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Privacy policy
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Privacy policy

1. Fundamental policy on protecting personal information

The Takeda Health Insurance Society takes the following measures to appropriately safeguard information concerning individual members (“personal information” hereinafter).

  1. The Health Insurance Society implements appropriate safety measures to safeguard the personal information it obtains on its members against leaks, loss, damage, or improper access to personal information on members.
  2. The Health Insurance Society uses the personal information provided by members solely for purposes considered beneficial for members, such as health maintenance and promotion. In addition, it uses Individual Numbers(nicknamed “My number”) only within the scope of the purposes specified in the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure.
  3. Except when it has obtained advance consent from the member, the Health Insurance Society will not provide personal information on a member to any third party. Additionally, it will not provide personal information containing Individual Numbers (“specific personal information” hereinafter), whether or not the individual has consented, except in the cases specified in the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure. However, in the following cases, it may provide personal information on members other than specific personal information to third parties without obtaining advance consent from members:
    1. (1) As stipulated by laws or regulations
    2. (2) When necessary to protect the life, safety, or property of an individual in cases in which obtaining the consent of the member would be difficult
    3. (3) When necessary to improve public health or to promote the healthy growth of children in cases in which obtaining the consent of the member would be difficult
    4. (4) When necessary to cooperate with national governmental bodies or local governmental authorities or parties entrusted by national government bodies or local governmental authorities to execute affairs as specified by laws or regulations in cases in which obtaining the consent of the member could impede their execution
  4. In addition to training and raising awareness among its staff regarding personal information protection, the Health Insurance Society will strive to manage personal information appropriately by assigning persons responsible for such management.
  5. When subcontracting its business operations, the Health Insurance Society will carry out review and implement improvements to strengthen personal information protection measures. When concluding business subcontracting agreements, it will carefully examine the competence of subcontractors and consider issues relevant to personal information protection in the content of such agreements as well.
  6. A member who wishes to review, revise, or otherwise access his or her personal information may contact the Health Insurance Society’s Privacy Contact. The contact there will respond swiftly to such requests to the extent reasonable.
  7. In addition to complying with laws, regulations, and other standards concerning the handling of members’ personal information, the Health Insurance Society continually reviews and strives to improve the content of this Privacy Policy.

2. Purposes of use of personal information provided

Purposes and methods of use of the personal information on insured persons and their family members (dependents) handled by the Health Insurance Society in its ordinary business operations are listed below.

  1. Purposes related to certifying eligibility as insured persons or other members and collecting insurance premiums, etc.(examples; not an exhaustive list)
    • Preparing, adding data to, and correcting data in master databases including records of members through entry of eligibility information and other data, and subcontracting such operations
    • Use of master databases in health insurance activities in general
    • Confirming eligibility as insured persons and ascertaining standard monthly remuneration and standard bonuses
    • Collecting health insurance premiums, long-term care insurance premiums, and regulation insurance premiums
    • Certifying dependents
    • Issuing and collecting health insurance cards, limit amount authorization, and other medical certificates, and subcontracting such operations
    • Making inquiries to and responding to inquiries from medical care institutions and other insurers (including municipal governments and pension offices), in the above example.
  2. Purposes related to providing insurance benefits to insured persons and others(examples; not an exhaustive list)
    • Providing insurance benefits and additional benefits and paying for such benefits through employers
    • Uses as stipulated in the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure
    • Ensuring automatic payment of High-Cost Medical Care Benefits, additional benefits, and other benefits and payment through employers
    • Submitting claims (including cases of attaching Rezepts [medical cost details]) and making inquiries to casualty insurance companies or other parties if health insurance was used to pay for examination or treatment due to the actions of a third party, for example, in traffic accidents
    • Making inquiries to and responding to inquiries from medical care institutions and other insurers (including municipal governments and pension offices)
    • Performing and subcontracting data processing, inspection, etc. of insurance benefits and other matters
    • Submitting claims for joint undertakings related to High-Cost Medical Care Benefits provided by the NFHIS
    • Performing and subcontracting operations related to calculating medical care costs incurred overseas, translations, etc
    • Sharing information as stipulated in the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure, in the above example.
  3. Purposes related to health activities(examples; not an exhaustive list)
    • Conducting and subcontracting operations related to health checkup, health guidance, health consultations, procedures for undergoing health examinations, and other health activities in general, for purposes of health maintenance and promotion
    • Performing and subcontracting operations related to the implementation of specified health diagnoses and health guidance, management thereof, reports submitted to the national government, and related matters
    • Subcontracting health checkups to medical care institutions
    • Preparing master databases including results of health checkup, health guidance, etc. and preparing related materials, as well as subcontracting such operations
    • Providing subsidies for employer activities
    • Notifying insured persons and others of household medical care costs, and subcontracting such operations
    • Distributing and subcontracting the distribution of publications (e.g., Society bulletins and health-guidance pamphlets) to insured persons and others
    • Handling and subcontracting the handling of statistical compilation, analysis, and other operations related to results of health activities<
    • Planning, implementing and managing health activities such as walking campaigns, influenza vaccination subsidies, insurance subsidies for purchase of medicines, etc., and subcontracting such operations, in the above example.
  4. Purposes related to reviewing and paying medical fees(examples; not an exhaustive list)
    • Checking and reviewing the content of medical cost details, Application Forms for Judotherapist Expenses, Application Forms for Medical Care Expenses (domestic medical costs / overseas medical costs /acupuncture and moxicautery), etc. (“Rezepts (medical cost details), etc.” hereinafter), making payments based thereon, and subcontracting such operations
    • Making and responding to inquiries concerning benefits paid by public expenditure and municipal subsidies for medical care costs
    • Data processing and image processing of Rezepts (medical cost details), etc., requesting follow-up review by the Health Insurance Claims Review & Reimbursement Services (HICRRS), etc., and subcontracting of such operations, in the above example.
  5. Purposes related to ensuring the stability of Health Insurance Society operations(examples; not an exhaustive list)
    • Analysis of medical care costs and sicknesses, and subcontracting of related operations
    • Preparation of basic materials for study, planning, and proposal of administrative and management operations and business plans
    • Performing and subcontracting data processing and other operations related to analysis and notification of medical care costs
    • Participation in projects involving analysis of medical care costs by the head office of the National Federation of Health Insurance Societies, in the above example.
  6. Other purposes of use(examples; not an exhaustive list)
    • Disclosure to authorized persons in accordance with disclosure request procedures for disclosure of the Rezept ( medical cost details)
    • Consulting with or notifying insurers, medical care institutions, and others in connection with compensation for insured accidents caused by third parties, in the above example.
  7. Specific personal information(examples; not an exhaustive list)
    Purposes of use in coordination of information with other insurers or administrative agencies (“other agencies” hereinafter) as specified in Article 19, Paragraph 7 of the Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure

