Report from the society
Our policy regarding the personal information protection law
Japanese Society of Intensive Care Medicine
Board chairman: Hiroyuki Hirasawa
Personal information manager: Hidekazu Yukioka
We informed you that, at the board meeting on May 16, 2006, the Japanese Society of Intensive Care Medicine passed a resolution, as measures for protecting personal information, to establish the “Rules for Handling Personal Information of the Japanese Society of Intensive Care Medicine,” the “Privacy Policy of the Japanese Society of Intensive Care Medicine,” and the “Guidelines for Inquiries about Personal Information of Members” as follows:
Japanese Society of Intensive Care Medicine
Rules for Handling Personal Information
| Article 1. |
The rules shall apply to personal information (information on an individual person including name, date of birth, and other data by which a specific person is identified) handled by the Japanese Society of Intensive Care Medicine (the society). |
| Article 2. |
The society shall be allowed to use personal information of members only for the following purposes:
1. To manage and operate the society smoothly
2. To carry out projects pursuant to the goal of the society
3. To provide information about our services and conduct research and development to improve such services |
| Article 3. |
The society shall not be allowed to handle personal information without prior consent from the owner beyond the extent of the purposes defined in the previous article.
2. Any modifications to the purposes of use in the previous article should be within the extent that the modified purposes reasonably maintain the association with those before the modifications.
3. If any modification has been made, the society shall promptly notify the owner of such modification or publicize it. |
| Article 4. |
Personal information shall be collected in a legitimate and appropriate manner.
2. Personal information shall be collected within the range of activities of the society and only to the extent required to fulfill the purposes of the society.
3. The society shall ensure that personal information is stored, maintained, and updated properly. |
| Article 5. |
The society shall not distribute personal information to third parties without prior consent from the owner, except where the distribution is:
1. Based on provisions of relevant laws; or
2. Required to protect the life, body, and properties of the owner of information, and when it is difficult to obtain consent. |
| Article 6. |
In handling personal information, the society shall take necessary and appropriate measures to protect personal information from leakage, alteration, corruption, and loss. |
| 2 |
If any members or employees of the society handle personal information, the society shall take necessary and appropriate steps to supervise them to ensure that personal information is stored and maintained safely. |
| 3 |
If the society delegates all or part of personal information to a third party, the society shall take necessary and appropriate steps to supervise the third party to ensure that such personal information is stored and maintained safely. |
| Article 7. |
The society shall assign staff (chairman, vice chairman, and directors of the board) to manage personal information and to supervise members and employees as described in the previous section. The society shall also assign a personal information manager as a person responsible for protecting personal information of the society. |
| 2 |
The personal information manager shall be selected from staff responsible for personal information management with board meeting approval. |
| Article 8. |
The society shall ensure that the owner of personal information is able to know:
1. The name, main office, and representative of the society
2. Purposes of the use of personal information stored
3. Person in the society responsible for managing personal information
4. Each item of one’s own information |
| Article 9. |
When acquiring personal information, the society shall notify the owner of the items below and obtain prior consent:
1. Contact address necessary for inquiry, disclosure, correction, and deletion of information, and cancellation of services
2. Name and contact address of personal information manager
3. Purpose of use
4. In the case that personal information is distributed to a third party, the purpose of such distribution, name and address of the third party, and contract provisions (if any) regarding the handling of personal information |
| Article 10. |
If the society is requested to correct, add, or delete (correct) collected personal information by the owner of the information for the reason that such personal information is not true, the society shall conduct necessary research without delay to the extent required to achieve the purpose of use and correct the personal information based on the results of such research, unless stated otherwise in other regulations. |
| 2 |
When all or part of personal information has been corrected according to the provision of the previous section or a decision not to make a correction has been made, the society shall inform the person of the correction (including the details) or the decision without delay. |
| Article 11. |
If the society is requested to suspend the use of or delete collected personal information (suspend) for the reason that such personal information is handled or obtained in a manner that violates the rules herein and when such a request is deemed appropriate, the society shall suspend the use of the personal information without delay to the extent required to correct violations. However, the society will be allowed to continue to use personal information when it is difficult to suspend its use due to there being large costs involving or for other reasons, and the society will take every possible step to protect the rights and benefits of the owner of the information. |
| 2 |
When the use of all or part of personal information has been suspended according to the provision of the previous section or a decision not to suspend its use has been made, or provision of all or part of personal information to a third party has been suspended or a decision not to suspend the provision has been made, the society shall inform the person of the suspension or the decision without delay. |
| Article 12. |
If personal information is obtained from other personal information providers through merger, consolidation, or other means, the society shall not use personal information beyond the extent necessary to achieve the purpose of use of such information defined before the acquisition without prior consent from the owner. |
| Article 13. |
The Society shall promptly and appropriately process complaints about the handling of personal information. |
| 2 |
The Society shall develop and maintain a system necessary to achieve the objectives mentioned in the previous section. |
| Article 14. |
Modification of these rules shall require the approval of the council. |
Privacy policy of the Japanese Society of Intensive Care Medicine
The Japanese Society of Intensive Care Medicine has established a privacy policy as follows to ensure the protection and effective use of personal information:
- Collection of personal information
The Japanese Society of Intensive Care Medicine will collect information provided voluntarily from users of our services and people involved in screening and selection in activities of the society only to the extent necessary to provide our services. In collecting personal information, we will clearly specify the purpose of such collection and give the highest priority to the rights of information providers.
