At our clinic, we recognize that handling personal information is essential to promoting safe, secure, and trustworthy healthcare in partnership with our research subjects, patients, and local community. As a medical institution, we understand that the appropriate management of personal information of research subjects, patients, users, and staff is a vital social responsibility. Therefore, we hereby declare the following privacy policy as a code of conduct that must be observed and commit to ensuring its thorough implementation.
1. Purpose
Higashi-Shinjuku Clinic, operated by Medical Corporation Keikokai (the “Clinic”), acknowledges that the proper handling of personal data based on the “Act on the Protection of Personal Information” (the “Personal Information Protection Act”) is a social responsibility of medical institutions. Accordingly, we have established the following privacy policy as a behavioral guideline for our staff and ensure full compliance with it.
2. Clinic Name, Address, and Representative
Medical Corporation Keikokai Higashi-Shinjuku Clinic
3rd Floor, Daito Building, 1-11-3 Okubo, Shinjuku-ku, Tokyo 169-0072
Clinic Director: Tatsuya Maruyama
3. Compliance with Relevant Laws and Guidelines
We handle personal data appropriately in compliance with the Personal Information Protection Act, other relevant laws and regulations, and the guidelines issued by the Personal Information Protection Commission and other authorities.
4. Collection and Use of Personal Information
When collecting and using personal information of research subjects, patients, business partners, staff, and others, we will:
- Publicly announce or notify the purpose of use (including disclosure under this policy),
- Obtain the information through lawful and fair means,
- Use personal information appropriately within the scope necessary to achieve the intended purpose.
5. Purpose of Use
We use personal information for the following purposes:
- Personal information of research subjects and patients
Purpose - Personal information of business partners
Purpose
For business communications, contract performance, negotiations, and management of partner information. - Personal information of employees
Purpose
For employee management and record-keeping in accordance with relevant laws. - Personal information of job applicants
Purpose
To provide information and communicate with applicants, and for other hiring-related processes. - Personal information of staff (including full-time/part-time doctors, employees, registered staff)
Purpose
・For operational communications,
・For payment of remuneration (wages, bonuses, allowances, etc.), personnel and labor management, and provision of employee benefits,
・For employee health management.
6. Shared Use of Personal Data
When personal information of research subjects and patients is shared, it will be used only after providing written explanations in the informed consent documents of each clinical trial and obtaining the subject’s consent.
- Items of personal information shared:
Address, name, date of birth, postal code, phone number, fax number, email address, and other medical information. - Scope of shared users, purpose of use, and management responsibility:
The Clinic remains responsible for managing shared personal data.
Please refer to Section 2 above for the Clinic’s address and representative information.
7. Provision of Personal Information to Third Parties
We will not provide personal information to third parties except in the following cases:
- With prior consent from the research subject or patient,
- When outsourcing within the scope necessary to achieve the purpose of use,
- When required by law,
- When it is necessary to protect human life, body, or property, and obtaining consent is difficult,
- When particularly necessary for improving public health or promoting the sound upbringing of children, and obtaining consent is difficult,
- When cooperating with national or local government agencies in the execution of legally defined duties and obtaining consent could hinder said duties,
- When providing information to parties listed in Section 6 for shared use.
8. Security Management Measures
We take necessary and appropriate security measures to prevent leakage, loss, or damage of personal information. We also exercise appropriate supervision over employees and contractors (including subcontractors) who handle personal data.
We have established a “Personal Information Protection Management Policy (HSC-TM-006)” and conduct regular on-site inspections for proper management.
9. Outsourcing to Overseas Entities
If personal data is handled by overseas entities during clinical trials, such cases will be specifically described and explained in the respective informed consent documents.
10. Disclosure and Correction of Retained Personal Data
If an individual requests disclosure, correction, suspension of use, or deletion of their personal information, we will respond promptly after verifying their identity through the designated procedures.
For notifications regarding the purpose of use, corrections, additions, deletions, or suspension of use or third-party provision, please refer to Section 11.
11. Contact Information
For inquiries or complaints regarding the handling of personal information at our Clinic, please contact:
- Medical Corporation Keikokai
Higashi-Shinjuku Clinic– Administration Office
3rd Floor, Daito Building, 1-11-3 Okubo, Shinjuku-ku, Tokyo 169-0072 - Phone
03-6233-8581 (main line) - Reception hours
Monday to Friday (excluding holidays and year-end/New Year holidays)
9:00 AM – 6:00 PM
