Handling of Personal Information

Personal Information Protection Policy

The Japan Health Policy Research Association (the “Association”) sets forth the following personal information protection policy (the “Policy”).

1. Management of Personal Information

1. “Personal information” refers to information provided to the Association by members and non-member stakeholders (“members, etc.”), such as address, name, phone number, email address, and other information that can identify an individual, or unique personal identification codes, etc.
2. Personal information shall be collected, used, and provided appropriately, taking into consideration the content and scale of the Association’s activities.
3. The Association shall implement measures to prevent and correct unauthorized access to personal information, loss, destruction, falsification, and leakage of personal information.
4. The Association shall comply with laws, regulations and other norms concerning personal information.
5. The Association shall establish a personal information management system and strive for regular and continuous improvement of its operational status.

2. Collection of Personal Information

1. When the Association collects personal information via the Internet, it shall, in principle, be based on the voluntary provision (registration) of information by members, etc.
2. The collection of personal information shall be limited to the extent necessary to achieve the purposes clearly indicated to members, etc.

3. Use of Personal Information

The Association shall use the collected personal information only for the purpose of conducting the Association’s business and for analyzing usage trends to improve services towards members, etc. However, personal information may be used for purposes other than the original purpose of collection or provided to third parties in the following cases:

1. When required by laws and regulations;
2. When members, etc. has given consent;
3. When it is necessary for business operations and the information is provided to external contractors with whom the Association has concluded a contract regarding the handling of personal information;
4. In the event of a major disaster or other emergency affecting one’s life;
5. When there are other legitimate reasons to achieve business plans approved by the Board of Directors, General Assembly, or committees in the Association; or
6. When information is provided in a form that does not allow identification of specific individuals, such as statistical data.

4. Purpose of the Use of Personal Information

In principle, the use of personal information is limited to the following cases. Additionally, the Association may use personal information as statistical data that cannot identify individuals.

1. Provision of information to achieve the Association’s business objectives;
2. Administrative communications necessary for the operation of the Association; and
3. Distribution of membership lists to members, etc.

5. Principle of Non-Disclosure of Personal Information to Third Parties

The Association shall not disclose personal information provided (registered) by members, etc. to any third party except in the following cases:

1. When the individual has given consent;
2. When the information is provided to external contractors with whom the Association has concluded a contract regarding the handling of personal information, and only to the extent necessary for transactions with such contractors;
3. When required by courts or by law; and
4. When disclosed in a form that does not allow identification of individuals.

6. Management of Personal Information

The Association shall strive to appropriately manage the collected personal information to prevent leakage, destruction, falsification, or loss (personal information disclosed by the provider themselves or already made public is not subject to the Association’s management).
However, the Association shall not be liable for any damage caused by falsification or leakage, etc. due to unauthorized access by technically unforeseeable means.

7. Disclosure of Personal Information

When members, etc. request disclosure of their personal information in accordance with the Act on the Protection of Personal Information (the “Act”), the Association shall confirm that the request is from members, etc. concerned and disclose the information without delay (if such personal information does not exist, the Association shall notify the members, etc. accordingly).
However, this disclosure provision above does not apply if the Association is not obligated to disclose the information under the Act or other laws and regulations.

8. Correction and Suspension of Use of Personal Information

If any of the following (i) or (ii) applies, the Association shall, after confirming that the request is from members, etc., conduct the necessary investigation without delay and, based on the results, correct the content of the personal information or suspend its use, and notify the members, etc. accordingly:

1. When a request for correction is made in accordance with the Act on the grounds that the personal information is not true; or
2. When a request for suspension of use is made in accordance with the Act on the grounds that the information is being handled beyond the scope of the previously announced purpose of use, or that it was collected by deception or other wrongful means.

If the Association decides not to correct or suspend the use of the information based on reasonable grounds, it shall notify the members, etc. accordingly.

9. Review of this Policy

The Association shall review the operational status of the handling of user information as appropriate and strive for continuous improvement, and may revise this Policy as necessary.
If any changes are made, the Association shall notify system users on its website with the domain “jhpra.jp”.
However, if changes require the consent of the individual under applicable laws and regulations, the Association shall obtain such consent by the prescribed method.