Quarantine and Health Monitoring (Follow-up) Operations for Overseas Entrants

Privacy Policy

Latest revision date: February 18, 2022

1. Basic Policy

  • The Ministry of Health, Labour and Welfare (hereinafter referred to as "the Ministry") acknowledges the importance of information, including personal information (hereinafter referred to as “overseas entrants’ information"), of persons who plan to enter or have entered into Japan (hereinafter referred to as "overseas entrants"), handled under quarantine operation (Note 1) and health monitoring (follow-up) operation (Note 2) (hereinafter referred to as "operations"), and undertakes social responsibility to protect such overseas entrants’ information. Therefore, the Ministry will comply with laws and regulations concerning personal information, Act on the Protection of Personal Information Held by Administrative Organs and the Ministry’s internal policies, to collect, use and manage overseas entrants’ information in an appropriate manner in accordance with this Privacy Policy (hereinafter referred to as "Policy").


    (Note 1) This operation confirms the status of inspections and vaccinations, contents of written pledges and questionnaires (passport number, emergency contact information, place of stay in Japan, health condition, etc.) submitted by overseas entrants who plan to enter Japan.

    (Note 2) This operation manages health condition reports, isolation location reports and current location reports provided by overseas entrants determined by the Japanese government to be subject to monitoring (follow-up) by the Health Monitoring Center for Overseas Entrants during specified period of self-isolation, determined considering the incubation period of infectious diseases, at home or designated accommodation facility.

2. Scope of Application

  • This Policy sets out the Ministry's policy in relation to the handling of overseas entrants’ information in the context of operations described above.

    Please refer below for policy regarding handling of personal information in the “Health and Location Monitoring App" (hereinafter referred to as "MySOS").

    ・MySOS Privacy Policy:https://www.allm.net/mysos_privacy-policy/en/

    ・MySOS Terms of Use:https://www.allm.net/mysos_terms-of-use/en/

3.Controller of Overseas Entrants’ Information

  • The controller of overseas entrants’ information in the operations is:


    Ministry of Health, Labour and Welfare

    1-2-2 Kasumigaseki Chiyoda-ku Tokyo, 100-8916 Japan


    ※Please refer to section “10. Contacts” for contact information

    The Ministry has appointed Director of Health Service Division of Health Service Bureau and Director of Quarantine Affairs Division of Pharmaceutical Safety and Environmental Health Bureau as data protection officers for the operations, to manage and supervise compliance with this Policy.


    《Contact information of the data protection officer》

4. Type, Purpose of Use, and Source of Overseas Entrants’ Information

  • The Ministry will handle overseas entrants' information collected through the operations in the public interest based on the Quarantine Act (Article 16-2) and Act on the Prevention of Infectious Diseases and Medical Care for Patients with Infectious Diseases (Article 15-3) or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Ministry. The type, purpose of use, and source of overseas entrants’ information to be collected in the operations are as follows.


Type of information Purpose of Use Source

Basic Information (Name, gender, date of birth, address, email address, telephone number, nationality, certificate of eligibility number (technical intern training or student), etc.)

・To identify, manage, and verify the identity of overseas entrants

・To communicate with the Ministry of Justice (Immigration Services Agency), Ministry of Foreign Affairs of Japan (Embassies, Consulates) and other relevant ministries and agencies, local public health offices, medical institutions, accommodation facilities, etc.

・From overseas entrants (via MySOS, health cards, questionnaires, written pledges, etc.), whether in electronic or written form.

・From the responsible person of receiving company/entity (company/entity which employs overseas entrants, or accepts them for business or entertainment purposes)

・From the Ministry of Justice (Immigration Services Agency), Ministry of Foreign Affairs of Japan (Embassies, Consulates), local public health offices, medical institutions, accommodation facilities, etc.

Passport information (Passport number and photo)

・To identify, manage, and verify the identity of overseas entrants

・To communicate with the Ministry of Justice (Immigration Services Agency), Ministry of Foreign Affairs of Japan (Embassies, Consulates), and other relevant ministries and agencies

・From overseas entrants (via MySOS, health cards, questionnaires, written pledges, etc.), whether in electronic or written form.

・From the responsible person of receiving company/entity (company/entity which employs overseas entrants, or accepts them for business or entertainment purposes)

・From the Ministry of Justice (Immigration Services Agency), Ministry of Foreign Affairs of Japan (Embassies, Consulates), local public health offices, medical institutions, accommodation facilities, etc.