- Usage of personal information
The Japanese Society of Intensive Care Medicine will use collected information within the range of the purposes specified below. Unless required to do so for particular reasons, we will not disclose collected personal information to third parties without the consent of the owners.
- Identification of users, provision of user services, billing, and notice of changes to services provided, termination, cancellation, and suspension of membership
- Provision of necessary information regarding the purposes and activities of the society, such as notification of general meetings and messages to and between members
- Provision of information on other services of the society and surveys for improving services
In addition to the purposes specified above, we may use, disclose, or distribute personal information:
- In accordance with relevant provisions of laws;
- With consent from providers of information; or
- For the purpose of commissioning all or part of personal data only to the extent necessary to achieve the objectives of the society.
- Protection of personal information
The Japanese Society of Intensive Care Medicine will take appropriate measures to protect collected personal information from leakage, corruption, alteration, and loss, unless personal information has been disclosed or published by the owner.
- Disclosure of correction of personal information
If owners of personal information request disclosure or correction of their information, the Japanese Society of Intensive Care Medicine will disclose or correct it without undue delay.
- Website
The Japanese Society of Intensive Care Medicine website does not use cookies. Users shall use our website at their own risk. The Japanese Society of Intensive Care Medicine will not be liable for any loss or damage arising from the use of any information obtained either from our website or other websites linked to our site.
- Changes to privacy policy
The Japanese Society of Intensive Care Medicine may change its privacy policy without prior notice. The Japanese Society of Intensive Care Medicine will apply the updated privacy policy to collected personal information. Any such changes will be published on the website of the Japanese Society of Intensive Care Medicine with board meeting approval, and take effect from the date of publication.
Guidelines for inquiries about personal information of members
The Japanese Society of Intensive Care Medicine
We have set the following guidelines when responding to inquiries about personal information of members:
Note:
- Inquiries to be answered
1) Inquiries from owners of personal information
2) Inquiries from government or public offices or courts with legitimate reasons described in official documents
3) Inquiries with legitimate reasons from the police, prosecutors, or bar associations
4) Public inquiries from government organizations (including independent administrative institutions)
5) Inquiries from families or relatives
6) Inquiries (based on the principle of corporate information disclosure) from people who want to look up members lists
7) Inquiries from those who are responsible for managing personal information of the society
8) Inquiries from local offices of the society (only answers to inquiries 1) and 4) of 3. shall be allowed)
9) Other inquiries, responses to which have been deemed appropriate by agreement between the board chairman and the personal information manager
a) As for 1), 7), and 8), inquiries by telephone shall require confirmation of the membership number, address, and telephone number.
b) As for 3), 4), and 5), only written inquiries shall be allowed.
c) As for 6), the prescribed application form of the society and documents to prove the identity of the viewer will be required.
- Inquiries not to be answered
1) Inquiries from people, other than families or relatives, who refer to themselves as concerned persons
2) Inquiries from business corporations
3) Inquiries from business partners or parties interested in personal relationship
4) Inquiries from credit agencies
5) Inquiries from media organizations
6) Other inquiries, responses to which have been deemed inappropriate by agreement between the board chairman and the personal information manager
- Responses to inquiries
1) Confirmation of membership, membership number, date of admission
2) Home address
3) Telephone number
4) Workplace (address, affiliation, telephone number)
5) Board certificates of the Japanese Society of Intensive Care Medicine (if any), certificate number, date of certification
6) Payment status including membership fees
7) Experience of executive positions in the society
Note) As for any other details not described herein, follow instructions from the chairman or vice chairman of the board.
These guidelines shall be reviewed as necessary.
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