Privacy policy

Overview
This Privacy Policy explains how SheepMedical Co., Ltd. and its affiliates (Hereinafter referred to as "Company", “we”, “us”, “our”) collect, use, disclose, manage and protect Personal Information acquired from the services provided (including the manufacture and sale of orthodontic mouthpieces and other dental products and other related services, hereinafter referred to as "various services") by the Company. The term “Personal Information” refers information that identifies, relates to, or could be reasonably linked, directly or indirectly, with a particular identified or identifiable natural person. This Privacy Policy applies to Personal Information in our possession or under our control, including Personal Information in the possession of organizations which we have engaged to collect, use, disclose or process Personal Information for our purposes.

1. Compliance with laws and regulations
Our Company strictly observes applicable laws, regulations, contracts, and other standards related to the collection, use, disclosure, and protection of Personal Information.

2. Acquisition of Personal Information
Our Company collects the following information in a lawful, fair and appropriate manner in connection with the scope of our Company's activities such as the provision of various services, collaborations with dentists, orthodontists and/or other third-party service providers, and recruitment activities. Some of the information we collect may not be Personal Information, in which case we have no obligation or responsibility to protect Personal Information.
(1) Information provided from customers
a. Name, date of birth, gender, address.
b. Telephone numbers, e-mail address.
c. Date and time of visit, appointment information.
d. Information obtained from customers who provide us with comments, questions, answers to surveys, etc. by telephone, e-mail, or other means.
e. All information provided to our company by customers.

(2) Information acquired from the medical institution where customers were seen
a. Name, date of birth, gender, address.
b. Telephone numbers, e-mail address.
c. Date and time of visit, appointment information.
d. Information obtained from the medical institution where the customer visited in order to manufacture and sell orthodontic mouthpieces and other dental technical products that we offer, such as the customer's intraoral 3D scan data, treatment information, and case photos.
e. Information obtained from the medical institution where the customer has visited in order for our Company to respond to inquiries from the customer through the medical institution, such as the customer's name and treatment information.
f. All other information provided to the Company by medical institutions where customers have been examined.


3. Consent to the collection, use, and disclosure of Personal Information
(1) Our Company generally does not collect your Personal Information unless (a) it is voluntarily provided to us by the customer either directly or through a third party duly authorized by the customer to disclose customers’ Personal Information to us, after the customer has been notified of or has agreed in writing to the purpose for which the Personal Information is collected or (b) collection and use of your Personal Information without consent is permitted or required by the applicable laws. We shall seek your consent before collecting any additional Personal Information and before using your Personal Information for a purpose which has not been notified to you (except where permitted or authorized by law).
(2) By accessing or using our Company’s various services or otherwise providing us with your Personal Information, our Company shall be entitled to assume that you understand and agree to the terms of this privacy policy and consent to the collection, use and disclosure of your Personal Information by our Company. If you do not consent to any of these terms, please do not access or use any of our various services, or provide us with any of your Personal Information.

4. Purposes of Use
Our Company may collect and use acquired Personal Information to the extent necessary to achieve the following purposes of use.
a. Information related to contracts, terminations of contracts, reservations, cancellations of reservations, and other management of treatment activities.
b. Providing medical institutions with Personal Information necessary for appointments and medical treatment.
c. Manufacture and sale of orthodontic mouthpieces and other dental appliances.
d. Research and development of orthodontic mouthpieces, dental appliances and other orthodontic services.
e. Provision of information necessary for the manufacture and sale of dental appliances to affiliated dental laboratories.
f. Introducing products, various services, and campaigns.
g. Compiling statistical data to improve products and various services.
h. Conducting and tabulating surveys and questionnaires to improve products and various services.
i. Study sessions, workshops, etc. for healthcare professionals.
j. Respond to inquiries from customers and related medical institutions.


5. Provision for contractors
Our Company may outsource the management of all or part of Personal Information to subcontractors to the extent necessary to achieve the purposes of use. Our Company considers the management of outsources to be extremely important, and when outsourcing such work, our Company selects business operators that meet the level of Personal Information protection stipulated by the applicable laws, and clarifies each other's obligations under non-disclosure agreements, etc. In addition, the Company requests the relevant business entities to handle Personal Information appropriately and continuously conducts supervision and audits necessary for the security management of Personal Information.

6. Third-party provision
(1) Our Company will not provide Personal Information to a third party without the consent of the customer, except in the following cases. In the event that Personal Information is provided to a third party, it will be done appropriately in accordance with applicable laws and regulations.
a. When the Company has obtained customers' consent.
b. When entrusting the management of all or part of Personal Information to a subcontractor within the scope necessary to achieve the purposes of use described in Article 4.
c. When Personal Information is provided in the manner described in Article 7.
d. In the event of a merger, business transfer, or other business successions, to disclose the information to the successor of the business.
e. When a court, public prosecutor's office, police department, tax office, bar association, or any other organization with equivalent authority requests disclosure of Personal Information.
f. When permitted by other laws and regulations.
g. When separately determined for each of our various services.