Travel Information (Name of flight or ship, name of airport or port, date of arrival, expected date of departure, place of stay in the past 14 days, etc.)

・To identify the health condition before and at the time of entry into Japan

・To monitor (follow-up on) health condition after entry into Japan

・To communicate with the Ministry of Justice (Immigration Services Agency), Ministry of Foreign Affairs of Japan (Embassies, Consulates), and other relevant ministries and agencies, local public health offices, medical institutions, accommodation facilities, etc

・From overseas entrants (via MySOS, health cards, questionnaires, written pledges, etc.), whether in electronic or written form.

・From the responsible person of receiving company/entity (company/entity which employs overseas entrants, or accepts them for business or entertainment purposes)

・From the Ministry of Justice (Immigration Services Agency), Ministry of Foreign Affairs of Japan (Embassies, Consulates), local public health offices, medical institutions, accommodation facilities, etc.

Health information (Information on certificates of inspection and vaccination, PCR test results, health condition during self-isolation period, monitoring (follow-up) status, close contact with COVID-19 positive or symptomatic person, symptoms (such as fever, cold, abnormal health condition), medication, visits to medical institutions, etc.)

・To identify the health condition before and at the time of entry into Japan

・To monitor (follow-up on) health condition after entry into Japan

・To cooperate with the Ministry of Justice (Immigration Services Agency), Ministry of Foreign Affairs of Japan (Embassies, Consulates), and other relevant ministries and agencies, local public health offices, medical institutions, accommodation facilities, etc.

・To ensure appropriate diagnosis and treatment (to encourage overseas entrants who have reported illness to contact local public health offices)

・From overseas entrants (via MySOS, health cards, questionnaires, written pledges, etc.), whether in electronic or written form.

・From the responsible person of receiving company/entity (company/entity which employs overseas entrants, or accepts them for business or entertainment purposes

・From the Ministry of Justice (Immigration Services Agency), Ministry of Foreign Affairs of Japan (Embassies, Consulates), local public health offices, medical institutions, accommodation facilities, etc.

Isolation location, current location, and transportation from airport to isolation location

・To check the self-isolation status at the isolation location reported by the entrant (to confirm overseas entrants’ current location)

・From overseas entrants (via MySOS, health cards, questionnaires, written pledges, etc.), whether in electronic or written form.

・From the responsible person of receiving company/entity (company/entity which employs overseas entrants, or accepts them for business or entertainment purposes)

・From use of smartphone functions by overseas entrants

Visual/Audio information (face, background, and audio during video calls)

・To identify and manage overseas entrants

・To check the self-isolation status at the isolation location reported by the entrant (to confirm overseas entrants’ current location)

・From use of smartphone functions by overseas entrants

Information on use of export sales stores (tax-free shops)

・To conduct proactive epidemiological investigations based on Article 15 of the Act on Prevention of Infectious Diseases and Medical Care for Patients with Infectious Diseases

・From export sales stores, the National Tax Agency, etc.


(Handling of children’s information)

As part of operations, the Ministry may collect overseas entrants’ information for children aged 12 years and younger. In such cases, the Ministry will collect such information based on parent/guardian's consent by the following methods:


・Children shall submit a written pledge with the parent/guardian’s signature.

・Parent/guardian shall enter each child's information on the parent/guardian’s MySOS application through "Registration of Companion" option for accompanying children.


The types of overseas entrants’ information to be collected are described in the table above "4. Type, Purpose of Use, and Source of Overseas Entrants’ Information”.

(Note)

・In the operations, sensitive personal information such as health information will be collected. However, such information will be utilized only to the extent as authorized per prior consent obtained.

・Overseas entrants’ information will not be used for automated decision making such as profiling.

5. Measures to Ensure the Security of Overseas Entrants’ Information

  • The Ministry will take necessary measures in accordance with the “Information Security Policy of Ministry of Health, Labour and Welfare” to prevent leakage, loss, or damage, and properly manage all collected overseas entrants’ information.

6. Storage Period of Overseas Entrants’ Information

  • The Ministry will determine the minimum period of retention of overseas entrants’ information required for the purpose of the operations and retain them only during this specified period. The Ministry will delete/dispose the information without delay upon expiration of this period.

7. Disclosure of Overseas Entrants’ Information

  • The Ministry may disclose overseas entrants’ information to the third parties set out below.


