Operator: TERRA Dermatology Clinic Gangnam
Booking system preparation notice: This policy describes how information is handled for online bookings. Payment, email and calendar integrations are currently being tested or prepared. Details required for international data transfers will be provided separately after verification. This document does not replace all policies governing the clinic’s medical records.
1. Purposes and information processed
We process information to confirm bookings, identify customers, communicate about appointments, verify deposit payments, cancellations and refunds, and prepare for visits.
- Required: each customer’s family name, given name and date of birth; the lead customer’s (Customer 1) country calling code, phone number and email address.
- Optional: nationality, preferred language, treatments of interest, requests, and the calling codes, phone numbers and email addresses of Customer 2 and subsequent customers.
- Booking records: booking reference, appointment date and time, number of customers, expected duration, deposit category and amount, payment/cancellation/refund status and transaction identifiers, consent timestamp and policy version, and necessary processing history.
Card numbers and card security codes are not stored directly in the booking system. Do not enter sensitive information such as medical history or diagnoses in free-text fields. Any necessary sensitive information is handled under a lawful basis and a separate procedure. Web server access logs, cookies and related operational/security data will be checked and described separately according to the actual configuration.
2. Retention periods
- Completed visits: unnecessary booking details are deleted the day after staff confirm attendance, deposit settlement and completion of any necessary records in the clinical system. Attendance is not assumed merely because the appointment date has passed.
- Expired unpaid links: details are deleted the day after expiry if no payment attempt, inquiry or other matter remains unresolved.
- Cancellations and no-shows: unnecessary details are deleted the day after cancellation, refund or settlement is confirmed complete. If a dispute is ongoing, only necessary information is kept separately and reviewed when the dispute ends.
- Legally required transaction evidence is kept separately from booking details for the periods below and is not used for unrelated purposes.
| Record | Retention | Legal basis |
|---|---|---|
| Contracts, withdrawal, payment and supply records | 5 years | Article 6 of Korea’s Act on Consumer Protection in Electronic Commerce, etc. and Article 6 of its Enforcement Decree, where applicable to the transaction |
| Consumer complaints and dispute handling | 3 years | Article 6 of the same Enforcement Decree |
| Labeling and advertising records | 6 months | Article 6 of the same Enforcement Decree |
Evidence is limited to booking/transaction references, amounts, payment/cancellation/refund timestamps, applicable terms and consent evidence, and the minimum information needed to identify the parties. Dates of birth, nationality, treatment interests and full requests are not all retained for five years merely as transaction evidence. Retaining advertising records does not mean retaining customer booking details. Medical records and tax evidence are subject to their respective separate legal obligations.
3. Service providers and integrations
- ChemiCloud (CCHosting, Inc.): website server hosting, maintenance and related storage. We will continue using the current website hosting service.
- Eximbay Co., Ltd.: deposit payment, cancellation and refund integration is planned. EXIMLink is Eximbay’s payment-link service. Disclosures on the relevant payment screen describe any provision of information or subcontracting for the chosen payment method.
- Google email and Calendar: planned for appointment notifications and scheduling through terradermatology@gmail.com. These integrations will operate after the actual data sent and the international transfer notice have been finalized.
Customer information is not provided to unrelated third parties without a legal basis or valid consent. Relevant changes to providers and outsourced tasks will be disclosed.
4. International data transfer notice in preparation
ChemiCloud’s overseas support and backups and the use of Google services require verification of processing or storage outside Korea. A Korean server or a regular Gmail account does not by itself establish that no international transfer occurs. Destination countries, recipients and contact details, data items, timing and methods, purposes and retention periods, and how to refuse a transfer and the consequences will be disclosed separately after the actual contracts and settings are checked. Integrations will operate within the scope supported by the necessary legal basis, notices and consent procedures.
5. Deletion and safeguards
Once staff have checked that information is no longer necessary, electronic information is deleted so that it cannot be recovered or reproduced; paper is shredded or otherwise destroyed. Legally retained information is separated from general booking information and restricted to responsible staff. Email/calendar copies and backups are also subject to deletion management, including checks to prevent deleted data from being returned to operational use through backup restoration.
The booking system uses staff access controls, encrypted storage and HTTPS. Account and access-log management and retention-based deletion procedures are reviewed. Automatic deletion and removal of external copies are being verified during operational preparation; responsible staff check and handle tasks that are not automated.
6. Your rights and contact information
You may request access, correction, deletion, suspension of processing or withdrawal of consent using the contact details below. Requests are handled under applicable law after necessary identity verification; reasons will be explained where a legal restriction applies. Refusing consent-based required information may limit online booking processing. Refusing optional information alone does not prevent a booking.
Privacy officer: Dr. Dong Ju Hyun, Representative of TERRA Dermatology Clinic
Email: terradermatology@gmail.com
Phone: +82-2-567-2633
Address: 10F, 105 Teheran-ro, Gangnam-gu, Seoul, Republic of Korea
For privacy infringement reports or advice in Korea, contact the Personal Information Infringement Report Center (118); for mediation, contact the Personal Information Dispute Mediation Committee (1833-6972).
7. Effective date and changes
This notice will be updated to reflect actual processing and operational readiness. Changes and their effective dates will be announced on the website. Items including international transfers still require verification before operation.
Effective date: October 12, 2026