Privacy Policy

1. Who handles your information

Natsuko Shibata, licensed pharmacist (sole proprietor), Tokyo, Japan (the full address is provided without delay on request). Contact: hello@kampo-compass.com

I am the only person who handles your information. There are no other staff.

2. What I collect

When you book a consultation:

· Name and email address (from the payment)

· Your question and the details you send me: age, sex, pregnancy or breastfeeding status, medicines and supplements, allergies, existing conditions, symptoms

· Photographs you choose to send (prescriptions, packages, products)

· Our messages

When you use the Japan Medication Entry Check, I collect the following through the form after payment and by email:

· Name and email address (from the payment), your order number, and the payment record (Stripe payment numbers, amount and date)

· Your trip: the date you leave home, the date and airport you arrive in Japan, and the date you leave Japan

· Information about your items: product name, ingredient, strength, daily amount, total you're bringing, and type (prescription, over-the-counter, supplement or device)

· Photos of the boxes or labels, and prescriptions or doctors' letters (uploaded or emailed)

· Application documents with Filing (or Support on earlier orders): your doctor's certificate, the application forms you completed and signed, a copy of your boarding pass, e-ticket or itinerary and the like. For Filing, you send them by email to hello@kampo-compass.com (on earlier Support orders, they may also have been uploaded)

· On Support orders before 1 November 2026 only: items created from your documents by the AI first look (the name, address, medicine names, dates and whether a signature is present, as written on them). This AI reading has stopped

· For the Application Map: nothing more. The Map is made from your report; I do not receive your application documents for it

· Copies of certificates or permits issued by the authorities (such as an Import Certificate or a Narcotics Control Department permit), when, with Filing or Support, you add my contact address as an extra recipient or send them to me

· With Filing or Support, when I submit your Import Confirmation application for you: its application number and the messages about it in the online Import Confirmation system

· For your Medication List and Japanese-format medication record: your name as on your passport, date of birth, medical conditions (optional, in your words), allergies or past side effects, an emergency contact (optional: name, relationship, phone or email; it appears on your record), and travel insurance (optional)

· Any question you have about bringing your items into Japan (optional)

· Our messages

· A record of your consent (when you agreed, the version of the wording, and whether the refund notice was shown)

· For free monitors who send one: the feedback comment you wrote, the display name you chose for it, and your reply saying whether I may publish it

Please only list an emergency contact who is happy to be listed.

When you write to me through the contact form or by email:

· Your name, email address, the topic you choose and your message

Some of this is health information. Under Japanese law this is 要配慮個人情報 — information requiring special care. I ask for your explicit consent before you send it (the page you see after payment and the first screen of the form explain this, with a link to this policy). If you don't agree, please don't send anything: email me and I will cancel and refund in full (Terms, Article 8). I handle what you send in line with the Ministry of Health, Labour and Welfare's guidance for medical and long-term care providers.

I do not ask for your address, phone number, or payment card details. If a document you send me for review shows your address, I handle it under this policy. Card payments are handled entirely by Stripe; I never see your card number.

3. Why I use it

· To answer your question

· To reply to your enquiries

· To keep payment and accounting records, as the law requires

· To check your medicines against Japan's import rules and prepare your report, Medication List and Japanese-format medication record (and, with the Application Map, to prepare your Map; with Filing or Support, to support your application)

· On Support orders before 1 November 2026 only, an AI service read the application documents as a first look for gaps and mismatches (the results were shown only to me, and I made the final check). This has stopped: I no longer send application documents to an AI service

· To translate the free-text answers on the consultation intake form (main concern, medicines, past illnesses, habits) into Japanese with an AI service, so that I can read them (your original wording is what counts; the translation is for reference, and I never decide on the translation alone)

· To use copies of certificates or permits issued by the authorities to confirm that a certificate was issued and to reply by email, with general information, if you write to me about a problem at customs

· If you ask for clinic support in Japan during your stay (with Support): to find English-speaking clinics, confirm by phone and prepare a Japanese patient summary

· To keep a record that you gave your consent

· To write your summary

· To keep a record, so that if you come back I do not have to ask you everything again

· To introduce you to a pharmacy, only when you ask me to

· Only for free monitors who allow it: to publish on this website the feedback comment you wrote yourself, with the display name you choose (for example, your initials or your country), saying that the service was provided free. I don't publish medicine names or health conditions, and I don't use your medicines, results or documents for this

· To send you messages about your order, such as a reminder when your form or a document hasn't arrived

I do not use what you send me for a consultation or a check (such as your medicines, my results or your documents) on the website, in sales material, in samples or for any other marketing, and I do not profile you. The only things from a free monitor that may appear on the website are a comment they wrote and allowed me to publish, with the display name they chose.

