• Efforts to protect personal information
• Basic policy on protecting personal information
• Management of personal information
• Publication of Purposes of the Use of Personal Information Held by the Yazaki Health Insurance Society
• Handling of jointly used personal information (employers and NFHIS)
• Providing personal information to third parties

Efforts to protect personal information

The Yazaki Health Insurance Society handles personal information about insured persons and dependents, namely medical records and information about eligibility and benefits.

While we have always paid the utmost attention when handling personal information, the standards and other matters to be observed in the handling of personal information have become clear since the enactment of the Act on the Protection of Personal Information in April 2005 and the subsequent enactment of the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures on May 31, 2013.

In response, we provide this summary of the efforts we make to protect personal information.

Basic Policy Regarding Protection of Personal Information (Privacy Policy)

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

• 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.
• 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 only within the scope of the purposes specified in the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedure.
• 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 (“identifying 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 Administrative Procedure. However, in the following cases, it may provide personal information on members other than identifying personal information to third parties without obtaining advance consent from members:
  • As stipulated by laws or regulations
  • 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
  • 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
  • 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 law or regulations in cases in which obtaining the consent of the member could impede their execution
• In addition to training and raising awareness among employees regarding personal information protection, the Health Insurance Society will strive to manage personal information appropriately by assigning persons responsible for such management at each section that handles personal information.
• When subcontracting its business operations, the Health Insurance Society will carry out reviews 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.
• 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.
• 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.

Basic policy on protecting personal information

We handle enrollees’ names, addresses, genders, birthdates, telephone numbers, and other personal information (information that can be used to identify individuals) according to the following policy. The term “personal information” includes but is not limited to information related to eligibility (acquisition or loss of eligibility, standard remuneration information, etc.), cash benefits (including funeral/childbirth, childbirth/injury and sickness allowances, patient cost-sharing reimbursements and additional benefits), itemized statements of medical expenses (medical care costs, consultation/treatment information, etc.), health screenings (health examination data, etc.), and health care (information for health care facility use, information related to health insurance society functions).

Management of personal information

• We observe the Act on the Protection of Personal Information and relevant laws, regulations, and the like.
• We respect the rights of individuals regarding their personal information, and when we receive inquiries about an individual’s personal information or requests from them to disclose, correct, or delete the information, we observe and take action in accordance with the Health Insurance Act and other laws and regulations, as well as our regulations for the management and protection of personal information and the like (enacted on July 1, 2003).

• We constantly strive to protect personal information by implementing proper management as follows.

  • Determine where responsibility lies by appointing managers of personal information protection
  • Implement strict security measures for preventing the disclosure, destruction, loss, manipulation, and misuse of personal information.
  • Restrict access to the personal information database in order to manage personal information in a safe environment
  • Thoroughly and rigorously educate personnel about protecting personal information
• In the course of gathering personal information, we clarify the purpose of collection to enrollees, except when the Health Insurance Act and other laws and regulations require us to collect the information. We only use the personal information we collect within the scope of the purposes of the use of personal information, and do not provide personal information to third parties, except when outsourcing work in order to fulfill those purposes of use.
• When outsourcing work in order to fulfill the purposes of the use of personal information, we properly manage and supervise the contractors with regard to the handling of personal information.
• In order to ensure that the personal information of enrollees stored in our personal information database is as accurate, complete, and up-to-date as possible, we immediately make corrections and the like upon request from an enrollee.
• We process inquiries about our handling and management of personal information through our internal liaison (information listed below).
  Liaison：　Yazaki Health Insurance Society
  Business hours：　9:30 AM – 5:00 PM (except Saturdays, Sundays, national holidays, and New Year holidays)
  Tel：　055-965-3005
• This basic policy and our regulations for the management and protection of personal information and the like are subject to change in light of changes in circumstances or the enactment or abolishment of laws and regulations.

Publication of Purposes of the Use of Personal Information Held by the Yazaki Health Insurance Society

The Yazaki Health Insurance Society (“YHIS”) has created a database of personal information based on personal information on forms, applications, and other documents submitted by insured persons and their dependents (collectively, “Enrollees”); personal information on Itemized Statements of Medical Expenses (including applications for the payment of treatment expenses from the treatment places of judo therapists) (collectively, “Itemized Statements”) submitted to YHIS by medical care institutions after Enrollees have received consultations at the medical care institutions; and personal information such as numerical results of health examinations when Enrollees have received health examinations. YHIS uses the database for the following types of health insurance business.

