Privacy Policy
Last updated: [[EFFECTIVE DATE TBD]]
This policy explains how China Hospital Companion collects and uses your personal information when you use this website, send us a request or contact us. It is written with China's Personal Information Protection Law (PIPL) in mind. It is a plain-language notice, not legal advice.
1. Who is responsible for your information
The personal information handler (controller) is:
- [[OWNER_LEGAL_NAME]], operating China Hospital Companion
- Email: hello@chinahospitalcompanion.com
- WeChat: V82836599
2. Our main privacy rule: no health information online
Our website, request form and email are not used for health information. The form has no health questions and no file upload. Please don't include symptoms, conditions, departments, test results or medication in the form or in emails to us.
If we need health-related details to plan your visit, we ask separately by WeChat or a private call, with your separate consent. See section 7.
3. What we collect through the request form
| Field | Required? | Why we need it |
|---|---|---|
| Full name | Yes | To address you, prepare the service terms and meet you on the day |
| At least one of email / WhatsApp / WeChat | To send a confirmation and our quote, and to reply to you | |
| WhatsApp number | At least one of email / WhatsApp / WeChat | To contact you |
| WeChat ID | At least one of email / WhatsApp / WeChat | To contact you while you're in China |
| Preferred contact method | No | To know how you'd like us to reach you first |
| Nationality | No | To prepare for language and hospital registration needs. We don't collect passport numbers |
| Preferred language (and the language you name, if "Other") | Yes | To check whether we can serve you |
| Dates you need support | Yes | To check availability |
| Type of support | Yes | To prepare a quote |
| Hospital preference (type only) | No | To estimate the visit's logistics. You choose the hospital |
| Budget for our companion service | No | To suggest a suitable option |
| Logistics notes | No | Practical arrangements, such as where you're staying |
| Your three consents, with the time and text version | Yes | To record that you agreed |
We also process technical data needed to run the website securely: your IP address and request metadata, and browser signals used for bot protection. We don't keep IP addresses after the bot check. We don't use advertising trackers, third-party analytics or session recording.
We do not collect ID or passport numbers, dates of birth, home addresses or insurance details.
If you email or message us directly, we process your name, contact details and what you write to us.
If health details end up in your logistics notes or an email by mistake: we delete them as soon as we notice, without quoting them anywhere, and ask you to use WeChat or a private call instead.
4. How we use your information
- To reply to your request, check availability and send a quote
- To agree the service terms with you, take payment and confirm your booking
- To send reminders and a short logistics summary after your visit
- To keep records we must keep, such as consent and deletion records
- To keep the website secure and prevent spam
We don't sell your information, and we don't use it for advertising.
5. Overseas recipients
Overseas recipients (all located in the United States). By ticking the separate cross-border consent box, you agree that the following recipients receive your form information:
-
Cloudflare, Inc. — 101 Townsend St, San Francisco, CA 94107, USA. Data Protection Officer: dpo@cloudflare.com; rights requests: sar@cloudflare.com. Purpose and method: hosting this website, storing your request in an encrypted database, bot protection, email forwarding, and access control for our admin page. Cloudflare acts as our service provider (processor). Data: all fields in the booking form (contact fields are encrypted), IP address and request metadata, bot-check browser signals, and emails you send us.
-
Plus Five Five, Inc. (operator of Resend) — 2261 Market Street #5039, San Francisco, CA 94114, USA. Privacy contact: privacy@resend.com. Purpose and method: sending our confirmation email and our email replies to you. Resend acts as our processor. Its delivery logs are kept for 30 days. Resend's sub-processors: https://resend.com/legal/subprocessors Data: your name, email address, and the content of emails we send you.
-
Google LLC — 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. Privacy contact: via https://policies.google.com/privacy Purpose and method: we use a personal Gmail account to receive notifications and your emails and to reply to you. We have not signed a data processing agreement with Google, so Google is not acting as our processor: it handles this data under its own Terms of Service and Privacy Policy. Data: your name, email address, and the content of emails between us. Our notification emails contain only a reference number, not your form details.
