Privacy Policy

VIVIAGE ZONNE CLINIC (hereinafter “the Clinic”) recognizes the importance of personal data of patients and other users, and complies with the Act on the Protection of Personal Information of Japan (the Personal Information Protection Act), the Ministry of Health, Labour and Welfare’s “Guidance on the Appropriate Handling of Personal Information by Medical and Long-Term Care Providers,” and other applicable laws and regulations, taking care to handle personal data appropriately.

This Privacy Policy sets out how the Clinic collects, uses, manages, and provides personal data to third parties. By using the Clinic’s services, you are deemed to have reviewed and consented to this Policy.

1. Basic Policy

The Clinic collects patients’ personal data within an appropriate scope and uses such data only to the extent necessary to achieve the stated purposes. We comply with applicable personal-data protection laws and strive to manage personal data appropriately.

2. Definition of Personal Data

“Personal data” in this Policy refers to personal information as defined under the Personal Information Protection Act of Japan, namely information about a living individual that can identify the specific individual by name, date of birth, address, telephone number, email address, or other description, or that contains an individual identification code.

In addition, information related to health and medical care—such as medical records, medical history, treatment details, and physical characteristics—constitutes “sensitive personal information” (special-care-required personal information) under the Personal Information Protection Act. The Clinic handles such information with particular care.

3. Personal Data We Collect

The Clinic may collect the following personal data:

Basic information such as name, date of birth, gender, address, telephone number, and email address
Medical information including medical records, medical history, current illness, allergy history, family history, current medications, and health condition (sensitive personal information)
The content of consultations, including concerns, preferences, and requests shared during consultation
Photos and videos of treatment areas (for before/after comparison and clinical record purposes)
Payment information (partial credit-card information, billing information, etc.)
Information provided through our official LINE account, contact form, email, etc.
Information recorded on consent forms, medical questionnaires, and chart records
Information collected when accessing our website (IP address, browser information, cookie information, etc.)

4. Purposes of Use of Personal Data

The Clinic uses collected personal data for the following purposes:

To provide medical and aesthetic treatment and to make medical judgments
To explain treatment content, develop treatment plans, and record the course of treatment
To manage appointments and to confirm, change, or cancel them
To bill for treatment, issue receipts, and manage outstanding payments
To provide post-treatment aftercare, confirm post-procedure recovery, and respond to side effects
To send important notices and communications from the Clinic
For minors, to confirm and contact a parent or legal guardian
For emergency medical response and emergency-transport contacts
For internal staff training, case discussions, and improving the quality of medical care (used in a form that does not identify individuals)
For case introductions on the Clinic’s website and social media (only with the data subject’s prior consent)
To respond to inquiries and consultations
To provide information on new treatments and campaigns (only to those who have requested such information)
To improve the usability of the Clinic’s website and our services
To respond as required by law

If we wish to use personal data for purposes other than those listed above, we will obtain the patient’s consent in advance.

5. Handling of Records during Consultation

To enable us to propose more appropriate treatment, the Clinic may keep the following records during consultation:

Written records of the consultation: We record the content of consultation, concerns, preferences, the physician’s explanations, and confirmation of the treatment plan as part of the medical record.
Pre- and post-treatment photographs: We may photograph treatment areas to the extent necessary for medical care. These photographs are stored together with the medical chart as clinical records.
Records of physical measurements and examination results: We may record information necessary for clinical examination (blood pressure, weight, skin condition, etc.).

These records are used to maintain the quality of treatment, prevent disputes, and confirm the course of treatment, and will not be provided externally without the data subject’s consent.

6. Use of Case Photographs and Videos on Social Media

The Clinic may publish case photographs and videos on its website, social media (Instagram, X, etc.), and advertising materials. These are handled in accordance with the following principles:

Prior consent: When publishing case photographs or videos on the website, social media, etc., we obtain prior consent from the patient in writing or by electronic means.
Voluntary consent: Publication of case photographs and videos is at the patient’s discretion; declining will have no effect whatsoever on treatment.
De-identification: In principle, we apply processing such as eye masking so that individuals cannot be identified before publication.
Compliance with the Medical Advertising Guidelines: We publish in compliance with the Ministry of Health, Labour and Welfare’s “Medical Advertising Guidelines” and the conditions for the limited removal of advertising restrictions (joint disclosure of treatment content, standard cost, main risks and side effects, etc.).
Withdrawal of consent: Even after consent has been given, you may withdraw it at any time. When withdrawal is requested, we will remove the content within a reasonable period.
Irreversibility of social media: Images published on social media may be saved or shared by third parties via screenshots and similar means. Please consider this thoroughly before consenting.