Broadly speaking, YHIS’s purpose of the use of personal information is to “provide health insurance benefits to Enrollees for deaths and childbirth, as well as illnesses and injuries other than work-related accidents” as set out in the Health Insurance Act, and to “implement business required to maintain and promote the health of Enrollees.”

Furthermore, health insurance societies, handling medical care information such as Itemized Statements and health examination data, and a vast amount of other personal information, come under the businesses that require the firmly-rooted trust of Enrollees, and therefore, according to guidelines set out by the Personal Information Protection Commission and Ministry of Health, Labour and Welfare, it is desirable for them to have a limited number of purposes and to outline such purposes in more detail.

Therefore, YHIS announces the following purposes and methods of the use of personal information:

• We use notifications and the like related to eligibility for the following health insurance society work:

  • We create a master database (“Master Database”) of Enrollee registers and the like through an input process centered on information on “Notification of Insured Persons’ Acquisition of Eligibility” and “Notification of Health Insurance Dependent (Change)” forms generated during enrollment (health insurance card numbers, names, birthdates, genders, addresses, basic pension numbers, monthly remuneration amounts, etc.), and we store the data in the computers we use for processing work, and use the data in all aspects of health insurance administration.
  • When “Notification of Health Insurance Dependent (Change)” forms are submitted, we engage in certification work using taxation/tax-exemption certificates, certificates of school attendance, and other documents for determining income and the like.
  • We provide the necessary data to K-Ship Co., Ltd. to outsource work related to verification to them.
  • When the work of checking “Notification of Insured Persons’ Acquisition of Eligibility” and “Notification of Health Insurance Dependent (Change)” forms is complete, we issue “Certificates of Health Insurance for Insured Persons.”
  • For “Notification of Insured Persons’ Loss of Eligibility” forms, we have Enrollees return their “Certificates of Health Insurance,” and after checking them, store them for a certain period of time, and then destroy or dispose of them.
  • When changes or additions are made to data in the Master Database, we execute the changes or the like to the data upon receiving notification of the changes (or correction) with regard to eligibility.
  • We use the Master Database to link data regarding benefits, Itemized Statements, health examinations, and the like; to check payments of benefits and the like; to provide notification of medical care costs; to identify the targets of various health activities; to communicate with Enrollees, and more.
  • We may use the addresses, names, and other elements of contact information in the Master Database to contact the people indicated on notification forms and the like, when necessary, after their loss of eligibility for YHIS.
  • When medical care institutions or other insurers (including municipal governments and pension offices) inquire about aspects of a person’s medical consultation and treatment, such as whether the person’s eligibility has been lost, we confirm the identity of the inquirer, and then use the health insurance card number, name, birthdate, gender, eligibility acquisition date, eligibility loss date, and other information in the Master Database to reply whether the person in question is or is not eligible.
  • When there is suspicion that a person who has lost eligibility has received consultations or the like after losing eligibility, we contact other insurers or medical care institutions regarding the person’s health insurance card number, name, birthdate, gender, eligibility acquisition date, eligibility loss date, and other information in the Master Database in order to eliminate overlapping benefits of other insurers or medical institutions.
  • We incorporate data from “Notification of Calculation Basis” and “Notification of Changes to Monthly Amounts” forms into the Master Database, and collect health insurance premiums (including regulation insurance premiums and long-term care insurance premiums). In addition, when issuing notifications, we ask employers to submit records of wages and bonuses and the like, and check the submitted documents.
  • We outsource part of Master Database creation and input process, the issuance of health insurance enrollment certificates, and the creation of insurance premium payment notification forms and the like to Universal Business Solutions, Ltd., which is an operator of administrative systems for health insurance.
  • Regarding applicants for health examinations, we provide health insurance card numbers, names, birthdates, genders, and address data in the Master Database to health examination institutions under contract and health examination institutions affiliated with those institutions, for the purpose of sending out health examination results.
  • Regarding users of health resorts under contract, we acquire information from the facilities, i.e. Laforet (Mori Trust Hotels & Resorts Co., Ltd.) and Keikyu Hotel (Keikyu Kaihatsu Co., Ltd.), about the users’ presentation of their health insurance cards, which is a condition of use for facilities under contract, and confirm the conditions of use by comparing it with the user’s information in the Master Database.
  • Regarding users of the sports gymnasium under contract, we acquire information from the facility, i.e. Renaissance (Renaissance Inc.), about the users’ presentation of their health insurance cards, which is a condition of use for the facility under contract, and confirm the conditions of use by comparing it with the user’s information in the Master Database.
  • In order to deliver YHIS bulletins to insured persons, we provide health insurance card numbers, names, and address data in the Master Database to Houken Corporation, the business that sends the bulletins to each household.

