The Japanese Dental Science Federation
Privacy Policy
1. Purpose
The purpose of the Japanese Dental Science Federation Privacy Policy (hereinafter referred to as the“Privacy Policy”) is to protect and effectively use the personal information of the members of theJapanese Dental Science Federation (hereinafter referred to as “JDSF”; and those members mean
JDSF’s executive officers, JDSF’s committee members and personnel involved in JDSF’s activities andare hereinafter collectively referred to as the “Member(s)) and that of non-Members who participate inJDSF’s activities.
2. Definition of Personal Information
The term “personal information” means the address, name, telephone number, email address and otherinformation that allow the identification of a specific individual as provided by each Member and nonMember participating in JDSF’s activities, by means of a JDSF’s online system, email, postal mail, faxor other means.
3. Collection of Personal Information
JDSF shall collect personal information from Members or non-Members participating in JDSF’sactivities only when JDSF provides services, prepares a Member list or conducts research and study inline with its business purpose, or updates personal information collected in the past.
4. Management of Personal Information by JDSF
JDSF shall strictly manage personal information collected by it so that such information is not leaked tothe outside, destroyed, falsified or lost. When personal information is sent through the online system,JDSF shall pay particular attention to the protection of the information through means such as
information encryption. As the management of retained registration information, JDSF shall takeleakage prevention measures; however, if such information is falsified, leaked or otherwise damaged
through means such as unauthorized access in a technically unexpected way, JDSF shall not be liable
therefor.
If the person him/herself or his/her agent who has a document certifying authority of representation
makes a request for inquiry about the content, correction, deletion or other handling of his/her personal
information, JDSF shall make necessary checks and then take action as soon as possible.
5. Management of Personal Information by Members
Each Member will be provided with the membership number and password to be managed by theMember to manage his/her personal information. Members shall manage their personal informationthrough their respective membership numbers and passwords, as well as direct communication fromthem to the JDSF secretariat. Members shall not disclose, transfer or lend their own passwords to thirdparties. Members shall manage their passwords on their own responsibility by means such as changing
the password from time to time. Even if any loss or damage is caused to a Member or a third party due
to the unauthorized use of the Member’s password, JDSF shall not be liable therefor in any way. AMember shall promptly notify JDSF if the Member forgets his/her password, or becomes aware of theunauthorized use or theft of the password.
6. Disclosure of Personal Information
1) Personal information collected by JDSF may be provided to an outsourcing contractor to theminimum extent necessary for JDSF’s business after the conclusion of a non-disclosure agreementwith the contractor. JDSF also may provide a third party with information statistics that do notcontain personally identifiable information. Such information may be provided without the consentof the provider of the information.
2) Personal information may be disclosed or provided for any purpose other than the purpose ofcollecting it, in any of the cases below.
aWhere a request for disclosure or provision is made based on legal procedures

b
Where the provider of personal information agrees and gives consent to the information
disclosure or provisionc
Where personal information is used to send emails or the like for any purpose such as thepurpose of providing information delivery services or making a housekeeping announcement that isnecessary for the operation of JDSF in line with JDSF’s business purposedWhere there is any other just cause to achieve a business plan that is approved at a general orboard of directors meeting
7. Revision and Application
The revision of the Privacy Policy will be decided by the board of directors. JDSF shall promptly notify
the Members of all revisions through its website or other means. If rules related to personal information
are set under individual rules established by JDSF, the individual rules established shall prevail andapply.
8. Information on Patient such as Case Patient
1) Any name, hospital admission number, initial or “common name” that allows the identification of
an individual patient shall not be included.
2) The address of a patient shall not be included; however, if the place where a disease occurs concerns
pathology or other conditions, information only on an area will be allowed to be included (such as
Kanagawa prefecture or Yokohama city).
3) Since a date is often required to know the clinical course, year and month information may beincluded if it is determined that such information does not allow the identification of an individual.
4) A department name shall not be included if the department name may allow the identification of apatient when collated with other information.
5) If a patient has already received a diagnosis and medical treatment in any other hospital or institution,
the name and location of the institution shall not be included unless the inclusion of information on
the institution to which the patient has been firstly taken in the case such as emergency medicine isindispensable.
6) When a photograph of the face is presented, eyes shall be hidden. In the case of an eye disease, anenlarged photograph of the eyeball only shall be used so that the entire face is unrecognizable.
7) Information such as numbers included in biopsy, autopsy or image information that allows theidentification of a case patient shall be deleted.
8) If an individual may be identified even through the above consideration, the consent to publication
shall be obtained from the patient him/herself (or his/her bereaved family or agent, or guardian in
the case of a child) or the approval of the ethical review board shall be obtained.
9) In reports of cases of hereditary diseases or with human genome or gene analysis, regulations underthe “ethical guidelines for human genome/gene analysis research” (the Ministry of Education,Culture, Sports, Science and Technology, the Ministry of Health, Labour and Welfare and theMinistry of Economy, Trade and Industry) (March 29, 2001) and the “guidelines for gene therapy
clinical research” (the Ministry of Education, Culture, Sports, Science and Technology and theMinistry of Health, Labour and Welfare) (March 27, 2002) shall be complied with.
Established on December 14, 2022
The Japanese Dental Science Federation