Data Deletion Instructions
Effective date: 20 July 2026
This page explains how to request deletion of personal data handled by Yamabushi Labs Ltd, who is responsible for the request, what may be deleted, and the limited situations where some data must be retained. The right to deletion is not absolute and depends on the circumstances and applicable law.
Who handles your request
Yamabushi Labs is the controller for personal data we use for this website, business enquiries, and our own customer-account administration. Send requests about that data directly to us.
A customer clinic is expected to be the controller for its patients’ appointment and messaging data. If your request concerns data handled for a clinic, you should normally contact the clinic first. You may also contact us using the address below: we will identify the relevant clinic, pass the request to it where appropriate, and assist it in responding. We delete clinic-controlled data on the clinic’s documented instructions unless the law requires otherwise.
How to request deletion
Email your request to support@yamabushilabs.com with the subject line “Data deletion request”. Please tell us:
- your name and the email address or phone number associated with the data;
- the clinic, customer organisation, or Meta/WhatsApp integration involved, if applicable; and
- what you would like deleted (a specific account, a whole organisation, messaging history, or all data).
Please do not send medical records, identity documents, or other sensitive information unless we ask for something specific and explain why it is needed.
Verifying your request
To protect your data, we verify that a request genuinely comes from you or someone authorised to act for you before we act on it. If we have reasonable doubts, we may ask only for the additional information reasonably necessary to confirm identity or authority. If a request relates to clinic-controlled data, the clinic must assess the request and authorise any action we take on its behalf.
What can be deleted
Where the right applies, deletion may involve:
- A user account — the account and its associated profile details.
- A customer organisation — an organisation’s account and its configuration.
- Meta-connected data — connection information and personal data received through a connected Meta/WhatsApp integration that falls within the request.
- Messaging history — messages sent or received through the service.
- Technical logs — operational and security logs that reference you.
- Backups — residual copies that expire through the applicable backup cycle.
Retention exceptions
We may need to keep certain information after a deletion request where the law allows or requires it — for example for legal, accounting, fraud-prevention, security, or dispute-resolution purposes. We keep only what is necessary for those purposes and for no longer than required.
Backups
When data is deleted from live systems, residual copies may remain in protected backups until the applicable backup cycle expires. The treatment of those copies and the exact backup period will be documented before the application becomes operational.
Timeframes
We aim to acknowledge requests within a few business days. When Yamabushi Labs is the controller, we respond without undue delay and normally within one calendar month after receiving a valid request or any reasonably required identity information. Where permitted for a complex request, this may be extended by up to two further months; we will explain the extension within the first month.
For clinic-controlled data, the clinic is responsible for the formal response timeframe. We will pass the request on promptly and assist the clinic in meeting its obligations. Backup expiry or a lawful retention requirement may mean that final removal from every copy takes longer than removal from live systems.
Confirmation
We, or the relevant clinic where it is the controller, will confirm the outcome. If a request cannot be fulfilled in whole or in part, the responsible controller will explain the reason and the available complaint rights.
Escalating a concern
If you are not satisfied with how we handle a request, you can raise it with our privacy contact at support@yamabushilabs.com. You may also complain to the UK Information Commissioner’s Office at ico.org.uk or, where EU GDPR applies, the supervisory authority in the EU country where you live, work, or believe an infringement took place. In Italy, this is the Garante per la protezione dei dati personali . See our privacy policy for more detail on your rights.