Privacy Policy

1. Information We Collect

We may collect the following information:

• Name, contact details, email address, phone number, and WhatsApp number.
• Country or region, preferred language, and expected timing of visit to Japan.
• Inquiry content, service interest, and appointment-related information.
• Messages and technical metadata sent through LINE, WhatsApp, Instagram, Facebook, Messenger, or similar channels.
• Permitted platform identifiers and event data received through Meta products, such as user IDs, page IDs, message IDs, timestamps, delivery status, or read status.
• Health-related information, medical history, test materials, or documents voluntarily provided for consultation, assessment, or clinical care.
• Website usage data, access logs, cookies, and security-related technical data.

2. Sensitive Health Information and Explicit Consent

We treat information concerning your health condition, medical history, clinical course, treatment history, test results, consultation details, and other medical or health-related information as sensitive personal information under Japanese privacy law.

When we collect or use such information, we obtain your explicit consent unless otherwise permitted by applicable law. Consent may be obtained through an inquiry-form checkbox, first-contact notice in LINE or WhatsApp, or written or electronic explanation and consent materials at the Clinic. We may retain records of consent, including the fact of consent, notice wording, timestamp, channel, and relevant identifier.

Before sending health or medical information, please review this Policy and the notice shown in the relevant channel and send the information only if you consent. Health or medical information sent before explicit consent is confirmed will be used only as necessary for inquiry handling, clinical preparation, safety, and misuse prevention, and will not be used for advertising delivery or advertising measurement. If you proceed to consultation, testing, or treatment, we may ask for separate written or electronic consent as needed.

3. Cookies and Analytics Tools

Our website may use cookies, similar technologies, analytics tools, and transmissions of user-related information to external services for language display, security, service improvement, and understanding website usage.

For details about external transmission tools currently used, the information transmitted, recipients, and purposes, please see our separate External Transmission Policy. Current recipients include Google LLC for Google Analytics 4 and Firebase Hosting / Google Cloud related functions. Meta Pixel and similar advertising measurement tools are not currently installed on this website. If we introduce such tools, we will update this Policy and the External Transmission Policy and provide notice or obtain consent where required.

You may disable cookies through your browser settings, although some functions may become unavailable. For access from the EU, the UK, or other regions requiring prior consent for cookies or similar technologies, we will respond according to applicable law, such as by implementing a consent management tool for the relevant region or restricting the relevant transmissions. We do not provide medical consultation content or clinical information to advertising providers for advertising use.

4. Purposes of Use

We use personal information for the following purposes:

• Responding to inquiries, coordinating appointments, and communicating before or after a visit.
• Providing and managing consultations, assessments, tests, treatments, doctor review, and medical records.
• Organizing medical information provided by you, test or consultation results from the Clinic, and related medical knowledge, and providing them to you and your primary physician as reference information through messaging, portals, reports, or similar formats. Such information is not intended to replace care by your primary physician and is not intended as diagnosis, prescription, or treatment instructions.
• Receiving, acknowledging, triaging, and handing over inquiries from LINE, WhatsApp, Instagram, Facebook, Messenger, and similar channels.
• Routing messages that may involve emergencies, prescriptions, treatment suitability, or medical judgment to human staff or physician review.
• Improving service quality, patient safety, and inquiry response workflows.
• Preventing and investigating misuse, spam, security incidents, or fraud.
• Complying with legal, regulatory, administrative, and medical-record retention obligations.

5. Use of Meta Products

We may use Meta products such as WhatsApp, Instagram, Facebook, and Messenger for inquiry intake, communication, content distribution, and analytics.

When you contact us through these channels, we may receive and use message content, sender identifiers, timestamps, delivery status, and related metadata to respond to your inquiry and manage our services.

Meta's own handling of information is governed by Meta's Privacy Policy and your settings in the relevant Meta product.

6. Automated Acknowledgements and Medical Limits

We may send automated or semi-automated acknowledgement messages to confirm receipt of an inquiry.

These messages are not medical consultation, diagnosis, prescription, treatment suitability assessment, or emergency medical service. If you have urgent symptoms, do not use our social media, WhatsApp, LINE, or contact forms for emergency care. Please contact your local emergency medical service immediately.

7. Disclosure and Service Providers

We do not disclose personal information to third parties except where required by law, where necessary with your consent, or where permitted under applicable law.

We may entrust limited processing to service providers for inquiry management, messaging, appointment coordination, cloud storage, analytics, security, or system operations. We supervise such service providers as required.

8. Provision to Foreign Third Parties or Service Providers

For inquiry handling, message delivery, AI-assisted response drafting, cloud storage, analytics, staff notifications, and related operations, we may use service providers that are based outside Japan or that operate servers outside Japan.

Service providers used as processors or entrusted vendors may include Google LLC in the United States for cloud hosting, storage, and logs through Firebase / Google Cloud, and Anthropic, PBC in the United States for AI-assisted response drafting through Claude API or similar services. When using AI services such as Anthropic, we take measures such as minimizing input information, checking contractual or service terms that restrict training use where applicable, and applying access controls.

Services used with your consent or another basis required by applicable law may include Meta Platforms, Inc. in the United States for messaging and inquiry handling through WhatsApp / Instagram, LY Corporation and LINE-related services, Google LLC in the United States for Google Analytics 4, and Telegram-related services for staff notifications. Communications and metadata are processed under each service's terms and privacy policy.

When personal data is provided to a foreign third party or service provider, we seek to provide information required under applicable law, including the name of the foreign country, information about the personal information protection system of that country, and information about safeguards taken by the recipient, at the time of consent or through the External Transmission Policy or similar notices. We may refer to materials published by Japan's Personal Information Protection Commission, including the Guidelines on Provision to a Third Party in a Foreign Country.

Direct identifiers such as patient names, phone numbers, and clinical information are limited to what is necessary for the relevant purpose. For internal notifications and AI processing, we minimize, summarize, or mask such information where reasonably possible.

9. Security

We take reasonable and appropriate measures to protect personal information against leakage, loss, damage, unauthorized access, and misuse. These measures may include access controls, credential management, log review, staff training, and service-provider supervision.

10. Retention

We retain personal information for as long as necessary for the purposes above and for any period required by applicable law.

Inquiry and platform-integration data may be deleted or anonymized after it is no longer needed for response, audit, fraud prevention, security, or service quality purposes. Medical records are retained for legally required periods applicable to medical institutions.

11. Access, Correction, Suspension, and Deletion Requests

You may request access to, correction of, suspension of use of, or deletion of your personal information in accordance with applicable law.

We will respond within a reasonable scope after confirming your identity and checking legal or medical-record retention obligations.

12. Contact

For privacy questions, Meta-related data deletion requests, or questions about this Policy, please contact:

Cell Force One Clinic Tokyo / Medical Corporation Yamamoto Clinic
Kikusui Diana Building 5F, 6-9-6 Ginza, Chuo-ku, Tokyo 104-0061, Japan
Email: support@cellforceoneclinic.com
TEL: +81-3-6228-5751

13. Changes

We may update this Privacy Policy in response to changes in law, services, or operations. Updated terms take effect when published on our website.