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Handling of Personal Information

FeliMedix Co., Ltd. (hereinafter "the Company") fully recognizes the importance of protecting personal information, and in order to ensure thorough compliance with the "Act on the Protection of Personal Information" (Act No. 57 of 2003) and related laws and regulations, we will strictly protect and properly use our customers' valuable personal information in accordance with our company regulations. We will also establish handling regulations for each stage of acquisition, use, storage, transfer, deletion, etc. of personal data, and ensure that all employees are fully informed.

1. Basic Policy of the Business Division for Compliance with the Personal Information Protection Act

Our CompanyTherefore, when collecting and obtaining personal information related to illness and health, we recognize the importance and responsibility of achieving our business objective of supporting customers in living comfortable lives from medical and health perspectives. We are committed to handling personal information appropriately, paying full consideration to the protection of customer privacy, and strictly managing personal information in order to maintain accuracy and confidentiality. We will publicly announce the purposes of use in advance, and will not handle the personal information we obtain beyond the scope of the stated purposes without the customer's consent, except as permitted by law. The same applies when personal information is obtained indirectly from publicly available information.
In order to remain a company that can deliver peace of mind and trust to all customers who provide their personal information, all persons engaged in our business operations are committed to ensuring the appropriate protection of personal information.

2. Collection, Retention, and Use of Personal Information

Customers and users agree that the Company may collect, retain, and use the following personal information (collectively referred to as "Personal Information") with appropriate protective measures in place, for the purpose of providing benefits and services to customers and users, as well as for marketing activities.

1) Customers fill in and declare information via prescribed service application forms, contracts, etc.and the names, gender, dates of birth, addresses, telephone numbers, employers, family situations, housing information, income status, and responses to questionnaire fields of customers and others in the materials and samples provided (including updated information that we become aware of after the conclusion of this Agreement through notifications from customers and others, etc.; the same applies hereinafter.)
2) Information regarding the service contract conclusion date, whether or not a contract has been concluded, the contract details such as service fees, and whether or not the contract has been terminated
3) Information regarding billing and payment status of customers and others
4) Information regarding facility usage status and internet reservation usage status collected under this Agreement or contracts of the same name with jointly-using companies and medical institutions, etc.
5) Information regarding the particulars stated in documents issued by public authorities such as residence certificates, collected by lawful and proper means from customers and others, businesses, or public authorities
6) Information published in official gazettes, telephone directories, residential maps, etc.
7) Information regarding health and illness obtained from jointly-using companies, etc.
8) Other information used by us to provide our benefits and services to customers and others, and for our marketing activities

Purpose of Use of Personal Information

・To realize services in line with our business objectives
・To support smooth and prompt medical treatment
・To extract health issues of the individual, collect personal information such as family history, medical history (past illnesses), preferences, and allergies, compile them into a database, and comparatively examine medical conditions
・To contribute to prevention and treatment by building a database of continuous health information and to establish ongoing medical integration
・To appropriately and smoothly carry out other health management support services for customers
・To send our company's pamphlets and newsletters
・To manage participants in seminars and other events hosted by our company
・To send our company's informational materials (direct mail) for the purpose of recruiting new members
・To aggregate data and conduct surveys for the purpose of developing better services
・To realize the provision of services based on customer requests and to facilitate communication
・To smoothly carry out partnership operations with contracted medical institutions
・To respond to inquiries and complaints from customers
・For other purposes when it becomes necessary to contact customers, and to appropriately and smoothly fulfill transactions with customers

3. Prohibition on Provision of Personal Information

Our company will appropriately manage customers' personal information and will not provide it to third parties without obtaining the customer's prior consent. However, the following cases are excluded.

1) Responding to inquiries from medical institutions

※Regarding the above, customers may request to refuse the provision, use, or provision to third parties of personal information, but in such cases, customers/users may suffer disadvantages such as "inability to receive appropriate medical treatment" or business contract disadvantages.