• We use applications related to cash benefits and other benefits for the following health insurance society work:

  • We enter the data into the computers we use for processing work, check the content of the applications, and determine and process benefits accordingly.
  • We enter and store benefit record data, and use it in subsequent application checks.
  • We use health insurance card numbers, names, and address data in the Master Database to send a book on childcare (“With Babies!”) and other informational pamphlets to claimants of the childbirth and childcare lump-sum grant.
  • When the elimination of overlapping benefits of other insurers is required regarding claimants of the childbirth and childcare lump-sum grant or the dependents’ childbirth and childcare lump-sum grant, we make inquires to the other insurers about their health insurance card numbers, names, birthdates, and other information in order to determine benefits.
  • When we receive inquiries from other insurers as to whether claims have been filed for the childbirth and childcare lump-sum grant or dependents’ childbirth and childcare lump-sum grant, we confirm the identity of the inquirer, and respond as to whether applications have been filed or benefits have been paid.
  • We use Itemized Statement data for confirmations regarding claimants of the injury and sickness allowance, and, as the case may be, confirm treatment conditions and the like with family physicians or conduct home-visit surveys to determine benefits.

• When Health Insurance Claims Review & Reimbursement Services (HICRRS) requests Itemized Statements as CSV data, we provide the original copies or images of the Itemized Statements. We outsource the digital input of Itemized Statements on paper to Taisho Audit Inc., a business that reviews Itemized Statements, and have them use scanners to scan the originals. Then, we store the data compiled in the database in the computers we use for processing work, and use it in health insurance administration.

  • We check the Itemized Statement data, and when there is uncertainty over the details of a claim, we request a re-examination from Health Insurance Claims Review & Reimbursement Services (HICRRS).
  • When, amidst requests for re-examination, there is suspicion that consultations were provided after a person lost eligibility, we communicate the name of the person’s health insurance society, health insurance card number, name, birthdate, eligibility loss date, consultation dates, and other information to medical care institutions in order to confirm with them.
  • Similarly, regarding whether public expenditures or municipal government medical care cost subsidies apply to any patient who is expected to receive high-cost medical care benefits, we communicate the name of the patient’s health insurance society, health insurance card number, name, birthdate, and other information to medical care institutions in order to confirm with them.
  • We use Itemized Statement data to analyze medical care costs in measures to make medical care costs reasonable at YHIS and to identify the targets of guidance after health examinations and education for the prevention of lifestyle-related diseases.
    In the course of analyzing the data, we use electronic communication methods to continuously provide anonymized data to JMDC Inc., and request that they perform collation and analysis.
    The anonymized data that we create and provide comprises genders, birthdates, information about medical care insurance eligibility (enrollment dates, withdrawal dates, insured person/dependent categorization, etc.), consultation histories on itemized statements of medical expenses, and consultation histories of health examinations. Note that anonymized data does not include information that can be used to identify individuals.
    Furthermore, anonymized data may be used for epidemiological surveys and the like.
    In addition to analysis of medical care costs, as part of health promotion activities, we provide the names and addresses of target individuals for mailing out notifications to encourage people to seek consultation for the prevention of aggravation of lifestyle-related diseases, notifications to recommend switching to generic drugs, and notifications of “Health Age” (a health indicator expressed as an age) for the purpose of behavior modification.
  • We use Itemized Statement data to identify and provide guidance to Enrollees who receive consultations from multiple medical care institutions within the same month.
  • We use Itemized Statement data to determine payments of high-cost medical care benefits and additional benefits (patient cost-sharing reimbursements and additional benefits, total high-cost medical care additional sums, and dependents’ medical care additional sums).
  • We use Itemized Statement data as a reference for determining payments of injury and sickness allowances.
  • We use Itemized Statement data as a reference for determining payments for medical care expenses of judo therapy and the like, and for medical care expenses for secondary dependents.
  • We use Itemized Statement data as a reference for determining payments of funeral expenses and dependents’ funeral expenses.
  • We also output Itemized Statement data in response to requests for disclosure. Note that, in response to requests for disclosure to a person other than the individual in question, we follow procedures for requests for disclosure and only disclose information to authorized parties.
  • We outsource the work of notifying Enrollees of medical care costs based on Itemized Statement data to JMDC Inc.
  • When a patient has received medical consultation and treatment due to traffic accidents or other actions of third parties, we submit copies of the Itemized Statements of the patient in question to non-life insurance companies as proof of their medical care costs.
  • We provide itemized statements of medical care costs and the like from patients who received medical care overseas to Taisho Audit Inc., and have them create Itemized Statements of medical care expenses generated overseas.
  • To apply for the joint undertaking of high-cost medical care benefits implemented by the National Federation of Health Insurance Societies (NFHIS) and receive subsidies for medical care costs, we send copies of Itemized Statements and applications that include some of the content of those statements to the NFHIS Grant Program Group High-Cost Medical Care Division.
  • We use Itemized Statements with personal information deleted as educational materials; they serve as case examples in training for Itemized Statement inspections implemented by multiple health insurance societies.

