money order to be included with request form).

Use of Cookies

(1) Cookies

Cookies are pieces of information sent from the website server to your device (PC or smartphone) and stored when you visit the website. This allows identification of your device and information on it to be stored.

The information acquired via this website using cookies does not include any information that can identify individuals. However, we may manage and use information obtained through the use of cookies that is linked to personal information such as e-mail addresses obtained with your consent. Information that is linked to customer information is handled as personal information.

You may configure your browser to block cookies. Note, however, that some or all of the services provided on our website may not work properly with cookies disabled.


Refer to the pages below for instructions on how to block cookies.

Google Chrome

Internet Explorer

Microsoft Edge

Safari

iOS

Android

(2) Purpose of use of cookies

We use cookies for the following purposes:


・To provide each customer with services referencing registered information when they log into the services on our website requiring authentication

・To provide ads relevant to customer interests

・To protect customer privacy

・To research the number of users and traffic to our website

・To improve our services


We primarily use the tools below when utilizing cookies, and customer information obtained via cookies (does not include information that can be used to identify individuals) may be sent to the tool provider.


・Google Analytics / Google Tag Manager

Provider: Google Inc.

Information collected: Customer website usage (access logs, traffic, site usage, etc.)

Google Privacy Policy


When we use cookies linked to personal information, we will do so within the scope of the purpose of use to which you consented.

(3) Third-party ad delivery using cookies

We outsource operations related to ad delivery to third-party ad delivery service providers in order to deliver ads to customers. In some cases, we provide cookie information or past access information obtained via cookies to these third-party ad delivery service providers. These third-party ad delivery service providers use this information to deliver ads. The cookie and access information obtained and used by third-party ad delivery service providers does not contain personal information or information that can be used to identify individuals, and ad delivery is carried out in accordance with the privacy policies of the third-party ad delivery service providers.

If you do not wish to receive delivery of these ads, please change your settings on the respective sites.


・Google Inc. and the Google network

Privacy Policy

Opt-out Method 1

Opt-out Method 2

Yahoo! Japan Corporation

Privacy Policy

Opt-out Method (Japanese version only)

・LINE Ads Platform

Privacy Policy

Opt-out Method (Japanese version only)

・Facebook Audience Network

Privacy Policy

Opt-out Method

Preparation of anonymously processed information and provision to third parties

We prepare anonymously processed information (information on individuals that has been altered so that it cannot be used to identify specific individuals or restored into information that would be classified as personal information) and provide it to third parties for the purpose of providing medical information services and performing research such as information analysis. We also plan to continue preparing similar anonymously processed information and providing it to third parties.

The items from information pertaining to individuals included in anonymously processed information and the method of provision are described below.

(1) Anonymously processed information used to provide medical information services

Item
Description
Items from information pertaining to individuals included in anonymously processed information*1
Age (year of birth), gender, prescription information (prescription details, medical institution, hospital department), dispensing information (date of dispensing, pharmacy, name of drug, dosage form, dosage), responses based on questionnaire surveys
Method of provision of anonymously processed information*2
E-mail

CD-ROM, USB or other external storage media

Server upload

(2) Anonymously processed information used to perform research such as information analysis

Item
Description
Items from information pertaining to individuals included in anonymously processed information*1, *3
Age (year of birth), gender, prescription information (prescription details, medical institution, hospital department, applicable insurance, public expenses), dispensing information (date of dispensing, pharmacy, name of drug, dosage form, dosage, prescription questions, insurance points), information on the patient obtained from medical questionnaire or pharmacist questions (side-effects, exam history, regular medications, allergies, medical history, drinking habits, smoking habits, driving, pregnancy, breastfeeding, weight, consumption of health foods, body composition, desire to use generic drugs, other information), usage history of family pharmacists, usage history of Okusuri Techo Plus, method of prescription receipt, history of follow-up during medication period
Method of provision of anonymously processed information*2
Secure transmission system

*1. With regard to information on individuals described in this item, we will properly alter any parts that may lead to identification of a specific individual or restoration of the original personal information.

*2. In any event, this is limited to cases in which the information is provided to a third party with which we have signed an agreement concerning medical information services and that we recognize as having taken the necessary measures with respect to proper handling of anonymously processed information.

*3. We provide this information to The University of Tokyo for joint research.

Safe management measures related to anonymously processed information

We have taken steps to ensure safe management of anonymously processed information, descriptions and individual identification codes which have been removed from the personal information used to prepare anonymously processed information, and information processed in accordance with the provisions of Article 36, paragraph 1 of the Act on the Protection of Personal Information (only information that can be used to restore the original personal information; hereinafter referred to collectively as “anonymously processed information, etc.”) in compliance with the separately established “Rules for Handling Anonymously Processed Information.” Below is an overview of the safe management measures we have implemented.

(1) Clarification of authority and responsibility of persons handling anonymously processed information, etc.

・The personal information protection manager takes the lead in implementing measures to ensure safe management of anonymously processed information, etc.

・We have clarified which employees handle  anonymously processed information, etc.

(2) Supervision of subcontractors handling anonymously processed information, etc.

・We may subcontract the handling of anonymously processed information, etc.

・We supervise subcontractors as necessary and appropriate.

(3) Measures pertaining to handling of anonymously processed information, etc.

・We prepare records to check operations involving anonymously processed information, etc.

・We educate employees that handle anonymously processed information, etc.

・We have established means to check how anonymously processed information, etc. is being handled.

・We keep track of how anonymously processed information, etc. is being handled and carry out evaluations/reviews of and improvements on safe management measures.

(4) Measures to prevent persons not duly authorized to handle anonymously processed information, etc. from handling such information

・We have implemented measures to prevent persons not duly authorized to handle anonymously processed information, etc. from accessing it.

・We have implemented measures to prevent theft of devices and electronic media.

・We have implemented measures to prevent the leak of information when electronic media are carried about.

・We have established rules for the deletion of anonymously processed information, etc. and disposal of devices, electronic media, etc.

・We have implemented access control for anonymously processed information, etc.

・We identify and authenticate persons accessing anonymously processed information, etc.

・We have implemented measures to prevent unauthorized access by outside parties.

・We have implemented measures to prevent leaking of anonymously processed information, etc. in conjunction with use of information systems.

(5) Contact information for questions and complaints

Personal Information Service Desk

NIHON CHOUZAI Co., Ltd.

1-9-1 Marunouchi, Chiyoda-ku, Tokyo

Tel: 0120-075-300 (Hours: 9:00 a.m. - 6:00 p.m.*)

E-mail: privacy@nicho.co.jp

*Inquiries received on Saturdays, Sundays, national holidays, year-end/New Year’s, and Golden Week will be addressed on the next business day or later.

Nihon Chouzai Top Policy on the Protection of Personal Information (Privacy Policy)