PRIVACY
Privacy policy
This policy explains how personal information is handled when you contact Tokyo Expat Dental, arrange an appointment or receive care.
PRIVACY
Privacy policy
This policy explains how personal information is handled when you contact Tokyo Expat Dental, arrange an appointment or receive care.
PRIVACY
Privacy policy
This policy explains how personal information is handled when you contact Tokyo Expat Dental, arrange an appointment or receive care.
POLICY OVERVIEW
Privacy information
Who is responsible
Tokyo Expat Dental is a private dental practice operated as a sole proprietorship. The clinic’s contact address is Tokyo Expat Dental, 1F, Ikkei Building, 1-12-10 Nishishinbashi, Minato City, Tokyo 105-0003, Japan. For privacy questions, contact contact@tokyoexpatdental.com.
Please contact the clinic if you need to confirm when this privacy information applies.
Information connected with your care
Depending on your interaction with the clinic, information may include your name, contact details, appointment preferences, medical and dental history, examination findings, images, scans, treatment records, consent, invoices and insurance documentation.
A general enquiry usually needs only enough information to reply. If identification, detailed medical records or other sensitive material are needed, the clinic will explain an appropriate route for sharing them.
Why information is used
To respond to enquiries and arrange, confirm or change appointments.
To assess health needs, provide care, document consent and maintain clinical records.
To communicate about treatment, aftercare and ongoing appointments.
To administer payment and prepare accurate reports or certificates requested for insurance or other purposes.
To meet applicable recordkeeping, safety and legal obligations.
If your information is needed for another purpose, this will be explained and any required permission obtained first. Information shared for treatment is not automatic consent for unrelated marketing.
Service providers and other recipients
Care and administration may involve dental laboratories, referral providers, payment or finance providers, insurers and technology suppliers. Information should be limited to what is needed for the relevant purpose and handled under the applicable arrangements.
Please contact us for details of the service providers handling your information and where it is processed.
Please let the clinic know whether you would like a report to submit yourself or want it sent directly to your insurer. Any handling overseas is assessed against the applicable requirements.
Website, translation and digital tools
We use Google Analytics to understand visits to public pages, use of website controls and whether an enquiry is successfully sent. Analytics is on by default in Japan, Hong Kong, New Zealand and reviewed US states, unless you have rejected it or your browser signals a privacy opt-out. It stays off until you accept everywhere else, including Connecticut, Maryland, Nevada and Washington, or when the applicable region is uncertain. In the US, a state match is required. You can use the website and contact the clinic without analytics. A successfully sent enquiry is not a confirmed appointment.
Our analytics events exclude names, contact details, enquiry messages, form entries and search text. We measure individual public page addresses and fixed page titles, including treatment information, patient guides and dentist profiles. We also measure which public buttons, links, FAQs and categories are used, which sections are viewed, and general scroll depth, active engagement milestones and page-performance ratings. These measurements describe use of public website content, not a diagnosis or a confirmed treatment choice. We do not record sessions, capture pointer coordinates or link analytics to patient records. We exclude arbitrary URL parameters. With analytics enabled, we may record fixed campaign source and medium labels. If you also turn on optional ad measurement, Google may receive an ad click identifier and use it to match a successfully sent website enquiry to a Google ad. This choice is off by default everywhere and expires after up to 180 days. We do not send form entries or patient records, or enable Google signals, ad personalisation or User-ID.
Google Tag Manager may load first to apply regional privacy rules. This technical request sends Google your IP address and basic browser request information; our GA4 tags stay blocked until the regional rule or your choice permits analytics. When analytics is enabled, Google uses cookies to distinguish browsers and sessions. This is not anonymous processing. Google explains its handling of information and international transfers, including processing outside Japan and in the United States, at policies.google.com/technologies/partner-sites.
Use Cookie settings in the footer to allow, reject or withdraw optional analytics and optional ad measurement. Turning either setting off stops that measurement and clears the corresponding cookies set by this configuration. The page may refresh to apply your choice. It does not automatically delete information already sent to Google; contact the clinic with any question or request about previously collected information.
Your explicit analytics choice, notice version and expiry are remembered in this browser for up to 180 days, without enquiry details. If saving is blocked, the choice applies for this visit only. After expiry, the regional defaults described above apply again. Existing choices remain valid for the same analytics purposes without extending their expiry. The _ga and _ga_X42K9DKTR2 analytics cookies are limited to 180 days without extending expiry on each visit; browser settings may shorten this period. GA4 event-level and user-level retention is two months, separate from cookie lifetimes; aggregate reports are not all deleted after two months.
Framer hosts this website and provides its own built-in, cookie-free analytics, separate from this Google Analytics choice. The enquiry form is used to respond to your enquiry, not to send its contents to Google Analytics. WhatsApp, LINE, social profiles and Maps links open services with their own privacy information.
Please contact us if you have questions about language support or the tools used to handle your information.
You can contact the clinic using the enquiry form, email, telephone, WhatsApp or LINE. If a separate online booking service is introduced, its privacy information will be provided before you use it. Please share only the details needed to arrange your visit.
Storage and protection
Please contact us for details about how long your information is kept.
If you have questions about how your information is protected, please contact our team.
Clinical and billing records may need to be retained even after treatment ends. Any request to remove information is considered alongside the clinic’s legal recordkeeping duties.
Questions and requests about your information
Contact contact@tokyoexpatdental.com to ask about the information held about you or to raise a privacy concern. Depending on the applicable rules and circumstances, you may request access, correction or other action relating to your information.
Please contact us to discuss how to make a request about your information.
The clinic may need to verify identity and the authority of a person acting on your behalf before disclosing records. Where a requested action cannot be taken, the applicable reason and available next steps should be explained.
Changes to this policy
Changes in services, systems or legal requirements may require an updated policy. The effective date identifies the version currently in use. Contact the clinic if you need clarification about how a change affects information already provided.