4. Who else sees it

Apart from the service providers listed below, no one, unless you ask.

If you ask me to introduce you to a licensed pharmacy in Japan, I will share only what that pharmacy needs in order to serve you safely, and only after you agree to that specific introduction. I ask each time. A general consent given once does not cover future introductions.

If, as part of Support, you ask me to contact a clinic in Japan for you, I may pass on the name, symptoms and medicines you have told me. I do this only after you ask me to contact that clinic and agree each time (confirmed by email), and I share only what that clinic needs.

If, as part of Filing or Support, you ask me to forward your application to the Narcotics Control Department, I send the application documents you completed and signed (including attachments such as your doctor's certificate and photos of the packaging) to that office unchanged, together with a short note asking it to confirm receipt, with you in copy on both. You can stop this at any time before I forward them.

If, as part of Filing or Support, you ask me to submit your Import Confirmation application, I enter what you completed in your form into the government's online Import Confirmation system, unchanged, and submit it in your name as your registered agent, together with the attachments you provide. I can do this only while you have registered me as your agent in your own account on that system, for the period you set. You can remove me there at any time, and you can stop the submission at any time before I make it. If the authorities ask about your application through the system, I receive their message there and pass it on to you, and then, as your registered agent, submit the reply you write and decide on, unchanged. I don't write or rewrite your reply.

I use the following service providers to run these services. They process data on my behalf (this is outsourcing under Japanese law, not a transfer to a third party; for providers outside Japan, I ask for your consent as described in section 6); I use them only as far as needed, and each handles data under its own terms and privacy policy:

· Stripe — payment processing

· Apple (iCloud Mail) — email at hello@kampo-compass.com: receiving, storing and sending our emails (after you book, messages from the contact form, and the Filing documents you email me)

· Google (Google Drive) — storing the Filing (or Support) documents you email me, in a separate folder for each order that is not shared with anyone, on an account protected by 2-step verification

· Google (Gmail) — sign-in emails for my admin page and internal notifications to me (order numbers and the like; no names or health information), any email sent to my former contact address, and the earlier emails I exchanged at that address (which may include health information)

· Vercel — hosting of this website (server access logs)

· Supabase — database and file storage, hosted in Tokyo, Japan

· Anthropic — I send what you gave me to Anthropic for two purposes: (1) on Support orders before 1 November 2026 only, reading your application documents (images and PDFs were sent and it picked out the items written on them, including your name, address and medicine names: health information; this has stopped); and (2) translating the free-text answers on the consultation intake form (main concern, medicines, past illnesses, habits) into Japanese so that I can read them (your original wording is what counts; the translation is for reference). I sent (1) only for orders where you had agreed, and I send (2) only for answers that record your consent to processing outside Japan, and only when I press the "Translate" button in my admin page (just opening an answer sends nothing), and only for those purposes. Answers without that consent record, including those sent through the earlier intake form, are never sent for translation. What happens to the content there is set by Anthropic, which states that it normally deletes inputs and outputs received through its API within 30 days of receipt and does not use them to train its models without its customer's (my) explicit permission. There are exceptions: according to Anthropic, inputs and outputs flagged as a suspected breach of its usage policy may be kept for up to 2 years, and content may be kept longer where the law requires it. This is Anthropic's statement as of October 2026, not a guarantee from me

· Resend — sending emails about your order (form link, confirmation, reminders; these emails don't contain health information); sending my first reply on your Entry Check (this email does contain health information: a copy of the trip and medicine details you sent, such as names, strengths and amounts, and anything I need you to confirm); sending your Entry Check report by email (with the report PDF attached; the email and the PDF contain health information, such as your medicine names and my judgments); and delivering messages from the contact form to my inbox (including any health information you write there)

I will not transfer your information to anyone else without your consent, except where Japanese law requires it.

