Privacy Policy — Tokyo Hub Clinic

Tokyo Hub Clinic (“we”, “us”, or “our”) operates this website to provide information about our services and to receive booking requests from prospective patients. This Privacy Policy explains what personal information we collect, how we use it, and the choices you have. By using this website you agree to the terms set out below.

1. Information we collect

When you submit the booking form on this site, we collect:

Your name, date of birth, gender, and nationality
Your email address and phone number
Preferred consultation date, time, and consultation type
Symptoms you describe and accommodation details if provided
Insurance and residence status indicators
Technical information collected automatically: IP address, user-agent string, page URL, and timestamp

2. How we use your information

To respond to your booking request and arrange consultations
To prepare medical documentation (English certificates, invoices, referral letters) requested by you or your travel insurer
To send confirmation and reminder emails
To improve our services through aggregated, non-identifying analysis
To comply with applicable Japanese law

3. Sharing with third parties

We do not sell your personal information. We share it only with the following categories of recipients, and only to the extent necessary:

Email and infrastructure providers (e.g. Resend, Cloudflare, Google Workspace) that process booking submissions on our behalf
Affiliated medical providers when a referral is required and you have consented
Authorities when disclosure is required by law or to protect the vital interests of a patient

4. Data retention

Booking records are retained for the period required by Japanese medical record-keeping rules and our internal record-retention policy, after which they are securely destroyed.

5. Security

We use HTTPS for all transmissions, encrypted storage for credentials, and access controls limiting who can view booking data. No system is perfectly secure; if you suspect a breach affecting your information, please contact us immediately.

6. Cookies and analytics

This site uses Google Tag Manager and analytics cookies to understand site usage in aggregate. You can disable cookies in your browser settings; some site features may then function differently.

7. Your rights

You may request access to, correction of, or deletion of personal information we hold about you, and you may withdraw consent for future processing. Submit requests to the contact below; we will respond within a reasonable period and as required by Japanese law.

8. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date above reflects the most recent change. Material changes will be highlighted on this page.

9. Contact

For privacy-related inquiries, please contact us at contact@hub-clinic.tokyo.