Third party Purpose of Disclosure

Ministry of Justice (Immigration Services Agency) , Ministry of Foreign Affairs of Japan (Embassies, Consulates) and other relevant ministries and agencies

・To take measures in accordance with the Immigration Control and Refugee Recognition Act in case of violation or suspected violation of the written pledge. (Revocation of status of residence, deportation procedures, etc.)

・To conduct proactive epidemiological investigations based on Article 15 of the Act on Prevention of Infectious Diseases and Medical Care for Patients with Infectious Diseases.

・To issue a visa.

Local public health offices and medical institutions

・To guide overseas entrants who have reported illness and ensure appropriate diagnosis and treatment.

・To conduct proactive epidemiological investigations based on Article 15 of the Act on Prevention of Infectious Diseases and Medical Care for Patients with Infectious Diseases.

Responsible person of receiving company/entity (company/entity which employs overseas entrants, or accepts them for business or entertainment purposes), the ministry/agency in charge of receiving company/entity, and ministry/agency in charge of border control

・To take necessary measures in accordance with the “New Border Control Measures ” in case of violation or suspected violation of written pledge.

Accommodation facilities

・To guide overseas entrants when the quarantine station designates an accommodation facility as an isolation location.

Competent authorities of the destination country (when departing from Japan to overseas)

・To meet the obligations of participating countries as stipulated in the International Health Regulations (Article 30). (Please also refer to "9. Transfer of Overseas Entrants’ Information to Third Countries" below.)

8. Subcontracting of Overseas Entrants’ Information

  • The Ministry may subcontract a part of the operations (this includes not only direct subcontracting from the Ministry, but also further levels of sub-subcontracting) and outsource the handling of overseas entrants’ information collected through the operations.


    In such case, the Ministry will give consideration to the selection of the subcontractor, conclude an agreement with the subcontractor regarding the handling of personal information, and manage and supervise the subcontractor in an appropriate manner to ensure that the subcontractor properly protects the overseas entrants’ information in accordance with the relevant laws and regulations and the provisions of this Policy. The same shall apply if such a subcontractor sub-subcontracts all or part of the outsourced operations to a third party with the consent of the Ministry.


    The classification of subcontractors for the operation is as follows:

    ・System vendors developing and operating relevant systems

    ・Consulting firms, etc., providing operational support for health monitoring (follow-up) operations

    ・Security companies checking self-isolation status

    ・Cloud providers providing relevant system services

9. Transfer of Overseas Entrants’ Information to Third Countries

  • The Ministry will manage collected overseas entrants’ information on the servers in Japan of a hosting company approved by the Ministry for outsource management. However, the Ministry may transfer such information to a third country overseas in the following case.


    ・In cases where information of persons departing from Japan should be notified to the competent authority of the destination country in accordance with the International Health Regulations (Article 30)


    ・Personal identification information (name, date of birth, passport number, nationality, contact information)

    ・Flight information at the time of arrival in Japan (arrival airport, schedule, flight number)

    ・Flight information when departing from Japan (destination airport, schedule, flight number)

10. Contacts

  • If you have any questions, inquiries, or complaints about this policy or the handling of overseas entrants’ information in the operations, please contact the Ministry through the contact information set out below.
    The Ministry respects the rights of individuals to have their personal data disclosed (including electronic means), corrected, deleted, restricted from handling, to withdraw consent, and to object to the handling of their personal data. However, please be informed that the Ministry may not be able to respond to your requests under certain circumstances (e.g. if the request interferes with the Ministry’s legal obligations, or leads to infringement of privacy of others, etc.)




    If your concerns regarding the handling of information remain unresolved, you may consult with the supervisory authorities of the country or region you reside in.

11. Revisions to this Policy and its Method

  • The Ministry reserves the right to revise this Policy if the revision does not contradict the purpose of handling overseas entrants’ information as stated in this policy and is reasonable considering the necessity of the change, the reasonableness of the revised content, and other circumstances pertaining to the change. Significant revisions to this Policy will be notified by a prescribed method (announcement on the website, pop-up on MySOS, etc.) at least one week prior to the revision.

12. Use of Cookies on Websites

  • (2) About Google Analytics

    Each website usesGoogle Analyticso identify user’s usage in the website.
    Google Analytics uses Cookies to collect information to report on user information and interest categories. Please referhere for the Terms of Use of Google Analytics.

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