Regarding AVAN TOKYO’s Privacy Policy
AVAN TOKYO (hereinafter referred to as “our clinic”) recognizes the importance of patient personal information, complies with the Act on the Protection of Personal Information (hereinafter referred to as the “Personal Information Protection Act”), and handles patient personal information appropriately.
This Privacy Policy explains how our clinic collects, uses, manages, and protects patient personal information.
Definition of Personal Information
“Personal information” in this Privacy Policy refers to personal information as defined in the Personal Information Protection Act, being information about living individuals, and refers to information that can identify specific individuals through names, dates of birth, addresses, telephone numbers, email addresses, and other descriptions contained in such information.
Additionally, medical information, health information, treatment history, and other information handled by medical institutions are also included in personal information.
Collection of Personal Information
Our clinic collects personal information within the necessary scope for the following purposes:
Personal Information Collected
- Name, date of birth, gender, age
- Address, telephone number, email address
- Occupation, workplace (as needed)
- Medical history, present illness, family history
- Allergy information, medications being taken
- Examination, testing, and treatment records
- Image information (photographs, X-rays, MRI, etc.)
- Other information necessary for medical care
Collection Methods
Personal information is collected through the following methods:
- Completion of medical consultation application forms and medical questionnaires
- Medical interviews during consultations
- Test implementation
- Treatment implementation
- Exchanges via telephone, email, and LINE
- Reservations and inquiries from the website
Purpose of Personal Information Us
Our clinic uses collected personal information for the following purposes:
Use Related to Medical Care Provision
- Provision of medical services including medical treatment, testing, treatment, and vaccination
- Medical insurance administration (when applicable)
- Explanation to patients and obtaining consent
- Evaluation and recording of treatment effectiveness
- Coordination with other medical institutions
- Seeking opinions and advice from external physicians
Use Related to Medical Fee Billing
- Calculation and billing of medical fees
- Confirmation of medical fee payment
Use Related to Medical Institution Management and Operations
- Improvement of medical services
- Basic materials for maintaining and improving operations
- Reporting of medical accidents and other incidents
- Analysis for improving medical services to patients
Contact with Patients
- Appointment confirmation
- Treatment-related contact
- Test result reporting
- Distribution of announcements and campaign information (only when consent is obtained)
Other Uses
- Case studies for improving medical quality (in formats where individuals cannot be identified)
- Education of medical personnel (in formats where individuals cannot be identified)
- Compliance with laws and regulations
Provision of Personal Information to Third Parties
Except in the following cases, our clinic does not provide patient personal information to third parties:
When Patient Consent Is Obtained
When consent is obtained from the patient, personal information may be provided to third parties within the necessary scope.
When Based on Laws and Regulations
When disclosure is required based on laws and regulations, personal information may be provided without patient consent.
When Necessary for Medical Care Provision
- Referrals to other medical institutions
- External outsourcing of testing
- Sending prescriptions to pharmacies
- Requesting maintenance inspections from medical equipment manufacturers
- Outsourcing medical insurance administration (when applicable)
In these cases, we conduct appropriate supervision of recipients.
In Emergency Cases
When necessary for protecting the life, body, or property of a patient and obtaining patient consent is difficult.
Management of Personal Information
Our clinic appropriately manages patient personal information and implements the following measures to prevent loss, destruction, falsification, leakage, and other risks:
Organizational Safety Management Measures
- zational Safety Management Measures
- Establishment of a personal information protection manager
- Employee education and training
- Development of regulations regarding personal information handling
- Inspection of personal information handling status
Personnel Safety Management Measures
- Conclusion of confidentiality agreements with employees
- Regular employee education and training
- Conclusion of confidentiality agreements with external contractors
Physical Safety Management Measures
- Locked management of medical charts and documents
- Privacy protection in consultation rooms and counseling rooms
- Access restrictions to electronic medical record systems
- Appropriate storage of backup data
Technical Safety Management Measures
- Access restrictions to computer systems
- Password authentication
- Firewall installation
- Introduction of antivirus software
- Data encryption
Personal Information Retention Period
Our clinic retains personal information for the period stipulated by laws and regulations or for the period necessary to ensure medical continuity.
