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PRIVACY POLICY
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The Academy of Clinical Dentistry (hereinafter referred to as “The Academy”) will engage in academic research, activities to promote education, and medical and preventive measures centered on occlusion science. By promoting the spread of better health and knowledge regarding occlusion among general citizens and organizations, we aim to contribute to the preservation of people’s health and the promotion of public interests. As such, we are at times required to gather, use and manage personal information that can be used to identify individuals, or information that can be used easily in reference with other information to identify individuals (hereinafter referred to as “personal information.” Other terminology used in this privacy policy shall be as defined under the “Act on the Protection of Personal Information”). Under these circumstances, The Academy shall adhere to the stipulations laid down in the Act on the Protection of Personal Information (hereinafter referred to as the “Personal Information Protection Law”) and other laws and ordinances, to not only ensure the protection of personal information, but also to strive to respect the wishes of individuals. Considering this to be its social responsibility, The Academy is implementing the following initiatives.
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1.
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Measures to Protect Personal Information and Ensure Safe Management
1) The Academy shall obey laws and ordinances including the Personal Information Protection Law.
2) The Academy shall assign a person in charge of managing the safety of personal information, who will oversee the proper protection, use and strict management of personal information.
A person shall also be assigned to the role of personal information inspector, who will be responsible for carrying out inspections to ensure the proper protection of personal information, and endeavor to improve the system and way in which personal information is used within The Academy.
In addition, there are times when The Academy will be required to share personal information (e.g., information contained in personal databases) within the limitations of the normal purpose of use, with a contractor. In such situations, The Academy shall conclude an agreement with the contractor regarding confidentiality and protection of personal information, prohibit its use beyond the purpose for which it is intended, ensure implementation of safety measures, etc., and provide supervision.
3) The Academy has laid down various internal regulations of its own regarding personal information, which it will ensure strict adherence to by employees through training.
4) The Academy maintains a constant high awareness of the risks of managing the personal information it holds, resulting from unauthorized access, leakage, loss or damage, and strives to maintain human and physical measures to ensure safe management.
5) Regarding the implementation of various internal regulations in this privacy policy and protection of personal information, The Academy will continue making improvements in accordance with revisions of laws and ordinances, changes in the state of social affairs, the result of inspections, etc.
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2.
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Handling of Personal Information
1) The Academy may acquire personal information including a person’s name, address, telephone number, fax number, e-mail address, age, sex, occupation, and bank account number.
Personal information acquired by The Academy directly through written documents (such documents will notify the person of the purpose of its use in advance) or by other legal means shall be used for the following purposes:
(1) For holding academic meetings, workshops and educational seminars
(2) For acknowledging medical experts, instructors and certified physicians at The Academy
(3) For clinical research on illnesses in the field of occlusion and related fields
(4) For PR and other activities to provide information through the website and other means
(5) For preparing directories allowing mutual contact and cooperation among Academy members
(6) For collecting admission and membership fees
(7) For sharing with third parties deemed to be necessary in other operations of The Academy
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2) Handing over of information to third parties
The Academy shall under no circumstances provide personal information to a third party without prior approval of the person concerned, except under the circumstances (1) to (6) laid down below. The Academy shall also make the utmost effort to handle other information pertaining to individuals, which is not regarded as personal information, with the same care as exercised in the handling of personal information.
(1) When handling personal information in accordance with laws and ordinances
(2) When it is deemed necessary to protect lives or the physical well-being of people, or their assets, and it is difficult to seek prior approval of the person concerned.
(3) When it is deemed particularly necessary for improving public hygiene or promoting the healthy growth of a child, and it is difficult to seek prior approval of the person concerned.
(4) When it is necessary to cooperate in the execution of legal operations carried out by a governmental organization, a local authority or a third party entrusted with the execution of such operations, and seeking approval of the person concerned is deemed to potentially obstruct its execution.
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3) Personal data held
The personal data held shall be used for the following purposes.
A) Regarding information on the name, address, telephone number, fax number, e-mail address, occupation type, (expected) year of graduation, and university graduated (currently enrolled at)
(1) For holding academic meetings, workshops and educational seminars
(2) For acknowledging medical experts, instructors and certified physicians at The Academy
(3) For clinical research on illnesses in the field of occlusion and related fields
(4) For PR and other activities to provide information through the website and other means
(5) For preparing directories allowing mutual contact and cooperation among Academy members
(6) For sharing with third parties deemed to be necessary in other operations of The Academy
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B) Regarding information on the name, address, telephone number, and bank account number
(1) For collecting admission and membership fees
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4) Procedures for seeking release of information
For those seeking the release, revision or suspension of use of personal data gathered by The Academy, and that The Academy is obliged to release as stipulated in the Act on the Protection of Personal Information, an application form in a format designated by The Academy (found on The Academy website and also available from The Academy Secretariat) shall be filled out with the necessary information and sent to the address below along with the applicant’s ID. To avoid leakage of information and ensure its accuracy, necessary investigations will be carried out promptly to confirm the identity of the applicant, and only when this has been done will the necessary steps be taken within a reasonable period of time.
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Akihiro Kuroiwa, President
The Academy of Clinical Dentistry
The Secretariat
Address:
201 Sankyo Hanzomon Palace
1-8-2 Hirakawa-cho, Chiyoda-ku
Tokyo
Email: nichigaku@ago.ac
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