We do not send health information to any of these recipients. Health-related details are collected only by WeChat or phone, with your separate consent, and stay in China (see "Information collected by WeChat or phone").
How to exercise your rights: email hello@chinahospitalcompanion.com or message us on WeChat V82836599. We will respond within [[15 working days — suggested, not a statutory number]]. You may also contact the recipients directly using the details above.
Once your information is overseas, it may also be subject to the laws of the country where it is held.
If you don't want your information transferred overseas, don't use the form. Email hello@chinahospitalcompanion.com or WeChat us at V82836599 instead. (Email to us is still handled by the providers above. WeChat is operated in China.)
6. How long we keep your information
| Information | How long |
|---|---|
| Request records for completed bookings | 90 days after your service ends, then deleted. Deleted records may remain in platform backups for up to about 7 more days |
| Requests that don't lead to a booking (including cancelled or expired requests) | [[RETENTION UNCONVERTED TBD: 90 or 30 days]] after submission, then deleted, plus up to about 7 days in platform backups |
| Emails between us | Deleted on the same schedule as your request record |
| Resend delivery logs | 30 days (set by the provider) |
| Health information you shared by WeChat or phone | Deleted within 30 days after your service, or within 7 days if you don't book |
| Health details sent by mistake through the form or email | Deleted as soon as we notice |
| Consent and deletion records (no health information) | At least 3 years, as required for our compliance records |
| Payment records (name, date, amount) | As long as required for tax purposes: [[TAX RECORD RETENTION TBD]] |
You can ask us to delete your information sooner at any time (see section 9).
7. Information collected by WeChat or phone
To plan some visits, we may need to know which department you plan to visit and the practical shape of the visit, for example "outpatient appointment plus blood test". Health information is sensitive personal information, so:
- We ask first. Before any health question, we send you a short notice by WeChat explaining what we'll collect and why, and we only continue if you reply "I agree". If we talk by phone, we confirm your consent afterwards by WeChat or email. The confirmation contains no health details.
- We ask only what's needed for logistics. We don't ask for diagnosis details, medical history, medication or test results, and we don't accept photos of medical records.
- It stays in China. This information is kept only in our WeChat chat with you and in the operator's local encrypted notes in China. It is not copied to email, this website, WhatsApp or any other overseas tool.
- It's deleted quickly. Within 30 days after your service, or within 7 days if you don't book. If you ask us to delete it, we delete it within 7 days.
- You can say no. If you decline, we can still accompany you to an appointment you've arranged yourself.
- Our records of your consent contain only a reference number, the time, the channel and the notice version, never health content.
If the patient is under 14, a parent or guardian must give this consent.
8. Who else sees your information
Only the operator named in section 1, plus the service providers in section 5 for the purposes described. WeChat (operated in China by Tencent) is used for messages with you. We don't share your information with hospitals, clinics or anyone else unless you ask us to or the law requires it. We don't take commissions from anyone.
9. Your rights
You can ask to see, copy, correct or delete your personal information, ask how we process it, and withdraw your consent at any time. Withdrawing consent doesn't affect processing we've already carried out. If you withdraw the cross-border consent before your service, we may only be able to continue by WeChat.
To make a request, email hello@chinahospitalcompanion.com or message us on WeChat V82836599. We will respond within [[15 working days — suggested, not a statutory number]].
10. Children
If the patient is under 14, a parent or guardian must submit the request and give all consents.
11. Security
We encrypt contact fields and logistics notes in our database, restrict access to our admin page, and keep health information off our website. No online service is completely secure. If a data incident affects you, we will tell you as required by law.
12. Changes to this policy
If we change this policy, we'll update the date above. If a change affects what you agreed to, we'll ask for your consent again.
13. Contact
[[OWNER_LEGAL_NAME]] · hello@chinahospitalcompanion.com · WeChat: V82836599