• Health examinations

  • We outsource dependents’ health examinations to Amano Souken Co., Ltd. and Seirei Social Welfare Community, which are health examination contractors.
  • We use health insurance card numbers, names, birthdates, addresses, and other data in the Master Database to create, issue, and send out Consultation Cards (A/B) for health examinations.
  • We notify patients of numerical results and at the same time receive the numerical data from the health examination contractors, enter it into the computers we use for processing work, and use the numerical results to identify targets requiring guidance after health examinations and education for the prevention of lifestyle-related diseases.
  • We conduct cancer examinations as a joint undertaking with employers. Regarding the numerical results of health examinations of insured persons, in principle, both employers and YHIS store the data and use it to facilitate the healthcare of insured persons (employees).
  • Employers provide us with data from scheduled health examinations, and we receive it as specific health examination data.
    We also share health examination data with employers when insured persons receive complete check-ups that are subsidized by YHIS."
  • We provide health examination results to JMDC Inc. to enable patients to view their own data on their own page on the online Health Portal Site (WEB). We also use the results to provide information such as “Health Ages” (health indicators expressed as ages).
  • We store data from health examination results in the Master Database, and compare it with subsequent data to serve as a reference for health management undertakings and health guidance.
  • In the case of Enrollees who are eligible for Specified Health Guidance based on the results of their health examinations and desire such guidance, we provide the necessary information from the Master Database to the companies below in advance, which includes the eligible members’ insurance card numbers, names, genders, birthdates, ages at the time of the checkup, workplace codes, workplace names, affiliation names, distribution address names, insured person categories, health guidance levels, checkup dates, health examination institution numbers, health examination institution names, Consultation Card serial numbers, and health examination result data.

    Contractors Seirei Social Welfare Community
    Seirei Numazu Health Examination Center
    Tochigi Public Health Service Association
    JUNPUKAI
    Benefit One Inc.
    ALSOK Care & Support Co., Ltd.
    JMDC Inc.

    In addition, because we recommend checkups for dependents who have not undergone specific health examinations by phone, we provide Consultation Card numbers, workplace codes, insurance card numbers, names, relationships, genders, dates of birth, ages, addresses, and phone numbers to ALSOK Care & Support Co., Ltd.

• Implementation of other health promotion activities

  • We provide the information necessary for group dental examinations conducted at workplaces from the Master Database to AMANOSOUKEN Co. in advance, which includes the eligible members’ insurance card numbers, names, birthdates, ages, addresses, workplaces, and genders. In addition, we also provide the above data as well as inoculation dates to JMDC Inc. in order to verify the effects and for analysis use.
  • To implement our lifestyle improvement support program—which is aimed at preventing the recurrence of cardiovascular disease, cerebrovascular disease, and other diseases as well as preventing the aggravation of lifestyle-related diseases—we provide the following information from the Master Database to PREVENT inc.: eligible members’ insurance card numbers, names, birthdates, ages, addresses, workplaces, and health examination data.
  • To recommend that persons who have missed multiple health examinations in a row have them done, verify the effects after health guidance, and perform blood tests using self-collected samples, we provide the following information from the Master Database to AMANOSOUKEN Co., SUNPRE, Inc., and Leisure, Inc.: eligible members’ insurance card numbers, names, and address data.
  • We create health condition reports based on health examination data and Itemized Statement data and then use these reports as indicators to conduct health activities, including maintaining and promoting the health of Enrollees as well as preventing lifestyle-related diseases.
    We use electronic communication methods to continuously provide anonymized data to Nippon Life Insurance Company.
    The anonymized data that we create and provide includes genders, birthdates, information about medical care insurance eligibility (enrollment dates, withdrawal dates, insured person/dependent categorization, etc.), consultation histories on itemized statements of medical expenses, and consultation histories of health examinations. Note that anonymized data does not include information that can be used to identify individuals.
    Nippon Life Insurance Company provides the above information in order to conduct health activities, including maintaining and promoting the health of Enrollees as well as preventing lifestyle-related diseases, while also providing the information to offer benchmark services to third-party health insurance societies and to flesh out third-party products and services.

