Personal Information Protection Policy

1. The Alfresa Group complies with laws, regulations and other norms concerning the protection of personal information.
2. The Alfresa Group will establish a management system to protect personal information and strive to ensure the proper handling of personal information.
3. The Alfresa Group acquires, uses and provides personal information appropriately, and takes appropriate measures for disclosure, correction, suspension of use, etc.
4. The Alfresa Group strives to keep personal information accurate and up-to-date, and takes appropriate security control measures, such as preventing leakage, loss or damage.
5. The Alfresa Group will formulate, maintain, implement, and continuously improve internal regulations, etc. for the proper management of personal information.

Privacy Policy

September 2, 2024
Akira Mizuo,President and Representative Director Ark Medical Solutions Inc.

The Company and Alfresa Group companies are deeply aware that personal information is extremely important and will handle the personal information concerning all persons associated with the Alfresa Group (which include individual customers, people belonging to various organizations such as medical institutions, research institutes, and companies, executives and employees of Alfresa Group companies, and people interested in Alfresa Group products, merchandise, and services (hereinafter referred to as “Products, etc.”), as well as in Alfresa Group operations, etc.) in an appropriate manner in accordance with applicable laws, regulations, and the guidelines, the Alfresa Group regulations and this Privacy Policy.

I. Purposes of Use of Personal Information

The Alfresa Group will handle the personal information provided to it to the extent necessary to achieve the purposes of use described below.

