Quintiles Transnational Japan K.K.

Privacy Policy

April 1, 2010

Quintiles Transnational Japan K.K. is a leading provider of healthcare outsourcing services, offering professional services, information, and solutions to pharmaceutical, biotechnology, and healthcare related companies. We are strongly committed to ensuring that your personal information is protected and handled in an appropriate manner and establish this policy to comply with laws, regulations, and standards relating to personal information.

Basic Privacy Policy

1. Specify the purpose of use of personal information
When collecting personal information, we will specify the purpose of use unless otherwise permitted by laws and regulations. We will not collect personal information by improper means.

2. Observe the purpose of use of personal information
When using personal information, we will observe the scope of the purpose of use unless otherwise permitted by laws and regulations. If it becomes necessary to use personal information beyond the scope necessary to achieve the purpose of use, we will obtain your prior consent unless otherwise permitted by laws and regulations.

3. Restrict provision to a third party
We will not provide personal information to a third party without your prior consent unless otherwise provided for by laws and regulations.

4. Ensure the accuracy of personal information
We will make every effort to keep personal information accurate at all times.

5. Implement appropriate security measures
We will implement appropriate security measures and make every effort to prevent accidents relating to personal information such as unauthorized access, destruction, information leakage, and tampering. In the event of an accident, we will promptly take corrective measures.

6. Work with your participation
We will respect your ownership of personal information and sincerely respond to your inquiry, request for consultation, and complaint.

7. Comply with laws and regulations, etc. relating to personal information
We will comply with laws and regulations, etc. relating to personal information.

8. Make continuing efforts to protect personal information
We will make continuing efforts to protect personal information in the future and strive to respond swiftly to development in information technology and other changes in society.

Public announcement pursuant to the Act on the Protection of Personal Information
Pursuant to the Act on the Protection of Personal Information (Act No. 57 of May 30, 2003), we hereby announce the following matters (including matters that are required to be “put in a readily accessible condition for the person” and “put in an accessible condition for the person (such condition includes cases in which a response is made without delay at the request of the person)).”

1. Name of business operator handling personal information
Quintiles Transnational Japan K.K.

2. Purpose of use of personal information

  • 2.1 Purpose of use
    We will use personal information for the following purposes.
    • 2.1.1 Personal information of patients and study participants (subjects)
      • To conduct a study, post-marketing study or testing, etc. relating to the work entrusted to us by pharmaceutical companies.
      • We normally obtain information relating to patients and study participants (subjects) after such information is obfuscated by medical institutions, etc. to prevent the identification of specific individuals. We may, however, obtain personal information in exceptional cases.
    • 2.1.2 Personal information of medical personnel
      • To request and implement a study or post-marketing surveillance study, etc. pertaining to the work entrusted to us by pharmaceutical companies
      • To build good communications to ensure smooth execution of the work entrusted to us by pharmaceutical companies
      • To communicate administrative matters regarding the above.
    • 2.1.3 Personal information of pharmaceutical company workers
      • To build good communications to ensure smooth execution of the work entrusted to us by pharmaceutical companies
      • To inform customers about our business or invite them to seminars, etc. relating to our business.
      • To communicate administrative matters regarding the above.
    • 2.1.4 Personal information of persons working for outsourcing companies, consulting and other business partners
      • To communicate, consult, confirm, and request information on the entrusted work.
      • To build good communications to ensure smooth execution of the entrusted work.
      • To communicate administrative matters regarding the above.
    • 2.1.5 Personal information of persons who have contacted our public relations department and our customer services
      • To examine, investigate, and respond to the inquiries, communications, etc.
      • To notify and report to government agencies, public organizations, etc.
      • To communicate administrative matters regarding the above.
    • 2.1.6 Personal information of selected applicants
      →Please refer to the page titled “On the handling of personal information in selection procedure.”
  • 2.2 Change in the purpose of use
    We may change the purpose of use to the extent reasonably considered to have substantial relevance to the purpose of use prior to such change.
  • 2.3 Outsourcing work
    We may outsource part of our work to a third party to the extent necessary for any of the purposes stated in paragraph 2.1 above.

3. Joint use
We may jointly use personal data with a third party in some cases. We will do so under the following conditions.

  • 3.1 Items of personal data that may be jointly used
    Name of the person, name and address of employer, department and position, telephone and fax numbers of employer, email address, and cell phone number.
  • 3.2 Scope of joint users
    Quintiles Transnational Corp. (U.S.) and its subsidiaries worldwide.
  • 3.3 Purpose of use of joint users
    To develop, examine, and provide our services.
  • 3.4 Name of the individual or business operator responsible for the management of the personal data
    Quintiles Transnational Japan K.K.

4. Procedures for responding to requests for disclosure, etc.
We will handle requests for disclosure, correction, discontinuance of use, etc. relating to retained personal data or its content made by a person or his/her agent (hereinafter, “Request for Disclosure, etc.”) as follows.

