Personal Information Protection Policy

Bayer Yakuhin, Ltd (hereinafter referred to as the “Company”) is fully aware that personal information is an essential property of individuals and securing personal information of all our customers and stakeholders is one of our social responsibilities. The Company is committed to comply with the Act on the Protection of Personal Information of Japan and other related legislation (hereinafter collectively referred to as the “Personal Information Protection Act”) and will endeavor to properly protect and manage such information in accordance with this Personal Information Protection Policy as set forth herein.

All the officers and employees of the Company (including contractors, temporary workers, part-time employees and such, the same shall apply hereinafter) understand this Personal Information Protection Policy and will endeavor to protect and maintain personal information, in order to become “a trusted and highly rated company” in the society.

1 . Compliance with the Laws

The Company will strictly comply with Personal Information Protection Act, related laws and regulations, guidelines and this Personal Information Protection Policy, when handling Personal Information.

2 . Acquisition of Personal Information

The Company will explicitly establish the purposes of use of Personal Information and notify and/or announce such purposes. The Company will acquire Personal Information in a lawful and appropriate manner.

3 . Use of Personal Information

The Company will use Personal Information only within the scope of the purposes of use of Personal Information unless otherwise the consent of the principal identified by the relevant Personal Information is obtained or unless authorized by applicable laws.

4 . Management of Personal Data

The Company will continuously take all measures necessary from technical and organizational point of view to prevent unauthorized access to personal data, loss, destruction, falsification and leakage of personal data. The Company will educate its officers and employees on proper handling of personal data.

5 . Provision of Personal Data to Third Party

The Company will not provide personal data to any Third Party without the consent of the principal identified by the relevant personal data or unless authorized by applicable laws.

For the purpose of this Personal Information Protection Policy,　”Third Party” means a third party as described in the Act on the Protection of Personal Information of Japan.

6 . Provision of Personal Data to Service Providers

To the extent necessary to achieve the purpose of use of Personal Information, the Company may outsource the handling of personal data to its group companies or external service providers. The Company shall select service providers, which handle personal data in an appropriate manner, and will supervise service providers as necessary and appropriate to ensure the security control of the personal data.

7 . Modification of The Personal Information Protection Policy

The Company will continuously improve the protection of Personal Information, and may modify this Personal Information Protection Policy as necessary.

8 . Request Concerning Retained Personal Data

When the principal identified requests disclosure, correction, suspension of use etc. of the relevant retained personal data under applicable laws and other related legislation, the Company will respond properly to such request.

9 . Inquiry Concerning Personal Information

The Company will establish internal structure to ensure prompt and appropriate response to inquiries and complaints from the principal identified concerning the handling of Personal Information

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Purposes of Use of Personal Information

The purposes of use of the following Personal Information that the Company acquires shall be as listed below and related purposes. In addition, the Company conducts digital data analysis using Big Data, etc. (including data analysis regarding activities and/or interests, etc. based on browsing and behavior histories).

1. Personal Information of Physicians, Dentists, Medical technologists, Pharmacists, Pharmacies, Drug stores, and other medical experts

    

   1. provision, collection and analysis of information on proper use of pharmaceutical products and medical equipment
   2. provision, collection, analysis and distribution of information on quality, safety or efficacy of pharmaceutical products and medical equipment
   3. record and management of customers who buy our pharmaceutical products and medical equipment
   4. request, making agreement, organization, management, payment on writing, editorial supervision, consulting, lecture and meeting
   5. information gathering and market research on areas of medical science, pharmacy and medical equipment and research, finding and support for healthcare professional, researcher, and management of our customer
   6. request, conduct and manage clinical trials (including post marketing survey or other studies)
   7. management and operation of our website and mail magazine (including member management)
   8. research, analysis and marketing strategy planning on needs and interests of pharmaceutical products and medical equipment based on access information related to pharmaceutical products and medical equipment (the frequency of email correspondences, meetings, seminar attendances, access to website contents)
   9. application, notification and report to public offices