1. 1. Purposes of use of personal information concerning physicians, dentists, pharmacists and other medical personnel, persons engaged in medical and pharmaceutical research and those belonging to organizations related to such research, medical and pharmaceutical administration personnel, patients who use medical institutions using Alfresa Group pharmaceuticals, etc., and clinical trial participants
   • To collect, review, and provide information on the quality, safety, and efficacy of pharmaceuticals, medical reagents, medical devices, quasi-drugs, pharmaceutical raw materials, etc. (hereinafter referred to as “Pharmaceuticals, etc.”) provided by the Alfresa Group
   • To collect and provide academic research information related to Pharmaceuticals, etc.
   • To confirm the place of use and status of use of Pharmaceuticals, etc.
   • To execute contracts relating to Pharmaceuticals, etc. (notice, order receipt, delivery, payment, and follow-up communication), and to provide after-sales services
   • To outsource and implement clinical trials; to conduct research of, develop, and sell Pharmaceuticals, etc. based on the results of clinical trials; to submit applications to regulatory authorities in Japan and overseas; and to respond to inquiries from participants in clinical trials
   • To conduct post-marketing surveillance, early post-marketing phase vigilance and other investigations in the event of adverse drug reactions or accidents; to respond to and report on product recalls; and to perform contracted services related thereto
   • To disclose information in accordance with laws, regulations, guidelines, etc., including guidelines for transparency in relationships with medical institutions, etc.
   • To perform contracted services such as inventory control, system equipment maintenance, etc.
   • To give notice of lectures, seminars, etc.
   • To provide information for surveys conducted by administrative agencies, etc.
   • To notify and report to government and other public offices
   • To provide sales and purchase histories of business partners to pharmaceutical companies, etc.
   • To conduct clinical research and other development of Pharmaceuticals, etc., and to submit applications to regulatory authorities in Japan and overseas, etc.
2. Purposes of use of personal information on patients receiving home care
   • To lease medical equipment (controlled medical devices requiring special maintenance); to supply oxygen gas, etc.; to conduct other transactions involving Alfresa Group’s Products, etc.; and to provide related information
   • To confirm the status of use of the above Products, etc.
3. Purposes of use of personal information concerning manufacturers, contract manufacturers, wholesalers, transporters, and clinical trial service providers of Pharmaceuticals, etc., and medical institutions to which Pharmaceuticals, etc. are sold, and other business operators that have or are likely to have business transactions with the Alfresa Group, and persons belonging to such business operators
   • To conduct communication, consultation, negotiation and outsourcing in connection with transactions involving Products, etc. (including Pharmaceuticals, etc) provided by the Alfresa Group
   • To execute contracts concluded with the Alfresa Group, and to conduct communication and provide after-sales services related to such contracts
   • To understand, investigate, and analyze the status of transactions involving Products, etc. provided by the Alfresa Group
   • To improve, plan, develop and sell the Alfresa Group’s Products, etc. and to provide information related thereto
   • To manage, supervise and accomplish business entrusted by the Alfresa Group, and to appropriately implement other entrusted business
4. Purposes of use of personal information concerning users of services provided by the Alfresa Group on its website and online, and the Alfresa Group’s contact points of inquiries, etc.
   • Purposes of use stated in “3” above
   • To smoothly operate services provided by the Alfresa Group on its website and online, contact points for inquiries, and conduct other actions to improve customer convenience (hereinafter referred to as “Services, etc.”)
   • To verify personal identification and manage accounts, etc. at the time of registration and use of Services, etc.
   • To select winners in prize promotions, campaigns, competition regarding Services, etc., review and deliver goods and gifts regarding thereto, and conduct other associated activities related thereto
   • To review, investigate and respond to inquiries, and to respond to requests for materials, etc.
   • To provide information on and support for Products, etc. or Services, etc.
   • To construct, maintain and operate websites, and to take other actions indispensable to the provision of Services, etc.
   • To investigate, verify and respond to, acts in violation of the Terms of Use, fraud, unauthorized access, and other illegal acts related to Services, etc., and other inappropriate acts associated with the use of Services, etc.
5. Purposes of use of personal information concerning shareholders, institutional investors, securities analysts, and data requestors
   • To fulfill the obligations and exercise the rights stipulated by laws and regulations or contract with the Alfresa Group
   • To send reports, integrated reports, and other distributed materials and to make other communication
   • To manage shareholders, including preparation of shareholder data in accordance with prescribed standards under various laws and regulations
6. Purposes of use of personal information concerning Alfresa Group’s directors, Audit and Supervisory Board members, officers, auditors, executive officers, employees, contract employees, temporary employees, non-regular employees, loaned employees, part-timers, other officers and employees, retirees, etc., and their families
   • To perform procedures at the time of recruitment and hiring, enrollment in social insurance, business communication, various procedures required by law, and other procedures necessary for employment management
   • To determine and pay remuneration (wages, allowances, bonuses, etc.), and to perform procedures for withholding tax collection and payment as well as other necessary procedures for payment of remuneration
   • To perform following works and procedures necessary therefor: assignment, preparation of a list of employees, personnel evaluation, training and education, provision of welfare benefits, liaison regarding social activities, etc., transfer, promotion, secondment, leave of absence, reinstatement, and other personnel and labor management
   • To perform procedures necessary for health and safety management, including management of working hours, health and safety management, maintenance of appropriate work environment, determination of assignment after returning to work, and fulfillment by the company of its duty of care for safety
   • To provide information concerning labor unions, mutual aid associations, health insurance unions, pension fund, participating organizations, affiliated companies, and employee stock ownership associations, and to report and provide necessary information to such organizations
   • To perform procedures for personal changes, various celebrations and condolences, payment of congratulatory and sympathy money, and other necessary procedures
   • To perform the following works: management, improvement, and guidance of working hours, work style, and transportation routes during transportation and warehouse operations, ensuring legality, investigating causes of accidents, and preventing recurrence; and to take other necessary actions
   • To investigate and review the exercise of rights or performance of obligations, misconduct, scandal, or violation of internal rules by Alfresa Group companies, and to perform other procedures necessary for Alfresa Group companies to legally and appropriately carry out their business activities
   • To perform procedures for transfers, retirement, payment of severance pay, handling inquiries from retirees, and other necessary procedures related to retirement
   • To perform other procedures necessary for personnel and labor activities of the Alfresa Group
7. Purposes of use of personal information concerning applicants for employment
   • To consider and decide whether to accept or reject and to notify the applicants thereof
   • To review and analyze recruitment and screening activities, and to consider and respond to future recruitment and screening activities
   • To use for reference in the implementation and future planning and operation of the internship program
   • To implement pre-employment procedures and post-employment management
8. Purposes of use of personal information concerning visitors to the Alfresa Group, persons who are interested in Products, etc. of the Alfresa Group, persons from organizations related to the Alfresa Group, and persons who contact the Alfresa Group in addition to those mentioned in the preceding paragraphs
   • To perform procedures necessary for access control, efficient business operations, and ensuring security at Alfresa Group facilities, as well as other measures to manage and use Alfresa Group facilities
   • To analyze the usage, transactions, and browsing of Alfresa Group’s Products, etc., and to improve, plan, develop, and sell Alfresa Group’s Products, etc., based on the hobbies and preferences of the individual, and to provide information related thereto
   • To review, investigate and respond to inquiries
   • To send various letters, notices, etc.
   • To confirm the identity of the person making a claim or demand to the Alfresa Group, and to consider and respond to the fulfillment of the Alfresa Group’s obligations or exercise of its rights
   • To identify the individual
   • To conduct other business related to the above purposes of use and other purposes incidental thereto

The Alfresa Group will not, without the consent of the individual, change the purposes of use beyond the scope reasonably deemed relevant to the purposes of use above or use the information beyond the scope necessary to achieve the purposes of use above. Within the scope of the above purposes of use, the Alfresa Group may analyze the usage and purchasing status of Alfresa Group’s Products, etc. and Services, etc., and plan, develop, and sell Alfresa Group’s Products, etc. and Services, etc. or provide information according to the preferences of the individual concerned.

II. Provision of Personal Data to Third Parties

In order to protect personal data, the Company will not disclose or provide personal data that it has obtained to a third party without prior consent of the individual concerned, except as required by laws and regulations.

III. Shared Use

The Company will share personal data within the Alfresa Group to the following extent in order to provide comprehensive services.