2) When required by law
3) When necessary to protect the life, body, or property of a person, and it is difficult to obtain the consent of the individual
4) When particularly necessary for the improvement of public health or the promotion of the sound upbringing of children, and it is difficult to obtain the consent of the individual
5) When it is necessary to cooperate with a national institution, local government, or a person entrusted by them in carrying out affairs stipulated by law, and obtaining the consent of the individual is likely to impede the execution of such affairs
6) When all or part of personal data is entrusted to a third party for handling based on a business consignment contract. However, we will establish "criteria for selecting contractors" and will appropriately supervise contractors to ensure the safe management of personal data.

4. Changes to the Purpose of Use

When our company changes the announced purpose of use, we will notify customers or publicly announce the changed purpose of use.

5. Procedures for Disclosure, Correction, and Deletion of Personal Information

We will establish a contact point for customer complaints regarding the handling of personal information and take appropriate measures. In addition, we will establish the following procedures for disclosure, correction, addition or deletion, suspension of use or erasure, and suspension of provision to third parties regarding customers' own personal information.

1) When a customer requests disclosure, correction, or deletion of retained personal data, we will respond appropriately in accordance with the provisions of the Act on the Protection of Personal Information. In the above case, customers must present documents proving their identity (driver's license, passport, etc.) and follow the procedures prescribed by the disclosure request recipient. Any fees required for the procedures shall be borne by the customer. Requests for disclosure, correction, or deletion will also be accepted at the contact point listed at the end.

1. Request for disclosure of retained personal data
2. Request for correction, addition, or deletion if the content of retained personal data differs from the facts
3. Request for suspension of use or erasure if retained personal data is being used for purposes other than the stated purpose
4. Request for suspension of use or erasure if retained personal data has been obtained illegally
5. Request for suspension of provision to third parties if retained personal data is being provided to third parties without the member's consent

2) Reasons for non-disclosure of retained personal data: In the following cases, we will not disclose the data. If we decide not to disclose, we will notify you with the reasons.

1. When the identity of the individual cannot be confirmed, such as when the address on the application form, the address on the identity verification document, and the address registered with our company do not match
2. In the case of an application by an agent, when the authority of the agent cannot be confirmed
3. When there are deficiencies in the prescribed application documents
4. When the fee has not been paid (*)
5. When the subject of the disclosure request does not fall under "retained personal data"
6. When there is a risk of harm to the life, body, property, or other rights and interests of the individual or a third party
7. When there is a significant risk of impeding the proper execution of our company's business

(*) If the fee is insufficient or has not been paid, we will notify you accordingly; however, if payment is not made within the prescribed period, we will treat the disclosure request as if it had not been made.

3) Regarding requests for correction, addition or deletion, suspension of use, erasure, suspension of provision to third parties, etc., we will investigate the facts and respond appropriately.

4) Acceptance of "Inquiries" and "Complaints" Our company takes every precaution in handling customers' personal information, but if you have any complaints, please contact the responsible department. We will investigate and confirm the facts based on the content of your request and respond appropriately and promptly.

6. Strict Management of Contractors

When entrusting the handling of personal data, we will clarify the selection criteria from the perspective of personal data protection and will exercise sufficient supervision over contractors to ensure that measures for the safe management of personal data are also implemented.

7. Strengthening of Internal Management System

We will appoint a personal data management officer, clarify their authority and responsibilities, and develop a system to appropriately carry out operations related to personal information protection. We will also conclude non-disclosure agreements with employees regarding personal data and take measures such as written pledges even after retirement, striving to strengthen the safety management system.

8. Enhancement of Internal Audit System

To ensure that the safe management of personal information is carried out appropriately, we will strengthen our internal audit system and conduct regular checks on its implementation.

9. Strengthening of Employee Education

We will prepare explanatory materials related to the Act on the Protection of Personal Information, distribute them to employees, and continuously conduct in-house training sessions to promote the education and training of employees.

Contact Point

〒103-0023
3-8-3 Nihonbashi Honcho, Chuo-ku, Tokyo
Life Science Building 3, 8F
FeliMedix Co., Ltd.　Customer Service

Email: contact@felimedix.co.jp

FeliMedix Co., Ltd.
Representative Director　Sayuri Ono

Doctor Referral Service

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