Regulation on Handling Personal Information

Article 1 (Objective)

This regulation indicates how personal information of the members collected for the operation of this society is handled.

Article 2 (Reason for Setting up the Handling Regulation)

This regulation is established in correspondence to “Act on the Protection of Personal Information” (hereinafter referred as personal information protection law) Chapter 4, Section 1 (from Article 15 to Article 36) and it observe the law and related norms.

Article 3 (The Scope of Personal Information)

The Japanese Society for Hygiene collects necessary information to identify the individual from the member or non-member who participates or try to participate in the activity of the society. The scope is the member’s name, where they belong to, Date of birth, contact information (address, phone number, fax number, e-mail address of their home), (address, phone number, fax number, e-mail address of their institution), scope of research, payment situation of their fee, award received from other societies,　encouragement award, and election for the board, and other necessary information.

Article 4 (Information Collection and Subject of Collection)

As it was mentioned in the previous article, the Japanese Society for Hygiene collects information necessary information to identify the individual from the member or non-member who participates or try to participate in the activity of the society in order to conduct academic research and operation objectives of this society. When the information is collected, the objective is disclosed and the provider is willing to provide the information as a general rule.

Article 5 (Reasons for Disclosure)

The personal information of the member is disclosed to necessary member who needs to contact the member in order to operate the society, achieve the objectives of the society, and to contact one another for research reasons. The members who were disclosed of the information cannot use the personal information for reasons other than what was mentioned above.

Article 6 (The Scope of Disclosure)

Personal information collected for the society is available to the director and the board of directors of this society based on the regulation indicated in Article 2. Other members have access to the name, their institution, contact information (address, phone number, fax number, and e-mail address of their home), (address, phone number, fax number, and e-mail address of their institution), and scope of research within the scope of personal information protection law if the concerned person agrees to the disclosure.

Article 7 (Prohibition of Transfer to a Third Party)

Based on Article 5, the member who was acquire the information cannot transfer or disclose of the personal information of the member to non-members. However, it does not apply if it is to operate the society, to achieve the objectives of the society and it is approved by the board of directors. After a board member leaves their position, the personal information that they acquired while they are in position must be disposed in an appropriate manner.

Article 8 (Explicit Disclosure)

The name, position, their institution, the address of their institution of the board member are disclosed on the website for the society. Also, the name, their institution, the address of their institution, and e-mail address of the contributor to the journal are disclosed in the journal and online journal.

Article 9 (Handling of the Directory)

The directory of the personal information of the members is composed for the activity of the society, election of the board member, and contact for research and name, their institution, contact information (address, phone number, fax number, and e-mail address of their home), (address, phone number, fax number, and e-mail address of their institution), scope of research are indicated in the directory after the provider of the information gave their consent. The directory cannot be transferred to a third party, and they must not lose it. This directory can only be used for contacting one another for the operation of the society and for research.

Article 10 (Storage of Personal Information Document)

The storage period of the document indicating personal information of the members is determined in “the document management ledger.” The personal information of withdrawn members is not deleted from the digital data. However, if it is difficult to distinguish whether the member is withdrawn or not in document management, it can be maintained for the duration indicated in “the document management ledger.”

Article 11 (Exceptions)

Personal information of the members may be disclosed to a third party in order for the public benefit, the protection of the life of the members or a third party or based on the ordinance regardless of the rules indicated in this regulation.

Article 12 (Revision)

This regulation can be revised based on the initiative of the director and determined in the discussion of the board of directors. However, rules that is against the law will not be established.