Privacy Policy

1. Data controller

The controller responsible for personal data processed through this website and the associated clinic search app is:

This service is primarily intended for users located in Japan. Visitors from other countries are welcome; however, the service is designed around Japanese healthcare and the information presented may not be relevant or accurate for clinics outside Japan.

2. Information we collect

• Contact form: your name, email address, and the message you submit. This is collected only when you choose to contact us and is used solely to respond to your inquiry.
• Analytics data: pages visited, session duration, browser type, device type, and approximate country, collected via Google Analytics 4 (GA4). We do not intentionally send names, email addresses, or inquiry contents to Google Analytics.
• Cookies and local storage: see section 6.

We do not collect sensitive personal information such as health records, national identification numbers, or payment card data. Please do not submit medical records or detailed health information through the contact form.

3. Purposes of processing

We do not use personal data for automated decision-making or profiling. We do not sell, rent, or share your personal data with third parties for marketing purposes.

4. Third-party service providers and international processing

We use third-party service providers for hosting, analytics, mapping, and email delivery. These providers may process data outside Japan, including in countries where they operate infrastructure or support services.

Each provider has its own privacy policy linked in the table above. We use them only as service providers in connection with this service, and we do not disclose personal data to third parties for their independent marketing to you.

5. Data retention

• Contact form submissions are deleted within 6 months of the inquiry being resolved, unless ongoing correspondence requires longer retention.
• GA4 analytics data is retained for 14 months under Google's default settings.
• Server access logs are retained only as long as reasonably necessary for security, debugging, and abuse prevention.

6. Cookies

We use two categories of cookies:

No advertising or cross-site tracking cookies are set. Where required by applicable law, we request consent before setting non-essential analytics cookies. You can block or delete cookies at any time through your browser settings — blocking analytics cookies will not affect your ability to use the clinic directory. You can also opt out of GA4 measurement via Google's opt-out tool.

7. Security

We apply reasonable administrative and technical safeguards: all data is transmitted over HTTPS, access to backend systems is credential-protected, and we rely on reputable infrastructure providers (Vercel, Google, Resend) that maintain their own security programmes. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security.

8. Children

This service is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has submitted personal data to us, please contact us and we will delete it promptly.

9. Your rights

Depending on your country of residence, you may have the right to access, correct, or delete personal data we hold about you, or to object to or restrict certain processing. To exercise any of these rights, email privacy@getopenclinic.com or use the form below, and include:

• The name and email address you used when contacting us, if applicable
• A description of the right you wish to exercise
• Any relevant details that will help us locate your data

We aim to respond within 30 days. We may need to verify your identity before acting on the request.

10. Medical disclaimer

OpenClinic is a directory and navigation aid. Nothing on this website or the associated app constitutes medical advice, diagnosis, or treatment. Clinic listings are provided for informational purposes only. Always consult a qualified healthcare professional for medical concerns. In an emergency in Japan, call 119 (ambulance) or 110 (police).

11. Clinic listing accuracy

We make reasonable efforts to verify clinic information including hours, languages, and specialties. However, we cannot guarantee that all information is current or accurate at the time of your visit. Always confirm directly with the clinic before attending.

12. Changes to this policy

We may update this policy from time to time. Material changes will be noted by updating the date at the top of this page.