• Personnel affairs-related data of directors, registers of health insurance society committee members, and registers of key people at workplaces

  • We keep documents regarding the installation and employment of health insurance society directors in close custody after use.
  • We keep documents regarding director remuneration in close custody, and use them for tax withholding and other procedures.
  • We keep documents regarding personnel evaluations and other personnel affairs in close custody, and use them for personnel changes and the like.
  • We use registers of health insurance society committee members and registers of the board of directors of the health insurance society as contact information for holding meetings of the health insurance society committee, the board of directors of the health insurance society, and the like.
  • We use registers of key people at workplaces as contact information for briefings of key people at workplaces, meetings of healthcare promotion committees, and other individual tasks.

• Specific personal information

  “Specific personal information” refers to personal information that includes details about an individual’s Individual Number (commonly referred to as “My Number”) (numbers, codes, and other symbols used in place of an individual’s Individual Number to correspond to the Individual Number System, and including items other than the individual’s residence certificate code).

  The Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedures (the “Numbers Act”) sets out the range of use of Individual Numbers, which includes the use of the numbers to coordinate information between administrative organizations and other entities that handle administrative affairs (Example: A municipal government providing taxation/tax exemption information to a health insurance society that seeks to certify a person’s dependent status). We do not use specific personal information for purposes outside the range of use set out in the Numbers Act.

  Note that, for use outside the range of use set out in the Numbers Act, we undertake measures such as masking or deleting Individual Numbers from specified personal information.

  In addition, we store, manage, destroy, and delete personal information held in YHIS in the following manner:

  • Upon completing input processing of all sorts of notifications, application forms, Itemized Statements, and other personal information on paper, we store the paper documents in a storehouse of YHIS for the prescribed custody period, and do not remove them from the storage location at any time other than for confirmations and the like.
    In addition, we appropriately store and manage personal information on media other than paper according to operation management regulations regarding the storage of data on non-paper media.
  • Regarding personal data for which the prescribed custody period has passed, and personal data that is no longer necessary because processing is complete, we shred paper documents containing such data until it is illegible, and then dispose of such documents.
    We outsource the disposal of large amounts of personal data to Yazaki Business Support Co., Ltd., which shreds and disposes of the documents.
    In addition, regarding the disposal of computers and electromagnetic media, we use data deleting software to render the data illegible, and then dispose of the media or return leased media.
    Note that YHIS does not use the personal information it holds for purposes other than the health insurance business in which it engages.

Appendix 1: Personal information retained by the Health Insurance Society

Appendix 2: Main purposes of use assumed within the Health Insurance Society's standard operations

Handling of jointly used personal information (employers and NFHIS)

The Act on the Protection of Personal Information requires the notification or announcement of the following information to individuals in advance when their personal data is used jointly with employers for health screening business and the like: (1) the facts of the joint use of personal data, (2) items of personal data used jointly, (3) the scope of the joint users, (4) the users’ purposes of use, and (5) the names or titles of the people accountable for data control.

We announce the details of joint use in this publication or by posting in our office, on our website, or in bulletins and the like.

The following are the facts of the joint use of personal data by YHIS and the like:

• The facts of the joint use of personal data
  We use personal data jointly with employers because doing so to implement health screenings and guidance after the screenings is efficient and effective toward promoting the health care of insured persons, dependents, and others.

