Website Privacy Policy

1. Introduction

Welcome to [Clinic Name]’s website. This Privacy Policy explains how we collect, use, process, and protect your personal information when you visit our website, use our online services, or interact with us digitally. We are committed to protecting your privacy in compliance with the Digital Personal Data Protection Act, 2023, and other applicable Indian laws.

By using our website, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly

• Contact Forms: Name, phone number, email address, message content
• Appointment Booking: Personal details, preferred dates/times, service requests
• Newsletter Subscription: Email address, name, preferences
• Feedback Forms: Ratings, comments, suggestions
• Online Consultation Requests: Health concerns, contact information
• Account Registration: Username, password, profile information (if applicable)

2.2 Information Collected Automatically

• Device Information: Browser type, operating system, device type, screen resolution
• Usage Data: Pages visited, time spent, clicks, scroll behavior, referral sources
• IP Address: Location data, internet service provider information
• Session Data: Date and time of visits, session duration, bounce rate
• Technical Data: Cookies, local storage, browser settings

2.3 Third-Party Information

• Social Media: Information from social media platforms when you interact with our content
• Analytics Services: Data from Google Analytics, Facebook Pixel, and similar services
• Map Services: Location data when using our location finder or directions

3. Cookies and Tracking Technologies

3.1 Types of Cookies We Use

Essential Cookies (Always Active)

• Session Management: Login status, shopping cart contents
• Security: Authentication, fraud prevention
• Functionality: Language preferences, accessibility settings

Performance Cookies (With Consent)

• Analytics: Google Analytics for website performance tracking
• Heat Mapping: User behavior analysis (Hotjar, Crazy Egg)
• A/B Testing: Website optimization and testing

Marketing Cookies (With Consent)

• Advertising: Facebook Pixel, Google Ads conversion tracking
• Retargeting: Showing relevant ads on other websites
• Social Media: Social sharing buttons, embedded content

Functional Cookies (With Consent)

• Chat Services: Live chat functionality
• Video Content: YouTube/Vimeo embedded videos
• Maps: Google Maps integration

3.2 Cookie Management

You can control cookies through:

• Browser Settings: Most browsers allow cookie management
• Our Cookie Preference Center: Available on our website
• Opt-out Tools: Direct opt-out from third-party services

4. How We Use Your Information

4.1 Primary Uses

• Service Delivery: Processing appointment requests, responding to inquiries
• Communication: Sending confirmations, reminders, updates
• Website Functionality: Ensuring proper website operation and user experience
• Customer Support: Providing assistance and resolving issues

4.2 Marketing and Communications (With Consent)

• Email Marketing: Newsletters, promotional offers, health tips
• SMS Marketing: Appointment reminders, special offers (where permitted)
• Social Media: Engaging with users on social platforms
• Personalization: Customizing website content based on preferences

4.3 Analytics and Improvement

• Website Analytics: Understanding user behavior and improving user experience
• Performance Monitoring: Identifying and fixing technical issues
• Content Optimization: Creating relevant and useful content
• Security: Detecting and preventing fraudulent activities

5. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: When you explicitly agree to processing (marketing, cookies)
• Legitimate Interest: For website analytics, security, and improvement
• Contractual Necessity: For appointment booking and service delivery
• Legal Obligation: For compliance with applicable laws

6. Data Sharing and Third Parties

6.1 Service Providers

• Website Hosting: Secure servers and cloud services
• Analytics: Google Analytics, Google Search Console
• Email Services: MailChimp, Constant Contact, or similar platforms
• Chat Services: Live chat software providers
• Payment Processing: Secure payment gateways (if applicable)
• CDN Services: Content delivery networks for faster loading

6.2 Marketing Partners (With Consent)

• Google Ads: For online advertising campaigns
• Facebook/Meta: For social media marketing
• Social Media Platforms: For content sharing and engagement

6.3 Legal Requirements

We may disclose information when required by:

• Indian law enforcement agencies
• Court orders or legal proceedings
• Regulatory authorities
• Emergency situations affecting public safety

7. Data Security Measures

7.1 Technical Safeguards

• SSL Encryption: All data transmission is encrypted using SSL/TLS
• Secure Hosting: Website hosted on secure, monitored servers
• Regular Updates: Software and security patches applied regularly
• Firewall Protection: Advanced firewall systems protect against attacks
• Access Controls: Restricted access to personal data on need-to-know basis