    [Receiving information from other agencies for purposes related to processing Society business activities(examples; not an exhaustive list)]
    • Information on benefits, etc. in connection with administration of screening for insurance benefits such as Injury and Sickness Allowance and High-Cost Medical Care Benefits
    • Information on taxation and non-taxation status in connection with activities such as determination of copayment categories for elderly recipients
    • Information on eligibility with other agencies in connection with administration of determination of eligibility to become insured person
    • Information on taxation and non-taxation status, certificates of residence, etc. in connection with administration of dependent certification

    [Provision of information by the Society for purposes related to processing of business activities of other agencies(examples; not an exhaustive list)]
    • Information related to insurance benefits provided by the Society in connection with administration of benefits from other agencies, such as High-Cost Medical Care Benefits and benefits related to childbirth or funerals
    • Information related to the determination of eligibility or dependent eligibility with the Society in connection with administration of confirmation of eligibility by other agencies, such as determination of eligibility or dependent certification

in the above example.

3. Joint use of personal information provided

The Health Insurance Society uses information jointly with other parties as described below:

  1. Joint use with employers who are members of the Health Insurance Society
    1. (1) Name of party involved in joint use
      Employers who are members of the Health Insurance Society
    2. (2) Items of personal data involved in joint use
      1. ①. Insured persons’ code/number (employee nos.), names, sections, seconding destinations, work locations, positions, addresses, telephone nos., retirement dates, dependents, and other basic information on insured persons
      2. ②. Information shown on the Claim for Injury and Sickness Allowance/Additional Sum, other than the information under ① above
      3. ③. Information shown on the Claim for Maternity Allowance/Additional Sum, other than the information under ① above
      4. ④. Information on periodic health examinations and other examinations conducted by the Company
      5. ⑤. Other information as needed to perform duties pursuant to laws and regulations
    3. (3) Purposes of use
      1. ①. Conducting health insurance operations (e.g., insurance benefits and health activities) for employees who are insured persons in the Health Insurance Society and dependent family members, pursuant to the Health Insurance Act
      2. ②. Activities such as analysis of sicknesses for purposes of formulating, maintaining, and improving Health Insurance Society business plans (by section, seconding destination, work location, position, etc.)
  2. Provision of grants related to high-cost medical care benefits
    1. (1) Name of party involved in joint use
      National Federation of Health Insurance Societies (“NFHIS” hereinafter)
    2. (2) Items of personal data involved in joint use
      1. ①. All items shown on medical cost details (including the pharmaceutical statement, “the Rezept ( medical cost details)” hereinafter), in digital or paper form
      2. ②. All items shown on applications for payment of a subsidy with summary of the details, in digital or paper form
    3. (3) Purposes of use
      Under Article 2 of the Supplementary Provisions of the Health Insurance Act, when the Society encounters high medical care costs, it uses this data to apply to receive grants from the NFHIS to defray certain medical care costs. The NFHIS uses this data to check the content of the application and provide appropriate grants. It also uses the Rezept ( medical cost details) involving particularly high costs of 10 million yen or more per month as data to address growing medical care costs by releasing information (after removing any personal information) such as amounts and names of main diseases.

4. Personal information contact point

  1. Contact point : Takeda Health Insurance Society Office
    Please send any inquiries to the Health Insurance Society by e-mail Mail
    address: Health Insurance_Society@takeda.co.jp
  2. Hours:9:00 am–4:00 pm (on days the Society is open for business)
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