5. Analytics and what is saved in your browser

This website uses Google Analytics 4 to understand how the site is used — which pages are visited, and for how long. This is separate from your consultation; it does not identify you and is not linked to anything you send me.

Google Analytics uses cookies. You can refuse them in your browser settings, or install Google's opt-out add-on:

https://tools.google.com/dlpage/gaoptout

This site also stores an anonymous visitor ID (a random string) in your browser and uses it for aggregate browsing statistics to improve the site. It is not linked to your name, email address, or IP address. It is kept in your browser's local storage and is removed when you clear your browser's site data.

The Entry Check form: While you fill in the form, what you have typed but not yet sent is kept in your browser's local storage on your own device, so that you can come back to it. I don't receive it until you send the form. It is removed from your browser when you send the form or, if you don't send it, the next time you open the form on that browser after 30 days. Until then, you can also remove it yourself by clearing this site's data in your browser. Photos and files you add are uploaded right away and are handled as described in sections 6 and 7.

Your Support page, report page and Application Map page: to confirm it’s you and to protect your health information, the first time you open one of these pages on a new device or browser, I email a 6-digit code to your registered email address. Once you enter it, that browser is remembered for 30 days with a cookie (support_device), and you won’t be asked for a code again during that time.

6. Where it is stored

My database (Supabase) is hosted on servers in Tokyo, Japan. Your form answers, photos and documents, and the items read from them, are stored in Supabase's database and private file storage in Tokyo. Resend processes your name, email address and order number, the contents of my first reply on your Entry Check (your trip, and health information such as your medicine names), the email that sends your Entry Check report and the attached report PDF (health information such as your medicine names and my judgments), and anything you send through the contact form (including any health information you write there), on servers outside Japan, including in the United States. Stripe (payments) and Apple (iCloud Mail, for our emails) store and process your name, email address and the contents of our emails (including health information) on their own infrastructure, which includes servers outside Japan, in particular in the United States. Google (Gmail) stores and processes the sign-in emails for my admin page, internal notifications to me (order numbers and the like), any email sent to my former contact address, and the earlier emails I exchanged at that address (your name, email address and the contents of those emails, which may include health information), likewise on servers outside Japan, including in the United States. Anthropic processed (1) on Support orders before 1 November 2026 only, images and PDFs of your application documents (including your name, address and medicine names: health information) and (2) the free-text answers on the consultation intake form (health information) on servers outside Japan, including in the United States. For Filing, the documents you email me are received in Apple (iCloud Mail) and stored in Google (Google Drive), likewise on servers outside Japan, including in the United States. Vercel likewise processes data on its own infrastructure under its own policy. Each company's safeguards are described in its privacy policy (Stripe: https://stripe.com/jp/privacy — Google: https://policies.google.com/privacy — Apple: https://www.apple.com/legal/privacy/en-ww/ — Vercel: https://vercel.com/legal/privacy-policy — Resend: https://resend.com/legal/privacy-policy — Anthropic: https://www.anthropic.com/legal/privacy). Information on the personal-data protection systems of other countries, including the United States, is published by Japan's Personal Information Protection Commission: https://www.ppc.go.jp/personalinfo/legal/kaiseihogohou/#gaikoku

By agreeing on the page you see after payment or on the form, you agree to this storage and processing outside Japan. For the contact form, you agree by sending your message after reading the notice shown on the form (it links to this policy); if you write to me by email, you agree by sending it after reading this policy. Please don't put health information in the contact form; send it through the form you receive after booking, or by email.

7. How long I keep it

"Closes" means the day I send my last reply on that session or Entry Check.