7.2 Administrative Safeguards

• Staff Training: Regular privacy and security training for team members
• Data Handling Policies: Clear procedures for data access and management
• Vendor Agreements: Data processing agreements with all third-party providers
• Regular Audits: Periodic security assessments and compliance reviews

8. Your Rights and Choices

8.1 Access and Control

• Right to Access: Request copies of personal data we hold about you
• Right to Rectification: Correct inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal data (with limitations)
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Opt-out of certain types of processing

8.2 Marketing Communications

• Email Unsubscribe: Click unsubscribe links in our emails
• SMS Opt-out: Reply STOP to SMS messages
• Contact Us: Email us directly to update preferences
• Preference Center: Manage your communication preferences online

8.3 Cookie Preferences

• Cookie Settings: Access our cookie preference center
• Browser Controls: Manage cookies through browser settings
• Third-party Opt-outs: Use opt-out tools provided by third parties

9. Data Retention

9.1 Website Data

• Analytics Data: Retained for 26 months (Google Analytics default)
• Contact Form Submissions: Retained for 2 years
• Newsletter Subscriptions: Until unsubscribed or account deleted
• Chat Logs: Retained for 1 year
• Website Logs: Retained for 90 days

9.2 Marketing Data

• Email Campaign Data: Retained until consent is withdrawn
• Social Media Interactions: As per platform policies
• Advertising Data: Retained for 2 years or until opt-out

10. Children’s Privacy

• Age Restriction: Our website is not intended for children under 13
• Parental Consent: We require parental consent for users aged 13-18
• Special Protection: Enhanced privacy protections for minors
• Data Minimization: Collect minimal information from younger users

11. International Data Transfers

When we transfer data outside India, we ensure:

• Adequate Protection: Using approved transfer mechanisms
• Contractual Safeguards: Standard contractual clauses with processors
• User Notification: Informing users of international transfers
• Consent Requirements: Obtaining consent where legally required

12. Third-Party Websites

Our website may contain links to third-party websites:

• External Links: We’re not responsible for third-party privacy practices
• Social Media: Interactions with social media are governed by their policies
• Embedded Content: Third-party content may have separate privacy policies
• User Responsibility: Review privacy policies of linked websites

13. Website Features

13.1 Online Appointment Booking

• Secure Processing: All appointment data is encrypted and protected
• Data Usage: Information used solely for appointment scheduling
• Confirmation: Automated confirmations and reminders sent
• Cancellation: Easy cancellation and rescheduling options

13.2 Live Chat

• Real-time Support: Instant assistance during business hours
• Data Collection: Chat logs stored for quality assurance
• Third-party Service: May be provided by external chat service
• Opt-out Option: Users can choose not to use chat features

13.3 Newsletter and Blog

• Content Delivery: Health tips, clinic updates, and educational content
• Subscription Management: Easy subscribe/unsubscribe process
• Personalization: Content may be tailored based on interests
• Frequency Control: Users can control email frequency

14. Data Breach Notification

In case of a data breach:

• Immediate Response: Breach containment within 24 hours
• Authority Notification: Relevant authorities notified within 72 hours
• User Notification: Affected users informed without delay
• Remedial Action: Steps taken to prevent future breaches
• Transparency: Clear communication about the incident

15. Updates to This Policy

• Regular Reviews: Policy reviewed and updated annually
• Material Changes: Users notified of significant changes
• Notification Methods: Email notification and website banner
• Effective Date: Changes effective 30 days after notification
• Continued Use: Continued website use constitutes acceptance

16. Cookie Consent Banner

Our website uses a cookie consent banner that:

• Clear Information: Explains cookie usage in simple terms
• Granular Consent: Allows selection of specific cookie types
• Easy Management: Provides access to preference settings
• Withdrawal Option: Allows withdrawal of consent at any time

17. Compliance and Certifications

This website privacy policy complies with:

• Digital Personal Data Protection Act, 2023
• Information Technology Act, 2000
• Information Technology (Reasonable Security Practices) Rules, 2011
• Consumer Protection Act, 2019

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Last Updated: [06-07-2025]
Version: 1.0

By continuing to use our website, you acknowledge that you have read, understood, and agree to this Privacy Policy.