Privacy policy

This page describes information collection, use, cross-border processing, retention and patient rights. Legal review is required before formal publication.

Enquiry forms and referral records

After you consent and submit, your name or nickname, contact details, enquiry area, planned travel, summary, assigned coordinator and consent time are stored on a Hong Kong server for review, replies, follow-up and enquiry counts. Each coordinator can access only their assigned records. Authorised maintenance staff may access data for maintenance and backups. Forms are not automatically sent to WeChat. A referral link containing ref stores a registered referral code in your browser to show the corresponding QR code again; it does not contain form data. It remains until replaced by another valid referral or removed by clearing site storage. If storage is blocked, the referral may not persist across pages or visits. Information subsequently provided on WeChat is part of a separate process; confirm how it will be handled first.

Information we may process

This may include contact details, language preferences, appointment needs and health or medical records voluntarily provided by patients. The operator, contact information, retention periods and cross-border rules will be specified before formal publication.

Purpose and data minimisation

Current form data is used for enquiry replies, coordinator follow-up and counts. Subsequent institution matching, appointments, translation, insurance and travel arrangements require separate confirmation. We collect only necessary information and restrict access.

Sharing and cross-border processing

With patient consent, necessary information may be shared with prospective institutions, interpreters, insurers or travel providers to deliver explicitly requested services. The formal policy will further describe recipient categories, processing locations, safeguards and cross-border rules.

Security and retention

Enquiry records are sent over HTTPS and stored on a Hong Kong server. Staff sessions expire after eight hours. Daily backups retain up to 14 copies. Records are retained for follow-up; request deletion through your coordinator for an administrator to process. Backup copies are removed through rotation. Do not enter full medical histories, identification numbers or payment information.

Patient rights

Contact your assigned coordinator on WeChat with your reference number to request access, correction, withdrawal of consent or deletion. This page is a draft awaiting legal review in Japan and the target markets, not a final legal document.