Privacy Policy

1. Information we collect

• Information you give us directly: name, email address, phone number, WhatsApp / LINE or other contact details, country of residence, preferred dates, your enquiry, and any photos or documents you send.
• Health information needed for booking and treatment: medical history, medications, allergies, symptoms and treatment details.
• Information entered when you book online (Square): name, contact details, appointment date and time, and the service selected.
• Information collected automatically when you use this website: pages viewed, referring page, date and time, IP address, browser and device information, cookie and similar identifiers, and on-page interactions such as clicks and scrolling.

2. How we use it

• To receive, confirm and change appointments, and to contact you about them
• To provide treatment and to prepare and explain treatment plans and estimates
• To bill for treatment and issue receipts and documents for insurance claims
• To answer your enquiries
• To analyse and improve this website and measure the effectiveness of our advertising
• To comply with legal obligations

Medical information — your medical history and treatment details — is used only to book and provide your care (including related billing, documents and legal obligations). It is never sent to the analytics, advertising or behaviour-analysis tools listed in section 5.

3. Disclosure to third parties

We do not provide your personal information to third parties without your consent, except:

• where required by law;
• where necessary to protect a person’s life, body or property and it is difficult to obtain your consent;
• where especially necessary to improve public health and it is difficult to obtain your consent;
• where necessary to cooperate with a national or local government body carrying out duties prescribed by law.

4. Service providers

We may entrust tasks such as appointment management, payment processing, sending email and running this website to outside providers, to the extent necessary for the purposes above. We put appropriate contracts in place and supervise them. If you ask us to share your records with another clinic (for example your dentist at home), we do so only with your consent.

5. External services and cookies

This website uses the external services below. When you visit, your device sends the information listed to each provider. You can block or delete cookies in your browser settings, although some features may then not work correctly.

6. How we protect your information

• Organisational: a person responsible for personal information is appointed and handling rules are in place.
• Staff: all staff are bound by confidentiality and trained in handling personal information.
• Physical: places where clinical records are kept are controlled, and removal of documents and devices is managed.
• Technical: access rights are managed, connections are encrypted (SSL/TLS), and measures against unauthorised access are in place.
• Overseas providers: some services on this website are provided by companies outside Japan (Google LLC, Microsoft Corporation and Block, Inc. group companies in the United States). We take security measures based on an understanding of each provider’s practices and the data-protection framework of its country.

7. Your requests

You may ask us to notify you of the purpose of use of, disclose, correct, add to or delete, stop using or erase, or stop disclosing to third parties the personal data we hold about you, and to disclose records of any third-party disclosure. Please contact info@rodin-dental.jp. After confirming that the request comes from you (or your authorised representative), we will respond without delay as required by law. If a fee applies, we will tell you in advance. Requests for clinical records are handled in line with the Ministry of Health, Labour and Welfare guidelines on providing medical information.

8. Complaints

Please send any complaint or question about how we handle personal information to info@rodin-dental.jp. We will look into it and respond appropriately and promptly.

9. Changes to this policy

We may update this policy to reflect changes in law or in our services. The updated policy takes effect when it is published on this page.