Privacy Policy
This policy explains how Japan Medical collects, uses, shares, stores, and protects personal information when you use our website or ask us to help coordinate communication with medical providers in Japan.
Who This Policy Applies To
Privacy rules for the Japan Medical service
This Privacy Policy applies to Japan Medical’s website, patient coordination communications, and related administrative services.
Japan Medical is based at 5-4-6 Ginza, Chuo-ku, Tokyo 104-0061, Japan.
Questions or privacy requests can be submitted through WhatsApp or LINE using the contact details at the end of this policy.
Information We May Collect
Only information reasonably relevant to the requested service
Identity information
Name, date of birth, nationality, gender where relevant to the requested service, and other identification information reasonably required for coordination.
Contact information
Telephone number, WhatsApp contact, LINE contact, country of residence, preferred language, and other communication details you provide.
Medical information
Medical history, diagnosis, symptoms, medications, previous treatment, laboratory results, imaging reports, pathology information, referral letters, discharge summaries, and other records you choose to provide.
Coordination information
Requested service, preferred provider, appointment details, travel dates, language support requirements, and related administrative information.
Communications
Messages, documents, questions, and other information exchanged with Japan Medical.
Technical information
IP address, browser and device information, basic website activity, and cookie-related information where such technologies are used.
Why We Use Personal Information
Use should remain tied to a clear purpose
Sensitive Health Information
Medical information receives additional care
Consent
Where consent is required, Japan Medical will seek appropriate consent before acquiring, using, or disclosing health-related information.
Purpose
Medical records are used to support the coordination request, not to make an independent diagnosis or create an advertising profile.
Minimum necessary
We encourage patients to provide only information reasonably relevant to the medical or administrative inquiry.
When Information May Be Shared
Disclosure should be limited and relevant
Hospitals and clinics
Relevant information may be shared with independent providers when needed to handle a patient’s requested inquiry or appointment.
Physicians and clinical departments
Records may be provided to appropriate professionals or departments for preliminary review where the provider requests them.
Laboratories and screening centers
Relevant information may be transmitted where required for the service requested by the patient.
Translation and interpretation providers
Authorized service providers may receive the portions of information reasonably necessary to perform the requested language support.
Technology and administrative providers
Service providers supporting hosting, security, communication, or administrative functions may process information where reasonably necessary.
Authorities and professional advisers
Information may be disclosed where required by law or reasonably necessary for legal, security, or professional purposes.
International Transfers
Cross-border coordination can involve cross-border data
International patient coordination may require information to move between countries. For example, records provided by a patient outside Japan may need to be transmitted to a medical institution in Japan.
Technology or service providers used for communication, storage, translation, or administration may also process information in another jurisdiction.
Where applicable law requires additional information, consent, contractual measures, or other safeguards for a transfer to a third party in another country, Japan Medical will take reasonable steps to address those requirements.
For information about Japan’s rules on transfers to third parties in foreign countries, see the Personal Information Protection Commission guidance.
Retention and Security
Keep information only as long as reasonably necessary
Personal information may be retained for the purpose for which it was collected, continuity of coordination, legitimate record-keeping, dispute handling, security, and applicable legal obligations.
When information is no longer reasonably required, it may be deleted, anonymized, or otherwise securely disposed of as appropriate.
We aim to limit access to personal information to people or service providers who reasonably need it for their role.
We use reasonable administrative, organizational, and technical measures appropriate to the sensitivity of the information handled.
No internet transmission, messaging service, device, or electronic storage system can be guaranteed completely secure.
Your Privacy Requests
You may ask us to review personal data
Children, Cookies and Policy Changes
Additional privacy points
Children
Our website is primarily intended for adults. Do not submit a minor’s personal or medical information unless you are legally authorized to do so.
Cookies
Our use of cookies and similar technologies is described separately in the Cookie Policy.
Policy updates
We may update this policy when our services, technology, or applicable requirements change. The revision date at the top shows the latest published version.
Contact Japan Medical
Have a privacy request?
Contact Japan Medical through WhatsApp or LINE. Please avoid sending unnecessary sensitive information when making an initial privacy request.
Message Us on WhatsApp5-4-6 Ginza, Chuo-ku, Tokyo 104-0061, Japan