Medical Records (Charts)
Based on the Medical Practitioners Act, retained for 5 years from the final medical treatment date.
Test Records
Retained for appropriate periods as necessary.
Other Records
Retained for periods stipulated by laws and regulations or for periods necessary for operations.
Personal information for which the retention period has expired is discarded or deleted by appropriate methods.
Patient Rights
Patients have the following rights regarding their personal information:
Right to Request Disclosure
Patients can request disclosure of their personal information held by our clinic.
Right to Request Correction
Patients can request correction if errors exist in their personal information held by our clinic.
Right to Request Suspension of Use
Patients can request suspension of use when our clinic handles personal information beyond the scope of the purpose of use or when personal information has been obtained through improper means.
Request Method
When making these requests, please notify our clinic reception. We may request presentation of identification for identity verification.
Fees
For disclosure requests, we may charge fees equivalent to actual costs.
Response Period
In principle, we will respond within 2 weeks after receiving requests. However, depending on content, additional time may be required.
Use of Cookies
Our clinic’s website may use cookies to improve user convenience.
What Are Cookies
Cookies are small text files stored in browsers when websites are visited.
Purpose of Use
- Improving website convenience
- Access analysis
- Advertising delivery optimization
Deactivation
If you do not wish to use cookies, you can deactivate them in your browser settings. However, if deactivated, some functions may become unavailable.
Access Analysis Tools
Our clinic’s website may use access analysis tools such as Google Analytics. These tools collect website usage information using cookies.
Information collected does not identify individuals. Regarding these tools, please review the privacy policies of each business operator.
Contact Forms
Information sent from contact forms on our clinic’s website is encrypted and transmitted via SSL (Secure Socket Layer).
Personal Information of Minors
Regarding personal information of minors, as a general rule, we collect and use it after obtaining parental consent.
Changes to Privacy Policy
Our clinic may change this Privacy Policy in accordance with changes to laws and regulations or changes to business content. When changes occur, we will announce them on our clinic’s website.
Complaints and Consultations Regarding Personal Information Protection
For complaints and consultations regarding personal information handling, please contact the following office:
AVAN TOKYO Personal Information Protection Office Telephone: Not listed Email: Not listed Reception hours: Not listed
When complaints or consultations are received, we will respond promptly and take appropriate measures.
Certified Personal Information Protection Organization
While our clinic is not a target business operator for certified personal information protection organizations in the medical field, we handle personal information appropriately based on the Personal Information Protection Act.
Provision of Medical Information
Provision of Medical Information to Other Medical Institutions
When patients visit other medical institutions, we may provide medical information from our clinic. This is necessary for receiving continuous and appropriate medical care.
If you wish to have a medical information provision document created, please request it.
Provision of Information to Family Members
When patient consent exists or when determined necessary for the patient’s benefit, we may provide medical information to family members.
If you do not wish for information to be provided, please inform us accordingly.
Posting Within the Clinic
At our clinic, we post the following information within the facility:
- Purpose of personal information use
- Announcements regarding disclosure of medical records and other materials
- Announcements regarding personal information protection
Regarding Recording and Photography
At our clinic, we may conduct recording in consultation rooms and counseling rooms to improve medical care quality and prevent trouble. Recorded content is strictly managed and not used for purposes other than those intended.
Recording and photography by patients is only possible when advance permission is obtained. Please refrain from unauthorized recording and photography.
Security Cameras Within Facility
At our clinic, we have installed security cameras within the facility to ensure safety for patients and staff. Recorded video is not used for purposes other than crime prevention, and after appropriate retention periods, is deleted.
Regarding Social Media and Review Sites
When patients post about our clinic on social media or review sites, we request consideration for the privacy of other patients.
Additionally, please refrain from posting detailed medical treatment content or information that could identify other patients.
Scope of Application of This Policy
This Privacy Policy applies to the handling of personal information at AVAN TOKYO.
Regarding personal information handling on other websites linked from our clinic’s website, please review the privacy policies of each website.