1. Basic approach
The Clinical Photo web version is provided by RYOTA UEMATSU (the “operator”). Photos and records are stored and organized on your device; there is no mechanism for depositing them with the operator. No account is required, and there is no advertising or behavioral tracking. The operator cannot view or retrieve the photos and records on your device.
For patient information, the healthcare institution that takes, enters, and stores it decides the purpose and the way it is managed. Patients who wish to check, correct, or delete their records should contact that institution.
What the operator does process is the connection information involved in delivering the site and connecting devices, visit statistics for the introduction pages, and information you send in inquiries. Each is described below.
2. Information handled on your device
Depending on what you capture, import, or enter, the app handles photos, videos, audio, PDFs, patient identifiers, entries about care, microbiology, specimens, and antimicrobials, notes, tags, annotations, settings, and the version of the documents you accepted, all on your device. They are used for storing, organizing, viewing, searching, comparing, and editing, and for transfers and exports you choose.
Photos and records are stored in the browser’s app storage or in a folder you choose on a PC. On-device encryption is optional and off by default. Passphrases and encryption keys are never sent to the operator.
3. Camera and other permissions
Permissions such as camera, microphone, and access to files or folders are requested by the browser or OS when you start the corresponding action. Location is never requested. If you decline, that feature is unavailable. If an imported file contains information such as the capture time or location, that information remains in the original.
4. Transfers and connections between devices
A transfer confirms the other device by number or QR code, waits for the receiving side’s approval, and then sends the data directly between the devices over an encrypted connection. Registered devices confirm each other with the saved key and, depending on the receiver’s setting, receive without an approval step. A service from Cloudflare, Inc. (United States) brokers the connection and handles only the information needed to connect, for a short time. Photos and records are never sent to the brokering service. Because the connection is direct, the other device learns the IP address used for the connection.
Information for reconnecting with the same device is stored only on your device. In Settings you can remove each registration or change whether it is received without confirmation.
5. Site delivery and external providers
Cloudflare, Inc. (United States) delivers and updates the site and web app and brokers transfer connections. When you connect to clinicalphoto.com, connection information such as your IP address, the requested address, the time, and the type of browser or device is passed to Cloudflare and used for delivery, monitoring service health, and protecting against abuse. Photos and records are never part of these logs.
Inquiry email is handled with a service from Google LLC (United States). These providers may process information in countries other than Japan. See their published policies for details.
6. Visit statistics
To improve the content and loading speed of the introduction pages, Cloudflare Web Analytics is used only on the Japanese and English introduction pages to count page views, referrers, countries, device and browser types, and loading times. No cookies or device identifiers are used. The web app screens and the Terms and Privacy Policy pages do not include this analytics.
In the web version, when a new storage location is set up for the first time, a notification indicating only the app type is sent and counted per day. It contains no photos, file names, or information that identifies you or your device.
7. Exports, sharing, and backups
Exports, sharing, copying, transfers, and backups happen only on your action. Ordinary exports and copies produce a new image with the masks you specified, so the original’s embedded information is not carried over. Text or faces visible in an image are not removed automatically. Backups and transfers include the unmasked originals with their embedded information and are encrypted with a passphrase. Ordinary exports and copies are not encrypted.
The terms and privacy policies of the destination apps, services, and cloud synchronization apply to what you share. The operator cannot recall or delete copies you have passed on.
8. AI requests and external tools
The AI request feature composes, on your device, a request text containing your instructions and the identifiers or file locations of the selected data, for you to copy or save. The app never sends photos or records to an external AI. If you send that text yourself or let an external tool open your storage folder, that tool may read the contents and send them elsewhere. You and your institution should check each service’s conditions on what is sent, how long it is kept, and whether it is used for training.
9. Retention and deletion
Photos and records on your device are kept until you delete them. Photos moved to the trash remain until permanently deleted. Use “Delete data” in Settings to delete the app’s data on the device. Delete exported copies, transferred data, and copies in OS or cloud backups at their respective locations.
Information used to broker a connection is no longer needed after a short time and is deleted. Inquiry information is kept as long as needed to respond, address problems, and meet legal obligations, and is deleted when no longer needed.
10. Inquiry information and third parties
When you send an inquiry, the operator receives the sender name, reply address, message, and attachments. They are used to respond, verify identity, investigate and fix problems, and handle rights requests and complaints. The operator never sells personal information or shares it with third parties for advertising, and does not provide it to third parties except for processing by contractors needed to provide the service, with your consent, or as required by law.
Please do not include patient information, clinical photos, backups, or passphrases in inquiries.
11. Safeguards and your requests
The site is served over HTTPS, transfers between devices are encrypted, and inquiry information is managed with restricted access. In the event of a leak or similar incident, reports and notifications will be made in accordance with the law.
To request notification of purpose, disclosure, correction, deletion, or suspension of use of your personal information held by the operator, contact the address below. Identity will be verified by the least burdensome means necessary, and the request handled in accordance with the law. Photos and records on your device are not accessible to the operator, so please manage them yourself.
12. Changes to this policy
When the handling of information changes, this policy and its revision date will be updated, and significant changes will be announced on the site with their effective date. Where a new use requires consent under the law, separate consent will be requested beforehand.