(2) When we provide personal information to a third party based on the customer's prior consent, we will make and preserve a record of the following matters.
a. Date of provision of such Personal Information.
b. Name of the third party and other matters sufficient to identify the third party.
c. The name of the person identified by the Personal Information and other information sufficient to identify that person.
d. Items of said Personal Information.

(3) With the prior consent of the customer, the Company may provide Personal Information to a specific country or region to the extent necessary to achieve the purposes of use. In such cases, the Company will provide to our subsidiaries and affiliates in foreign countries and other third parties located in the same jurisdiction who are taking measures that are almost the same as the measures we are taking regarding the handling of personal information.
【List of our subsidiaries and affiliates】
https://www.sheepmedical.com/about
For information on the system related to the protection of personal information regarding a specific country or region provided by the Company, please refer to "Investigation of the system related to the protection of personal information in foreign countries" by the Personal Information Protection Committee.
【Link to the investigation】
https://www.ppc.go.jp/personalinfo/legal/kaiseihogohou/#gaikoku


7. Joint use of Personal Infromation
Personal information may be shared among our Company, our subsidiaries, affiliates, and business partners to the extent necessary to achieve the purposes of use, as described below. The Company shall be responsible for the management of Personal Information.
a. Items of personal data to be jointly used
  As described in "Article 2. Acquisition of Personal Information".
b. Scope of joint users
・Subsidiaries and affiliates of the Company ・ARETECO HOLDINGS Co., Ltd.
c. Purposes of use in joint use 
  As described in "Article 4. Purposes of Use".
d. Name of the party responsible for the management of personal data  
  SheepMedical Co., Ltd.


8. Use of Cookies
The Company uses Google Analytics, a website access analysis tool provided by Google. Google Analytics uses cookies to collect data, and the following information obtained from cookies may be used to improve customer convenience and analyze usage conditions. Such data is collected anonymously and does not personally identify any individual. Customers may refuse collection by disabling cookies. Customers are advised to check their browser settings. For other details, please refer to the Google Privacy Policy.
https://policies.google.com/privacy?hl=ja
【Information that can be obtained from cookies】
Information about the device, connection to the Internet, referrer, IP address, time stamp, advertising identifier, and other items collected through cookies.


9. Disclosure, correction, addition, deletion, suspension of use, erasure, suspension of provision to a third party, and disclosure of records of provision to a third party
Customers may request the Company to notify them of the purpose of use of their Personal Information and to disclose, correct, add, delete, suspend, or erase their Personal Information, or stop providing their Personal Information to third parties or disclose their records of provision to third parties, in accordance with procedures separately established by the Company, except in the following cases. In such cases, upon confirming that the request is made by the customer himself/herself, the Company will conduct an investigation without delay and, based on the results of the investigation, make corrections, additions, deletions, suspension of use, erasure, suspension of provision to third parties, and disclosure of records of provision to third parties of the relevant Personal Information. In such cases, the Company will respond appropriately in accordance with the Act on the Protection of Personal Information. In addition, a disclosure fee may be charged in accordance with procedures separately established by the Company for requesting disclosure of Personal Information.
a. Cases in which disclosure may harm the life, body, property, or other rights or interests of the person concerned or a third party.
b. When disclosure of the information is likely to cause significant hindrance to the proper conduct of our business.
c. When disclosure would violate laws and regulations.
d. When we cannot confirm that the request for disclosure is made by the person himself/herself.


10. Security control of Personal Information
(1) The Company shall strictly manage Personal Information and shall not allow unauthorized or inappropriate access, collection, use, disclosure, copying, alteration, loss, destruction or disclosure of Personal Information through the introduction of appropriate management, physical and technical measures, system development and improvement, employee training and awareness activities, access control, information security measures, and by other means for the purpose of protecting Personal Information. Reasonable security measures are taken to prevent risks such as falsification and leakage.
(2) The Company will immediately cease to retain documents containing Personal Information or terminate the association of Personal Information with a customer if it is reasonable to believe that the purpose for which the Personal Information was collected has not been achieved and that there is no longer a legal or business need to retain the information, or as otherwise required by applicable law. Personal Information that is no longer retained will be disposed of, anonymized, and/or deleted in an appropriate manner.


11. Continuous improvement
The Company will continuously review and improve its Personal Information Protection Management System, including this policy, to maintain the appropriate handling and protection of Personal Information in response to requests from business partners and changes in social conditions.


12. Updating the Privacy Policy
The Company will review and improve its handling of customers' Personal Information from time to time. In such cases, all revisions will be announced on this website. Any changes to this Privacy Policy will be effective from the time the Company posts them on the Site.


13. Business operator handling Personal Information
Corporate Name : SheepMedical Co., Ltd.
Address: Takahashi Bldg. 5F, 3-26-8 Hatchobori, Chuo-ku, Tokyo
Name of Representative: Naozumi Matsumoto, Representative Director


14. Contact information for inquiries
If you have any questions about this Privacy Policy, or if you have any questions about the handling of Personal Information in our various services, or if you wish to request disclosure, correction, addition, deletion, suspension of use, erasure, suspension of provision to third parties, or disclosure of records of provision to third parties of your Personal Information, please contact us from below.

SheepMedical Co., Ltd.
Inquiry to the Privacy Office

Effective from December 7, 2021
Updated April 1, 2022