Privacy Policy

Last updated: September 27th, 2025

Oculo Facial Clinic Tokyo (“we,” “us,” or “our”) is committed to protecting the privacy and personal information of our patients, website visitors, and users. This Privacy Policy explains how we collect, use, store, and disclose your personal information in accordance with the Act on the Protection of Personal Information (APPI, Japan) and other applicable regulations. By using our services, website, or providing personal information to us, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following categories of information:

Personal identifiers: name, date of birth, address, email, phone number.
Medical information: medical history, health records, diagnostic results, photographs, surgical notes, prescriptions, insurance details.
Financial information: billing details, payment history, insurance reimbursement data.
Digital information: IP addresses, browser/device information, cookies (if using our website).
Communications: emails, messages, and inquiries made via our website, social media, or phone.

2. Purpose of Use

We collect and use personal information only for purposes directly related to your medical care and lawful clinic operations, including:

Providing medical consultations, treatments, and surgeries.
Managing patient records and follow-up care.
Processing payments, insurance claims, and billing.
Scheduling and confirming appointments.
Communicating updates regarding treatments, instructions, or clinic notices.
Improving the safety, quality, and services of our clinic.
Complying with legal and regulatory obligations.

3. Storage & Security

All medical and personal information is stored securely in accordance with Japanese medical record retention requirements.
We employ physical, technical, and administrative safeguards to protect against unauthorized access, loss, misuse, or disclosure.
Access to medical data is restricted to authorized clinic staff involved in your care.

4. Sharing of Information

We do not sell or rent personal information. However, we may share your information under the following conditions:

With your explicit consent for referrals or second opinions.
With third-party service providers necessary for your care (e.g., laboratories, anesthesiologists, surgical facilities).
With payment processors and financial institutions (e.g., Stripe, PayPal, banks) for billing.
With insurers or public health agencies as required by Japanese law.
When required by court order, government request, or applicable legal obligations.

5. International Patients

For international patients, we may store or process certain information outside Japan if required for billing, scheduling, or remote consultation. In all cases, data will be handled in compliance with APPI and relevant cross-border data transfer regulations.

6. Patients’ Rights under Japanese Law (APPI)

Patients have the right to:

Request disclosure of their medical or personal information.
Request correction, addition, or deletion of inaccurate information.
Request suspension of use or deletion of personal data (where permitted by law and medical obligations).
Withdraw consent for certain uses of data (excluding mandatory medical/legal uses).
Requests may require identity verification and may be subject to medical record retention laws.

7. Photography & Recording Policy

Patients and visitors may not photograph, record, or film within the Clinic without prior consent. Other patients may never be filmed or recorded without their express written consent. The Clinic may use anonymized or consented photographs/videos for educational, academic, or promotional purposes.

8. Website & Cookies

Our website may use cookies or analytics tools to improve usability.
You can disable cookies through your browser settings, but certain website features may not function correctly.

9. Data Retention

Medical records are retained in accordance with Japanese healthcare law (generally 5 years minimum).
Payment and transaction records are retained as required by financial regulations.
Non-medical communications may be retained for operational or legal purposes.

10. Contact Information

For privacy-related inquiries, requests, or complaints, please contact:

Oculo Facial Clinic Tokyo
Hulic Ginza 1-Chome Showa-dori Building 8F 1-15-4 Ginza, Chuo City, Tokyo 104-0061, Japan

Email: info@oculotokyo.com
Phone: 03-5579-9995

11. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in laws, technology, or our practices. Updates will be posted on our website with the date of revision.
All policies are subject to change at the discretion of the Clinic.