  • 4.1 Where the Request for Disclosure, etc. should be sent
    Please mail your Request for Disclosure, etc. to the following address, enclosing a prescribed application form and necessary documents. Please write on the envelope “Disclosure Request Documents enclosed” in bright red ink.
    Quintiles Transnational Japan K.K.
    Attn: Legal Division
    3-12-1 Kachidoki, Chuo-ku, Tokyo, 104-0054, Japan
  • 4.2 Documents (forms) to be submitted with the Request for Disclosure, etc.
    If you wish to send the Request for Disclosure, etc., please download the following Application Form (4.2.1), fill in the form with all the requested information, and send it by mail, enclosing documents for identification confirmation (4.2.2) and the requisite fee (4.2.3) (the fee, however, only applies to a request for disclosure).
    • 4.2.1 Our prescribed Application Form:　1 copy
    • 4.2.2 Document for identification confirmation: 　1 copy
      A copy of driver’s license, certificate of insured person for health insurance or other public certificate (please black out any statement on the registered domicile before mailing) by which your name and present address can be confirmed.
    • 4.2.3 Fee (only if you are making a request for disclosure)
      Postal money order for 500 yen
  • 4.3 Request for Disclosure, etc. by an agent
    If the Request for Disclosure, etc. is made by a statutory agent of a minor or an adult ward or an agent privately appointed by you regarding the Request for Disclosure, etc., please enclose the following documents in addition to those listed in the preceding paragraph.
    • 4.3.1 In the case of a statutory agent
      • Document to confirm the authority of statutory representation:　1 copy
        A transcript of a family register, certificate of registered matters for adult guardianship (in the case of a guardian of an adult), or a copy of certificate of insured person for health insurance that contains the names of dependents (in the case of a person who has parental authority). (Please black out any statement on the registered domicile before mailing.)
      • Document to confirm that the applicant is the statutory agent of a minor or an adult ward:　1 copy
        A copy of driver’s license, certificate of insured person for health insurance or other public certificate (please black out any statement on the registered domicile before mailing) by which the appointment of statutory agent and his/her present address can be confirmed.
    • 4.3.2 In the case of a privately appointed agent
      • Power of attorney (please use our form):　1 copy　→click here
      • Your seal registration certificate (issued within the last three (3) months):　1 copy
      • Document to confirm that the applicant is your privately appointed agent:　1 copy
    • A copy of driver’s license, certificate of insured person for health insurance or other public certificate (please black out any statement on the registered domicile before mailing) by which the name and present address of the agent can be confirmed.
  • 4.4 Fee for the Request for Disclosure, etc. and method of its collection
    A fee of 500 yen per each application is payable only in the case of a request for disclosure. (No fee is required for any request for correction, erasure, and discontinuance of use or provision.)
    Please enclose a postal money order for 500 yen in your application.
    If an insufficient fee or no fee is enclosed, we will notify you. If we do not receive your payment within two (2) weeks of our notice, your request for disclosure will be treated as not having been made.
  • 4.5 Other matters
    • 4.5.1 We will only use personal information acquired through the Request for Disclosure, etc. to the extent necessary to provide our response. The documents you submit will not be returned but will be destroyed after being retained for a period not exceeding six (6) months.
    • 4.5.2 Upon receipt of necessary documents, etc. and when it is confirmed that there is no deficiency in the information stated in those documents, etc., we will commence our investigation.
    • 4.5.3 If a request for correction, etc. is made, we will, except in cases where special procedures for such correction, etc. are prescribed by any other laws and regulations relating to personal information protection, make a necessary investigation within the scope necessary for the achievement of the purpose of use.
    • 4.5.4 If a request for discontinuance of use, etc. is made and if it is found that the request has a reason, we will discontinue use, etc. to the extent necessary for redressing the violation. However, if it costs large amount or otherwise difficult to discontinue use, etc. we may takes necessary alternative measures to protect your rights and interests.
    • 4.5.5 No disclosure will be made in the following cases. If a decision for non-disclosure is made, you will be provided with a notice and reason for the decision. A prescribed fee will be charged even in the case of non-disclosure.
      • If an identification confirmation cannot be completed due to a discrepancy between an address in your application, address in an identification confirmation document, and our record of the address, etc.
      • The authority of representation cannot be confirmed in the case of an application by an agent.
      • If there is a deficiency in prescribed application documents
      • The subject matter of request for disclosure is not part of retained personal data.
      • Disclosure is likely to harm your or a third party’s life, body, property, or other rights or interests.
      • Disclosure is likely to seriously impede the proper execution of our business.
      • Disclosure violates other laws and regulations.

5. Sending your complaints

  • 5.1 Handling of personal information
    If you have any complaint regarding our handling of retained personal data, please contact the following address or number.
    • 5.1.1 By mail
      Quintiles Transnational Japan K.K.
      Attn: Legal Division
      FOREFRONT TOWER, 3-12-1 Kachidoki, Chuo-ku, Tokyo, 104-0054, Japan
    • 5.1.2 By fax
      Quintiles Transnational Japan K.K.
      Attn: Legal Division
      Fax: 03-3531-9091
    • 5.1.3 By email
      Quintiles Transnational Japan K.K.
      Attn: Legal Division
      email: japanprivacy@quintiles.com
      Please note that you no application can be made in person by coming to our office or by phone or any other means other than those stated above.
  • 5.2 Name of the authorized personal information protection organization to which we belong and where you may send your complaint
    We do not currently belong to any authorized personal information protection organization.