The Tokushukai General Incorporated Association Information System Department (the Department) develops, implements and operates systems in pursuit of a society where information technology helps everyone receive compassionate, safe and the best possible medical care, anytime and anywhere.

To fulfil this mission, we handle the personal information of our customers, staff at Group facilities and our own employees appropriately and with strict care.

As a practical commitment, we have established this Privacy Policy and a personal information protection management system based on JIS Q 15001. Through this system, we ensure that employees understand the importance of protecting personal information and that such information is used and managed appropriately.

1. Handling personal information

   The Department limits the use of personal information to what is necessary for its activities and operational management. If information is to be used beyond its original purpose, we will not use or provide it without the individual's consent in accordance with prescribed rules, except in the following circumstances:

   • When required by law, including enquiries from the police, public prosecutors or other authorities.
   • When necessary to protect a person's life, physical safety or property and obtaining consent is difficult.
   • When cooperation is needed for a national authority or similar body to carry out legally prescribed duties and obtaining consent could impede those duties.

   Purposes of use
   Personal information subject to disclosure

   • Personal information of Department employees: for personnel, labour and contract management and related procedures.
   • Personal information of applicants for employment with the Department: for identification, selection, communication, enquiries and sending related documents.
   • Personal information handled by patient services in the clinical support and PHR systems we provide: for operation and maintenance.

   Personal information not subject to disclosure

   • Personal information of patients at Group facilities handled on an entrusted basis: for system development and support for Group hospital operations.
   • Personal information of staff at Group facilities: for system development and support for Group hospital operations.
   • Personal information of former staff at Group facilities: for system development and support for Group hospital operations.
   • Personal information in DRFs (applications for permission to use data) of individuals who have consented to research: for the provision of case information through work entrusted to research institutions.

   Retention and deletion of personal information handled by our patient services

   We retain personal information entrusted to us by users without a fixed retention period, to the extent necessary to provide our services and fulfil the purposes of use.
   If a user completes the account withdrawal procedure within an application for a service we provide, we will delete that user's personal information. If a statutory retention obligation applies, however, we may retain the minimum information necessary for the period required by law.

2. Compliance with laws and regulations

   The Department complies with Japanese laws, national guidelines and other standards concerning the handling and protection of personal information.

3. Security measures: preventing and correcting leakage, loss or damage

   We take comprehensive preventive measures against leakage, loss or damage to personal information to ensure its security and accuracy. If a problem occurs, we will promptly take corrective action.

   Organisational safeguards
   We regularly inspect how personal data is handled and arrange audits by other departments and external parties.

   Personnel safeguards
   We regularly train staff on precautions for handling personal data.

   Physical safeguards
   In areas where personal data is handled, we control staff entry and exit, restrict equipment brought into the area and take measures to prevent unauthorised access to personal data.

   Technical safeguards
   We use systems that protect information systems handling personal data from unauthorised external access and malicious software.

4. Contact for this policy and personal information

   The following contact handles complaints, requests, enquiries and consultations about our personal information protection policy and personal information.

   Address:

   〒 530-0001
   8F, Osaka Ekimae Dai-ichi Building, 1-3-1-800 Umeda, Kita-ku, Osaka, Japan

   TEL：

   06-6346-2821

   FAX：

   06-6345-0360

   E-mail：

   

5. Improving our personal information protection framework

   We maintain a personal information protection management system based on JIS Q 15001 and manage personal information through it. We review the system as appropriate and work to improve it continually.

• Established: 1 August 2013
• Revised: 14 April 2026

Tokushukai General Incorporated Association Information System Department
Senior Director Noriyuki Takahashi