Privacy Policy
Hiroo Online Clinic (the “Clinic”) handles personal information used in online medical care and other services appropriately in accordance with Japan’s Act on the Protection of Personal Information, medical laws and regulations, and other applicable laws and regulations.
1. Information we collect
As needed, we collect contact details such as name, date of birth, address, telephone number and email address; identity verification information; pre-consultation responses; information about consultations, prescriptions, tests, medication and health; reservation and consultation histories; information needed for payment; delivery addresses and delivery status; communications through LINE; and device, Cookie and access-log information. Medical and health information is handled as special care-required personal information.
2. Purposes of use
- Identity verification, reservations, online consultation, diagnosis, prescription, review of test results and continuing follow-up
- Billing and payment, delivery of medicines and other items, and responses to inquiries and LINE communications
- Safe medical care, checks for duplicate medication, quality improvement, prevention of misuse, and creation and retention of records required by law
- Sending information with consent and understanding usage in a form that does not directly identify an individual
3. Service providers
The Clinic may outsource work, to the extent necessary, to providers of consultation and identity-verification systems, payment processors, delivery providers, testing service providers, and communications and data-storage providers. The Clinic selects and supervises its service providers and requires confidentiality and appropriate security controls. The Clinic does not identify a provider by name unless that name has been confirmed.
4. Provision to third parties
The Clinic does not provide personal data to a third party except with the person’s consent, as required by law, or when necessary to protect life or health and consent is difficult to obtain. If the Clinic jointly uses personal data, it will announce in advance the covered data, the scope of users, the purposes of use and the party responsible for management.
5. Handling outside Japan
If a service provider or another party handles personal data outside Japan, the Clinic confirms the laws and systems of the destination country or region and the recipient’s safeguards, and obtains consent or establishes the contracts, supervision or other measures required by law.
6. Security controls
The Clinic uses organizational, personnel, physical and technical controls appropriate to the information handled, including access management, protection of authentication information, safeguards for transmission and storage, log review, staff training, supervision of service providers, and incident reporting and remediation.
7. Retention
Medical records and other information with a statutory retention period are retained for that period. Other information is retained only as long as necessary to fulfil the purpose of use, respond to disputes and ensure safety, and is then securely deleted or anonymized.
8. Requests for disclosure and other rights
A person or an authorized representative may, as provided by law, request notice of purposes of use; disclosure; correction, addition or deletion; suspension of use or erasure; suspension of third-party provision; and disclosure of records of third-party provision. The Clinic verifies identity and responds in accordance with applicable law.
9. Cookies and access analytics
The Clinic may use Cookies and access logs to display and secure the site and improve convenience. Analytics tags are disabled on staging. If analytics are introduced on the production site, the Clinic will disclose the data sent, the purposes of use and how to opt out, and will not send names, contact details, pre-consultation responses or consultation details to an analytics service.
10. Contact
For questions about personal-information handling or requests for disclosure and other rights, contact the Clinic on LINE. Identity will be verified as appropriate for the request.