    

2. Personal Information of patients who use our products

    

   1. respond to inquiry of safety and proper use of pharmaceutical products and medical equipment, and provision, collection and analysis of information on such area
   2. collaboration and corresponding with patient advocacy group, announcement of events on pharmaceutical products and medical science
   3. compensation for incidents of pharmaceutical products
   4. share the safety information with alliance partners
   5. find and examine the proper treatment for patients
   6. application, notification and report to public offices

    

3. Personal Information of subjects of clinical trials (including post marketing survey or other studies)

    

   1. conduct trials and studies and analyze the result
   2. development, making strategy on our products, and provision of information
   3. application, notification and report to public offices

    

4. Personal Information of people who use our call center

    

   1. Examination and research of the inquiry, and respond to them
   2. application, notification and report to public offices
   3. provision, collection and analysis of information on our products

    

5. Personal Information of veterinarian, animal guardian

    

   1. provision, collection and analysis of information on animal drug, feed, and supplement, etc.
   2. record and management of customers and users of those who buy our animal drug, feed, and supplement, etc.
   3. provision, collection and analysis, distribution of information on quality, safety and efficacy of animal drug, feed, and supplement, etc.
   4. request, making agreement, organization, management, payment on writing, editorial supervision, consulting, lecture and meeting
   5. analyze and examine our customers (including end users)
   6. provision of support and after service, and respond to inquiry (customer center)
   7. management and operation of our website and mail magazine (including member management)

    

6. Personal Information of Wholesalers, agricultural cooperatives, agencies, other distributors

    

   1. Distribution of our products
   2. provision, collection and analysis of information on our customer relationship
   3. find and analyze our distributor
   4. sales activities and interaction with distributors

    

7. Personal Information of customer on Consumer Health products

    

   1. provision, collection and analysis of information on use of CH products
   2. advertisement or introduction of our CH products and/or services
   3. management and operation of our website and mail magazine (including member management)
   4. respond to inquiry
   5. conducting promotion and questionnaire
   6. distribution, collection and payment on products

    

8. Personal Information of governmental officers and relevant organizations

    

   1. identify the person in charge of our business
   2. advice and consultation on our business
   3. improvement of our business
   4. organize meeting and conference
   5. information sharing on our business
   6. application, notification and report to public offices

    

9. Personal Information of member of trade association

    

   1. information sharing on the industry
   2. information sharing on our business
   3. organize meeting and conference
   4. seek and proceed alliance activities

    

10. Personal Information of media personnel and journalists

     

    1. identify the person in charge of our business
    2. report, press release
    3. examine and improve our press activities
    4. organize meeting, conference, etc.
    5. information sharing on our business
    6. advertisement

     

11. Personal Information of employee of vendor and service provider

     

    1. select vendors
    2. entrustment of business
    3. improve our procurement activities
    4. payments, issue documents, manage contracts, etc.

     

12. Personal Information of applicants and candidates

     

    1. hiring procedure, and communication on the result
    2. communication on the hiring, provision of the information
    3. communication on the processes of the employment, and related matters
    4. evaluation, analysis of Bayer’s hiring activities

     

13. Personal Information of employees and his/her family

     

    1. salary, incentive, evaluation, human resource management, compliance investigations, benefits, organizational management, human development, keep health and security
    2. establish internal infrastructure
    3. use of company facilities, support travel, and other employee support
    4. internal communication

     

14. Personal Information of uses of our contact office and websites

     

    1. examine, research and respond to inquiry
    2. provision, collection and analysis of information on Bayer's business

     

15. Personal Information of applicants and participants of events held by Bayer

     

    1. planning, execution of the events and necessary contacts for the events
    2. operation related to the above

     

Joint use of personal information

1. The Company uses personal data included in “Medical Database” administrated and operated by Nihon Ultmarc Inc. jointly between specific individuals or entities.

    

   Please see below the website for more details.
   個人情報の共同利用について | 株式会社日本アルトマーク / Nihon Ultmarc INC.

