Privacy policy

This English version is a translation provided for convenience. If there is any inconsistency between this translation and the Japanese original, the Japanese version prevails.

MedSync Co., Ltd. (“MedSync” or “we”) recognizes the importance of protecting the personal information of everyone who uses the website we operate, https://medsync.co.jp/ (“this website”). We comply with Japan’s Act on the Protection of Personal Information (APPI) and other applicable laws, regulations, and guidelines. We have established the following privacy policy (“this policy”) and strive to handle personal information appropriately.

Scope of this policy

This policy applies to personal information that we obtain in connection with your use of this website and with inquiries made by phone or email, as well as to information we obtain when you browse this website. In this policy, “personal information” has the meaning given in the APPI and includes information that can identify a specific individual, such as a name or contact details.

This policy does not apply to the handling of personal information and medical information in connection with the use of our services, including MS‑AI (M‑Rec, M‑Chat, M‑Con, and M‑Automate), our AI platform for medical institutions. Such handling is governed by the separate privacy policy or terms of use that we establish for each service, or by the service agreement or other contract between MedSync and the medical institution or other party.

Information we collect

We collect the following information by lawful and fair means:

• Information you enter in the contact form: the name of your organization (such as your medical institution or company), the contact person’s name, email address, phone number, the service you are inquiring about, and your message (such as the details of your inquiry)
• Information we ask for when you contact us by phone or email: your name, contact details, and the details of your inquiry
• Information we obtain when you browse this website: browsing history and similar information collected through technologies such as cookies (small pieces of data that a website stores in a visitor’s browser) and through web analytics tools (“access information”)

For details on how we handle access information, see “Cookies and web analytics” below.

Purpose of use

We use the personal information we obtain within the scope of the following purposes:

• To respond to your inquiries and consultation requests, and to contact you.
• To provide materials, proposals, and quotes for our services, and to handle contract and onboarding procedures. Our services include MS‑AI; implementation, development, and operational support for RPA (robotic process automation: software robots that perform routine computer tasks); and websites and SEO for medical institutions.
• To understand how this website is used and to improve its content and usability.

We will not use personal information beyond the scope of the purposes above, except where we have obtained the prior consent of the individual concerned or where permitted by the APPI or other laws and regulations.

Provision to third parties

We will not provide personal information to third parties, except where we have obtained the prior consent of the individual concerned or where permitted by the APPI or other laws and regulations. Providing personal information to the contractors described under “Outsourcing” below does not constitute provision to third parties as described above.

Outsourcing

We may outsource all or part of the handling of personal information to external businesses to the extent necessary to achieve the purposes of use. In such cases, we select appropriate contractors and exercise necessary and appropriate supervision over them to ensure that personal information is managed securely.

Cookies and web analytics

To understand how this website is used and to improve its content and usability, we use Google Analytics, provided by Google, and a web analytics tool provided by Ahrefs. These tools collect access information, such as the pages viewed and the referrer (the website you visited immediately before accessing this website), in a form that does not include information that identifies a specific individual. Google Analytics uses cookies and similar technologies for this collection. We use access information as statistical data, and only within the scope of the purposes described in “Purpose of use” above.

The collected access information is sent to the servers of each tool’s provider (including providers located outside Japan) and is handled in accordance with the terms set by each provider. For details, please also review the privacy policies and other information published by each provider.

You can refuse to accept cookies by changing your browser settings.

Security control measures

We take necessary and appropriate measures to prevent leakage, loss, or damage of the personal information we obtain and to otherwise manage it securely. When we have employees or contractors handle personal information, we exercise necessary and appropriate supervision over them to ensure that it is managed securely. Our main security control measures are as follows:

• Establishing a basic policy: To ensure the proper handling of personal information, we have established a basic policy that covers matters such as compliance with applicable laws, regulations, and guidelines, and a point of contact for questions and complaints.
• Establishing handling rules: We have established basic procedures for handling personal information when we obtain, use, store, or otherwise process it.
• Organizational security control measures: A designated manager checks that personal information is handled in accordance with the established procedures, and we have set up a system for employees to report to that manager.
• Human security control measures: We train and supervise employees on the precautions to take when handling personal information.
• Physical security control measures: We take measures to prevent anyone other than employees authorized to handle personal information from easily viewing it, and to prevent the theft or loss of equipment, electronic media, documents, and other items used to handle personal information.
• Technical security control measures: We limit access to personal information to what is necessary and have put in place mechanisms that protect equipment used to handle personal information from unauthorized external access and malicious software.

Requests for disclosure, correction, suspension of use, etc.

If the individual concerned requests notification of the purpose of use; disclosure; correction, addition, or deletion; suspension of use or erasure; or cessation of provision to third parties with respect to personal information we hold, we will respond without delay in accordance with applicable laws. In doing so, we will verify that the requester is the individual concerned (or their authorized representative).

To make any of the requests above, or for questions or complaints about how we handle personal information, please contact us at the email address or phone number listed under “Business operator and contact information” below.

Business operator and contact information

For an overview of MedSync, see the “Company” page (https://medsync.co.jp/company/).

Changes to this policy

We may revise this policy in response to amendments to laws and regulations, changes in our business, or other circumstances. We will announce the revised policy by posting it on this website, and it will take effect on a date that we specify separately.

Date of establishment

This policy was established in May 2026.

MedSync Co., Ltd.