Privacy Policy & Data Protection

1. Operating Entity & Introduction

China Health Concierge ("CHC", "we," "us," or "our"), operated by ClearPassage Health Technology Co., Ltd. (北京澄渡健康科技有限公司), respects your privacy. This policy explains how we handle personal information and authorized coordination materials when you use our non-clinical medical and dental visit coordination services.

2. Information We Collect

• Initial inquiry information: Your high-level coordination question, planning details, and contact information when you ask CHC to follow up. Public forms are not for full medical records or attachments.
• Detailed planning information: If CHC invites you to a longer planning questionnaire, it collects structured planning information only. It does not accept uploaded reports, imaging, passports, identity documents, or payment information.
• Authorized case materials: Only after a paid scope and explicit health-information consent may CHC request the minimum selected reports, imaging links, travel documents, or provider-issued paperwork needed for that scope through a separately activated case-materials process.
• Travel support information: Passport or visa-related information only when expressly included in agreed travel-readiness or provider-document support.
• Payment confirmation information: Online payments are processed by PayPal. CHC receives the payment confirmation, amount, and payer contact details; card and account credentials stay with PayPal and never reach CHC.

3. How We Use Your Data

We act as a non-clinical coordination facilitator. We use information only for the scope we explain to you and share it only when needed for authorized coordination, such as with:

• A specifically named hospital, clinic, or administrative contact, only after you separately authorize CHC to share selected materials for that stated purpose.
• Travel or logistics contacts, and visa-related document contacts only where expressly included in agreed support.

We do not sell personal information.

4. Data Security

Our website uses HTTPS/TLS. Email, WhatsApp, automated web chat, and public web forms are not appropriate for sensitive medical or identity information. Do not send full medical records, imaging files, prescriptions, passport copies, ID documents, full diagnosis reports, or payment details through those channels. Sensitive materials, when necessary, are requested only after a paid scope, explicit health-information consent, a CHC human approval, and — for provider sharing — separate authorization for a named provider.

5. Chat and Messaging Records

We store chat message text, bot replies, timestamps and a short conversation reference. Contact details are stored if you submit them with consent. A hashed IP address is used for rate limiting and is scheduled for removal after 2 days; daily cleanup may take longer.

We use these records to answer questions, review quality and safety, prevent abuse, and arrange WhatsApp or email follow-up by our team if requested. Please do not share medical records, ID or payment details in chat. Messages that look medical and strings that look like ID, phone numbers or email addresses are replaced with "[removed]" before storage; these automatic checks may miss some sensitive information.

Conversations without an inquiry are scheduled for deletion after 90 days from the last message. Inquiries still being handled, together with their conversations and contact details, are kept until closed and then scheduled for deletion after 90 days from the inquiry’s last update. Daily processing and batches can delay deletion.

The website is hosted on Vercel and records are stored with our Postgres provider. Messages and recent conversation context are sent through Vercel AI Gateway to a model provider to generate replies. If you request follow-up, our team may receive inquiry notifications through email and WeCom. WhatsApp conversations are handled by WhatsApp/Meta under its own terms and privacy policy.

To request access to or deletion of your records, email concierge@chinahealthconcierge.com and quote the conversation reference shown in the chat. We will respond within a reasonable time.

6. Google Analytics

The website uses Google Analytics to collect visitor traffic data, including where visitors come from, which pages they view, and how long they stay. This data is transmitted to Google's servers. Visitors can decline analytics through their browser settings or Google's opt-out tool (Google Analytics Opt-out Browser Add-on).

7. Form Submissions (Tally)

Form submissions on the website are processed and stored by the third-party service Tally.

8. Transfer and Use of Medical Materials

CHC passes your medical reports and documents to the medical institution that will treat or receive you only with your consent, solely for the purpose of assessing your condition and for no other purpose. Form or inquiry submission does not constitute or imply consent. Instead, visitors give explicit, separate consent to (a) CHC's processing of their medical and health information, and (b) CHC providing those materials to the receiving licensed medical institution, each consent being given separately.

• Medical records and files you share with CHC for coordination, including records generated during treatment in China, are deleted within 90 days after you return home.
• Chat and messaging records are a separate category and follow Section 5: CHC aims to delete them approximately 90 days after your last message, and case materials follow the case-materials notice described in Section 10.

9. Consent and case-materials gates

Consent to CHC contacting you, consent to CHC processing selected health information, and consent to CHC sharing selected materials with a named provider are separate choices. None is preselected. You may withdraw a consent before CHC has shared the relevant material, subject to any legal or operational need to retain a record of the request. CHC does not use automated tools to transmit patient records or make clinical decisions.

10. Case-workspace notice

Before CHC asks for any sensitive file, the CHC coordinator will provide the applicable case-materials notice, including the authorized purpose, minimum material list, access method, and the approved retention and deletion process for that case. Until that notice is provided, do not send sensitive attachments.

11. Data Controller & Contact Information

Data Controller: ClearPassage Health Technology Co., Ltd. (北京澄渡健康科技有限公司)

Primary Operating & Notice Address: Suite 1808, AIA Financial Center, No. A26 North East 3rd Ring Road, Chaoyang District, Beijing, China

For data protection inquiries, access requests, or deletion notices, please contact: concierge@chinahealthconcierge.com