· Consultation questions (including the Japanese translation of the intake form's free-text answers) and our messages: one year after the session closes, then deleted (what I sent to Anthropic is, according to Anthropic, normally deleted on its side within 30 days of sending; I can't speed that up or guarantee it)

· Messages you send through the contact form or by email (your name, email address, topic and message): one year after my last reply, then deleted (or one year after I received them, if I did not reply). If you go on to book a consultation or an Entry Check, they follow the retention periods for that booking

· Entry Check photos, prescriptions and doctors' letters, and Support application documents (doctor's certificate, forms, boarding pass, e-ticket or itinerary and the like) sent through the form or your Support page: 90 days after the Entry Check closes, then deleted

· Items read from your application documents (name, address, medicine names, dates; Support orders before 1 November 2026 only): 90 days after the Entry Check closes, then deleted (Separately, what I sent to Anthropic stays with it until it deletes it. Anthropic states this is normally within 30 days of sending; I can't speed that up or guarantee it)

· Filing (or Support) application documents you email me (doctor's certificate, forms, boarding pass, e-ticket or itinerary and the like): kept in my Google Drive and my mailbox only until your application is finished (when the certificate or permit has been issued, or when the application is no longer needed), then deleted from Google Drive (including its trash) and from my email (inbox, sent and trash). If the application stalls, they are deleted no later than six months after your last message to us. For these documents, this rule applies instead of the 90-day rule for photos and documents. Copies in the providers' own backups are removed on their own schedules

· Entry Check prescriptions, doctors' letters and photos sent as email attachments: 90 days after the Entry Check closes, then deleted from my mailbox

· Copies of certificates or permits issued by the authorities (with Filing or Support, sent to my contact address by you or at your request): 90 days after the Entry Check closes, then deleted from my mailbox

· The application number and the messages about your application in the online Import Confirmation system (with Filing or Support, when I submit your Import Confirmation application for you): 90 days after the Entry Check closes, then deleted from my records

· Entry Check form answers (trip, item details, date of birth, medical conditions, allergies, emergency contact, travel insurance, your questions) and our messages: one year after the Entry Check closes, then deleted

· The Entry Check report I sent you (PDF) and the record of sending it (subject and body): one year after the Entry Check closes, then deleted

· Photos or documents uploaded to the form but never sent: deleted 7 days after upload

· The log of when I opened which photo or document: deleted after one year

· The record of your consent (when you agreed, the version of the wording, whether the refund notice was shown), including a free monitor's consent: deleted one year after the Entry Check closes (kept to show later that you agreed)

· Your name, email, order number, and the dates and payment records of your sessions (no health information): kept for 7 years from the payment as accounting records (and so that returning clients are recognized), then deleted

· Feedback comments a free monitor allows me to publish on the website, and their reply saying yes: kept while the comment is published; if you ask, I remove yours from the website within a few business days; once removed from the website, treated like our other messages

· Feedback comments I don't publish: treated like our other messages, deleted one year after the Entry Check closes

· The sending log kept by Resend, my email-sending provider (recipient, subject and body, including my first reply on your Entry Check and the email that sends your report, with your medicine names, my judgments and other details, which may include the attached report PDF, and contact-form messages): deleted by Resend 30 days after sending

· You can ask me to delete everything at any time, and I will (except accounting records that the law requires me to keep; Resend's sending log may remain until it is deleted 30 days after sending, and what was sent to Anthropic until it is deleted on its side)

8. How it is protected

· Encrypted in transit and at rest

· Access requires login by email link; there is no shared password

· I am the only person with access

· Photographs are stored in a private area and are not publicly accessible

· Photos and documents sent through the form are viewed through links that expire within minutes, and each view is logged

· Filing (or Support) documents you email me are kept in a separate Google Drive folder for each order, not shared with anyone, on an account protected by 2-step verification

9. Your rights

You may ask me to:

· Tell you what I hold about you

· Correct anything that is wrong

· Delete what I hold (for accounting records, Resend's sending log and what was sent to Anthropic, see section 7)

· Stop using it

Email hello@kampo-compass.com and I will respond within two weeks. There is no charge.

10. Children

I do not take consultations directly from anyone under 18.

If your question is about a child, I assume you are their parent or guardian, and that you are the one asking. The information you send about your child is handled exactly as your own is, under this policy. You may ask me to delete it at any time.

11. What this service is not

This is pharmacist guidance and educational information. It is not medical diagnosis or treatment, and no doctor-patient relationship is created. Records here are not medical records (診療録) and cannot be used as such.

12. Changes

If I change this policy, I will post the new version here with the date. If the change is significant and affects information I already hold, I will tell you directly.

13. Governing law

This policy is governed by the laws of Japan.

14. Complaints

If you are not satisfied with how I have handled your information, you may contact Japan's Personal Information Protection Commission (個人情報保護委員会): https://www.ppc.go.jp/