• Items of personal data used jointly

  • Insured persons
    Numbers/codes, names, genders, birthdates, ages, postal codes, addresses, telephone numbers, eligibility acquisition dates, eligibility loss dates, workplace codes, workplace names, workplace addresses (headquarters/branch offices), affiliation codes, store numbers, store names, workplace telephone numbers (headquarters/branch offices), general/adult health screening data, complete check-up data, dental examination data, data of X-ray examinations for TB patients or other detailed examinations (1) chest examinations, (2) blood pressure examinations, (3) cardiac examinations, (4) renal examinations, (5) diabetes examinations, (6) gastrointestinal examinations, (7) liver examinations, (8) hyperlipidemia examinations, (9) uric acid examinations, (10) hemocyte examinations), health guidance, health screening data (specific tasks, etc.), data from physical examinations for employment and health screenings for employment, names of medical care institutions and physicians who administered health screenings.
  • Dependents
    Names, genders, birthdates, ages, family relationships, dependent status certification dates, dependent status withdrawal dates
• The scope of the joint users
  Employers, health insurance societies, industrial physicians, contractors
• The users’ purposes of use
  For use in health screenings, health guidance, health consultations, and the like for the maintenance and promotion of the health of insured persons and dependents; for evaluating and analyzing business; and for exchanging information with industrial physicians and other entities.
• Names and titles of people accountable for data control
  YHIS: Managing directors
  Workplaces: Employers

The following are our joint undertakings with the National Federation of Health Insurance Societies (NFHIS):

Disclosure Related to the High-Cost Medical Care Benefit Grant Program Being Jointly Implemented by the Yazaki Health Insurance Society and National Federation of Health Insurance Societies

When providing personal information to third parties as stipulated by the Act on the Protection of Personal Information, the consent of the individual concerned is generally required. However, the following cases do not legally count as provision to third parties: (1) providing information to contractors, (2) providing information due to mergers, etc., and (3) joint use by the group. The Yazaki Health Insurance Society (“YHIS”) jointly uses itemized statements of medical expense data in order to receive medical care cost subsidies from the high-cost medical care benefit grant program (the “high-cost medical care program”) implemented by the National Federation of Health Insurance Societies (“NFHIS”) when high-cost medical care is provided.
Therefore, we disclose the following as is legally required: (1) the facts of joint use, (2) items of personal data used jointly, (3) the scope of the joint users, (4) the users’ purposes of use, and (5) the names or titles of the persons accountable for personal data control.

• Joint implementation of a high-cost medical care program with the NFHIS
  Health insurance societies and the NFHIS are implementing a program according to Article 2 of the National Health Insurance Act Supplementary Provisions in which the NFHIS provides grants for a portion of the expense of high-cost medical care administered by health insurance societies. The following two types of information are required to be submitted to the NFHIS Grant Program Group High-Cost Medical Care Division in order to apply for the program: (1) For itemized statements of medical expenses (including itemized statements of pharmaceutical prescription expenses, collectively, “Itemized Statements”), CSV data from electronic Itemized Statements or a copy of Itemized Statements on paper, and (2) “Summary Detail Data for Grant Applications” or “Summary Details for Grant Applications” that includes records (notation) of patient names, genders, family relationships, specification of inpatient/outpatient care, consultation and treatment dates (month and year), billed amounts, and other information for the Itemized Statements in question. Receiving these grants reduces our expenditures for high-cost medical expenses.
• Items of personal data used jointly
  All data on Itemized Statements in addition to data on the aforementioned “Summary Detail Data for Grant Applications” and “Summary Details for Grant Applications”
• The scope of the joint users for Itemized Statement data
  
  • Yazaki Health Insurance Society: Directors of the Yazaki Health Insurance Society
  • National Federation of Health Insurance Societies: Employees of the Grant Program Group High-Cost Medical Care Division
  • Contractors: Japan Productivity Center, ICT and Healthcare Promotion Division and its partner companies
• Joint users’ purposes of use of Itemized Statement data
  We use Itemized Statement data to apply for the high-cost medical care program in order to receive grants for a portion of medical care costs.
  The NFHIS Grant Program Group High-Cost Medical Care Division receives applications from all healthcare societies, and thus uses Itemized Statement data to check whether there are any mistakes in the applications from such societies and to award grants accordingly. In particular, for Itemized Statements with high-cost totals of 10 million yen or more for a single month, the amounts, main disease names, and other information are publicized after personal information is removed in an effort to make the case that medical care costs are rising.
• Names or titles of persons accountable for Itemized Statement data and the like as well as their addresses and corporate representative names
  

  Yazaki Health Insurance Society:  Misyuku, Susono-shi, Shizuoka
  Chairman of the Board: Tsuyoshi Hoshino
  Person responsible: Yoshio Serizawa (managing director)

  National Federation of Health Insurance Societies:  1-24-4 Minamiaoyama, Minato-ku, Tokyo
  President: Shunichi Miyanaga
  Person responsible: general manager of the Society Support Division