    

2. The Company uses personal data of healthcare professionals with Bayer’s contracted wholesalers.

    

   Name, address and the representative of the individual or business operator responsible for the management of the personal data is as below.

    

   Bayer Yakuhin, Ltd.
   Main Tokyo Office: 1-6-5, Marunouchi, Chiyoda-ku, Tokyo
   Main Osaka Office: Breeze Tower, 2-4-9, Umeda, Kita-ku, Osaka-shi
   Representative Director: Julio Triana

    

   Items which are used jointly

   Name, age, date of birth, mail address, phone number, area of medical practice, workplace, position, academic history, and other information related to the prescription of the drug

    

   Purpose of use
   Same as described in “Purpose of use”

    

3. The Company uses personal data held by the Company jointly between our ultimate parent company, Bayer AG (German headquarter) and affiliates (in and outside Japan).

    

   Name, address and the representative of the individual or business operator responsible for the management of the personal data is as below.

    

   Bayer Yakuhin, Ltd.
   Main Tokyo Office: 1-6-5, Marunouchi, Chiyoda-ku, Tokyo
   Main Osaka Office: Breeze Tower, 2-4-9, Umeda, Kita-ku, Osaka-shi
   Representative Director: Julio Triana

    

   Items which are used jointly

    

   1.  name, age, date of birth, mail address, telephone number, area of medical practice, workplace, position, title, old school, and other information on prescription of healthcare professional and researcher

   2.  name, workplace, position, mail address, telephone number, and other information for corresponding

   3.  name, age, sex, institution, clinical history, safety information of patients, and users of our products

   4.  name, workplace, area of practice, and other information on execution of operation of vendor and professional

   5.  name, age, date of birth, mail address, telephone number, division, position, salary, benefits, and other information on service of employees

   6.  name, address, age, wok history and other information of applicants

   7.  name, home address, workplace, mail address, phone number, and other information for contact, etc. of other persons

    

   Purpose of use
   Same as described in “Purpose of use”

    

4. The Company uses personal data held by the Company jointly between our license partners and other alliance partners (including co-promotion and co-marketing)

    

   Name, address and the representative of the individual or business operator responsible for the management of the personal data is as below.

    

   Bayer Yakuhin, Ltd.
   Main Tokyo Office: 1-6-5, Marunouchi, Chiyoda-ku, Tokyo
   Main Osaka Office: Breeze Tower, 2-4-9, Umeda, Kita-ku, Osaka-shi
   Representative Director: Julio Triana

    

   Items which are used jointly

    

   1.  name, age, contract information, workplace and other information on prescription, of healthcare professional

   2.  safety information (including age, sex, institution, clinical history, adverse effect) of patients purpose of use
      same as described in “Purpose of use”

    

   Purpose of use
   Same as described in “Purpose of use”

    

5. The Company uses analytical information on needs / interests related to physicians, dentists and pharmacists (hereinafter referred to as the “health care professional(s)”) jointly with Nihon Ultmarc Inc. and other companies specified below.

    

   Name, address and the representative of the individual or business operator responsible for the management of the personal data is as below.

    

   Nihon Ultmarc Inc.
   Please see below the website for more details.
   https://www.ultmarc.co.jp/privacy/shared_use02/list/index.html

    

   Companies to use jointly

    

   Pharmaceutical / medical equipment companies, medical internet service providers, medical information related service providers and medical market research agencies
   Please see here for more details.

    

   Items which are used jointly

   1. medical institution / health care professional identification code

   2. access information related to pharmaceutical products and medical equipment (the frequency of email correspondences, meetings, seminar attendances, access to website contents)

    

   Purpose of use
   Research, analysis and marketing strategy planning on needs and interests of pharmaceutical products and medical equipment based on access information related to pharmaceutical products and medical equipment (the frequency of email correspondences, meetings, seminar attendances, access to website contents)

    

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Revised on January 31, 2023

PP-GEN-JP-0392-13-02