7. Handling of Personal Data via Our Official LINE Account

The Clinic uses an official LINE account for booking, inquiries, and post-treatment follow-up. Personal data exchanged through the official LINE account is handled as follows:

Information collected: LINE account name (nickname), inquiry content, and information necessary for booking (name, contact details, etc.).
Purpose of use: Appointment management, inquiry response, post-treatment follow-up, and communications from the Clinic.
Use of LINE services: We use the services of LY Corporation (LINE Yahoo) to operate our official LINE account. Please refer to LINE’s website for its privacy policy.
Sending medical information: Patients may send medical information such as photos of symptoms or medical history via LINE. Please use this channel with the understanding that such information passes through LINE’s servers. For sensitive information exchanges, we recommend in-person consultation when you visit the Clinic.

8. Handling of Personal Data for Online Prescriptions

If you use online prescription services, the following information is collected and used for delivery and payment purposes:

Recipient name, address, and telephone number
Payment information such as bank transfer or credit card details
Medical questionnaire and clinical information necessary for prescribing

Such information may be provided to third parties (delivery companies, payment processors, etc.) within the minimum necessary scope to outsource these services. Recipients are required by contract to maintain appropriate safety controls.

9. Personal Data of Minors

When a minor (under 18 years of age) uses the Clinic’s services, in principle the consent of a parent or legal guardian is required.

A guardian’s written consent must be submitted at the first visit.
The Clinic may contact the guardian by phone for confirmation as needed.
This Privacy Policy also applies to the handling of minors’ personal data.

10. Restrictions on Provision to Third Parties

The Clinic will not provide patients’ personal data to third parties without the data subject’s consent. The following are exceptions:

When required by law
When necessary to protect the life, body, or property of an individual and obtaining the consent of the individual is difficult (emergency transport, etc.)
When particularly necessary to improve public health and obtaining the consent of the individual is difficult
When cooperation with affairs conducted by national or local government bodies pursuant to law is necessary
When provided to outsourced service providers (delivery companies, payment processors, system maintenance providers, etc.) within the scope necessary for those services
When necessary for referrals or transfers to other medical institutions (referral letters, etc., performed in principle with the patient’s understanding)

To improve usability and our services, the Clinic’s website may use technologies such as cookies.

Cookies: A technology that records browsing information. You can disable cookies in your browser settings, but doing so may make some features unavailable.
Access logs: The server may record IP addresses, browser information, viewed pages, etc. This information is not used to identify individuals; it is used for site improvement and troubleshooting.
Third-party analytics tools: The Clinic’s website may use access analytics tools such as Google Analytics to understand site usage. These tools use cookies to collect access information but do not include information that identifies individuals. For details on Google Analytics, please refer to Google’s privacy policy.

12. Safety Management of Personal Data

The Clinic takes necessary and appropriate measures to prevent leakage, loss, or damage of personal data and to otherwise manage personal data safely.

Organizational safety controls: Designating a person responsible for handling personal data, training staff, and maintaining handling regulations
Personnel safety controls: Enforcing confidentiality obligations on staff and conducting appropriate training
Physical safety controls: Locked storage of charts and medical records, and access control to the premises
Technical safety controls: Access restrictions on electronic medical records, data encryption, and antivirus measures

In the unlikely event of a personal-data leak or other incident, we will promptly take action in accordance with applicable laws, including notifying the affected individuals and reporting to the Personal Information Protection Commission.

13. Requests for Disclosure, Correction, and Deletion of Personal Data

Patients may make the following requests with respect to their own personal data:

Disclosure of retained personal data
Correction, addition, or deletion of retained personal data
Suspension of use, deletion, or suspension of provision to third parties of retained personal data
Disclosure of records of provision to third parties

When making a request, please present identification documents to verify your identity. Note that medical charts and treatment records are subject to mandatory retention periods under the Medical Practitioners’ Act, the Medical Care Act, and other laws, so we may not be able to comply with deletion requests.

Requests should be directed to the contact point at the end of this Policy. We will respond within a reasonable period and scope.

14. Retention Period of Personal Data

The Clinic retains personal data for the period necessary to achieve the stated purposes. Medical charts and treatment records are retained for the period required by applicable laws including the Medical Practitioners’ Act and the Medical Care Act (in principle, five years from the end of treatment).

15. Revisions to the Privacy Policy

The Clinic may revise this Privacy Policy as necessary. Any revisions will be announced by posting on the Clinic’s website. For significant changes, we may provide separate notice.

16. Contact

For inquiries regarding this Privacy Policy and requests concerning the disclosure, correction, or deletion of personal data, please contact us at the following:

VIVIAGE ZONNE CLINIC
Address: T.O Building 4F, 3-33-30 Sakae, Naka-ku, Nagoya, Aichi 460-0008, Japan
Nearest station: approx. 4 minutes’ walk from Yabacho Subway Station
Website: https://viviageclinic.com/en/
Inquiries: via our official LINE account or by phone

Established: July 1, 2024
Last revised: April 25, 2026