1. Shared use by Alfresa Group

   (1) Personal data for shared use

   • Personal information concerning business partners of the shared users
     • Name, address, place of employment, title, telephone number, facsimile number, e-mail address, transaction information, details of inquiries, etc.
   • Personal information concerning officers and employees of the shared users (directors, Audit and Supervisory Board members, officers, auditors, executive officers, employees, contract employees, temporary employees, non-regular employees, loaned employees, part-timers, etc.)
     • Name, address, place of employment, title, telephone number, facsimile number, e-mail address, and personal information related to employment management

   (2) Scope of shared users

   Alfresa Group (including companies that will join the Alfresa Group in the future)
   For more information, see https://www.alfresa.com/privacy/details.

   (3) Purposes of use

   • Information concerning business partners of the shared users
     • To contribute to the improvement and efficient provision of comprehensive services by the Alfresa Group
     • To provide information on Products, etc. provided by the Alfresa Group
     • Other purposes of use stated in “3” and “8” of “I. Purpose of Use of Personal Information”
   • Personal information concerning executives and employees of the shared users
     • To effectively utilize manpower in the Alfresa Group (including personnel exchanges, transfers, etc.)
     • To appropriately execute business management operations as the Alfresa Group (including understanding and managing various risks)
     • To provide an information system used by the Alfresa Group
     • Other purposes of use stated in “6” and “8” of “I. Purpose of Use of Personal Information”

   (4) Person responsible for shared use

   • Alfresa Holdings Corporation
     https://www.alfresa.com/about/corporate/

2. Shared use by INTAGE GROUP

   The Company will share personal information with the INTAGE GROUP in order to exercise any rights or perform obligations against sole proprietors having a business relationship with the Company.

   (1) Personal data for shared use

   Name, address, telephone number of the sole proprietor, the number of the qualified invoice issuer, and other information provided to the Company in relation to the transaction with the Company

   (2) Scope of shared users

   INTAGE GROUP (including companies that will join the INTAGE GROUP in the future)
   For more information, see https://www.intageholdings.co.jp/company/intagegroups/.

   (3) Purposes of use

   • To process payments related to transactions with the Company

   (4) Person responsible for shared use

   The company mainly responsible for the management of personal information (the company to which the individual initially provided his/her personal information)

   *A personal information protection manager is appointed at each group company that shares personal information.

   *Each group company that shares personal information outsources business partner management to INTAGE ASSOCIATES Inc., a shared service company of the INTAGE GROUP.

IV. Use of Analytics Functions

The Alfresa Group website uses Google Analytics, an access analytics service provided by Google, as well as Google Ads. The Alfresa Group sends information to Google, such as the URL and IP address of the webpages visited by visitors, designs websites that meet each visitor’s preferences, and distributes advertisements. For more information about these functions, visit the following site.
Please note that if you do not want to accept Google Analytics cookies, you can refuse by installing the opt-out plug-in provided by Google, and if you do not want to allow the use of Google Analytics for advertising, you can do so by opting-out from the Google Ads management.
Function detailshttps://policies.google.com/technologies/cookies?hl=ja
Plug-inshttps://tools.google.com/dlpage/gaoptout?hl=ja
Google Ads managementhttps://myadcenter.google.com/home?sasb=true&ref=ad-settings

V. Contact for Complaints, Inquiries, Notifications and Disclosure of the Purpose of Use, and Other Inquiries Concerning Retained Personal Information

Please contact the following Personal Information Inquiry Desk for complaints and inquiries concerning personal data held by the Company, notification of the purpose of use of personal data held by the Company, and procedures for requesting disclosure, correction, etc., or suspension of use, etc. (hereinafter referred to as “Disclosure, etc.”) of personal data held by the Company.

Address

170-0013
8th Floor, World Import Mart Building, 3-1-3 Higashi Ikebukuro, Toshima-ku, Tokyo

Name

ArkMS Corporation
Personal Information Inquiry Desk

Inquiry form

https://www.arkms.co.jp/english/contact/other/

Contact method

Please make your request in accordance with the “Procedures for Requests for Notification, Disclosure, etc. of Purposes of Use.”

VI. Matters Concerning Security Control Measures

1. Establishment of discipline relating to the handling of personal data

   The Company has established Personal Information Management Rules, which stipulate specific security control measures for personal data.

2. Organizational security control measures

   A person responsible for the handling of personal data has been appointed, and a system has been established to report to the responsible person when a fact or a sign of a violation of laws or handling rules is identified. The Company also conducts regular self-inspections of the handling status of personal data.

3. Human security control measures

   Compliance with the Personal Information Management Rules is included in the rules of employment, and the Company makes sure that its employees are well-informed of precautions to take when handling personal data.

4. Physical security control measures

   The Company takes measures to prevent the theft or loss of devices, electronic media and documents that handle personal data, as well as measures to prevent easy identification of personal data when carrying such devices, electronic media, etc.

5. Technical security control measures

   Access control is implemented to limit the scope of persons in charge, personal information databases handled, etc. In addition, a system is in place to protect the information systems handling personal data from unauthorized access from outside or malware.

6. Understanding of the external environment

   When handling personal data in a foreign country, the Company takes necessary and appropriate measures for secure management of personal data after understanding the systems, etc. concerning the protection of personal information in the relevant foreign country.