Privacy Policy

1. Introduction

Akshara Skin and Hair Clinic ("we," "us," "our," or "the Clinic") is committed to protecting the privacy and confidentiality of our patients' personal and medical information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our clinic, use our website, or receive our services.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide to us, including:

• Contact Information: Name, address, phone number, email address
• Demographic Information: Age, date of birth, gender
• Emergency Contact: Emergency contact person and their details
• Payment Information: Payment method details (processed securely)

2.2 Medical Information

We collect health-related information necessary for providing medical care:

• Medical History: Past treatments, surgeries, allergies, medications
• Current Health Status: Symptoms, conditions, treatment responses
• Treatment Records: Procedures performed, prescriptions, progress notes
• Clinical Photos: Before/after treatment photos (with consent)
• Diagnostic Information: Test results, assessments, evaluations

2.3 Website Usage Information

When you visit our website, we may collect:

• Technical Information: IP address, browser type, device information
• Usage Data: Pages visited, time spent, referring websites
• Cookies: Small files stored on your device to improve user experience
• Analytics Data: Aggregated usage statistics

3. How We Use Your Information

3.1 Medical Care and Treatment

• Providing medical consultations and treatments
• Monitoring treatment progress and outcomes
• Coordinating care between healthcare providers
• Managing appointments and follow-ups
• Maintaining accurate medical records

3.2 Administrative Purposes

• Processing payments and insurance claims
• Scheduling appointments and sending reminders
• Communicating about treatments and clinic updates
• Maintaining patient records and databases
• Legal and regulatory compliance

3.3 Quality Improvement

• Analyzing treatment outcomes and effectiveness
• Improving our services and patient care
• Training and education purposes (anonymized data)
• Research and clinical studies (with consent)

4. Communication Channels and Marketing

4.1 Email Communications

With your explicit consent, we may use your email address to send:

• Appointment confirmations and reminders
• Treatment follow-up instructions and aftercare tips
• Promotional offers and special discounts on our services
• New treatment and service announcements
• Health and wellness newsletters with skincare tips
• Educational content about skin and hair health
• Event invitations and workshop notifications

4.2 WhatsApp Messaging

If you provide consent, we may contact you via WhatsApp for:

• Quick appointment scheduling and confirmations
• Treatment reminders and follow-up care instructions
• Sharing before/after photos (with explicit permission only)
• Promotional offers and clinic updates
• Quick consultation support and queries
• Personalized skincare recommendations
• Special discount announcements and flash sales

4.3 SMS/Text Messaging

With your consent, we may send SMS messages for:

• Urgent appointment reminders and confirmations
• Emergency clinic notifications and schedule changes
• Short treatment follow-up instructions
• Time-sensitive promotional offers and discounts
• Important clinic announcements and updates
• Payment reminders and billing notifications

4.4 Google RCS (Rich Communication Services)

If you opt-in and your device supports RCS messaging, we may use this enhanced messaging service to send:

• Rich media appointment confirmations with clinic location, directions, and contact details
• Interactive service brochures with images and videos of treatments
• Visual promotional content showcasing our latest services and offers
• Enhanced treatment aftercare instructions with step-by-step images
• Interactive feedback forms and review requests
• Virtual consultations and treatment progress tracking
• Multimedia educational content about skin and hair care

4.5 Marketing and Promotional Data Usage

Express Consent Required: We will only use your data for promotional and marketing communications if you have explicitly provided consent during:

• Initial registration or appointment booking
• Website contact form submissions
• In-clinic consent forms
• Phone or email opt-in requests

Types of Marketing Data We Use:

• Contact information (name, phone, email, messaging app preferences)
• Treatment history and preferences for personalized offers
• Demographic information for targeted promotions
• Communication channel preferences (email, SMS, WhatsApp, RCS)
• Response patterns to improve our marketing effectiveness

Marketing Communication Content:

• Seasonal skincare and hair care promotions
• New treatment launches and technology updates
• Educational content about skin and hair health
• Special birthday offers and loyalty rewards
• Before/after success stories (with patient consent)
• Health tips and preventive care recommendations
• Clinic events, workshops, and seminars

4.6 Opt-Out and Communication Management

You can manage your communication preferences or opt-out at any time through:

• Email: Click "unsubscribe" link in any promotional email
• WhatsApp: Reply "STOP" to any promotional WhatsApp message
• SMS: Reply "STOP" to any promotional text message
• Google RCS: Use the opt-out option within RCS messages
• Phone: Call us at +91 76219 62278 to update preferences
• Email: Send opt-out request to contact@aksharahairskinclinic.com
• In-person: Visit our clinic to modify your communication settings

Important Notes:

• Opting out of marketing communications will not affect essential appointment-related messages
• You can choose specific communication channels while opting out of others
• We honor opt-out requests immediately and update our systems within 24-48 hours
• You can re-opt-in at any time if you change your mind

5. Information Sharing and Disclosure

5.1 With Your Consent

We will share your information when you have given explicit consent, such as:

• Referrals to other healthcare providers
• Sharing treatment photos for marketing (separate consent required)
• Participation in research studies
• Insurance claim processing

5.2 Legal Requirements

We may disclose information when required by law:

• Compliance with court orders or legal proceedings
• Responding to government agency requests
• Reporting communicable diseases as required by public health authorities
• Protecting against fraud or other illegal activities

5.3 Medical Emergencies

In life-threatening situations, we may share information with emergency responders or hospitals to ensure appropriate medical care.

5.4 Business Operations

We may share information with trusted service providers who assist in our operations:

• Payment processors (for secure payment handling)
• IT service providers (for data storage and security)
• Appointment scheduling systems
• Email and communication services

6. Data Security and Protection

6.1 Security Measures

We implement comprehensive security measures to protect your information:

• Physical Security: Secure premises with restricted access
• Digital Security: Encrypted data storage and transmission
• Access Controls: Role-based access to patient information
• Staff Training: Regular privacy and security training
• Regular Audits: Periodic security assessments and updates

6.2 Data Storage

Your information is stored securely using industry-standard encryption and security protocols. We maintain both physical and electronic records with appropriate safeguards.

6.3 Data Retention

We retain patient records for the period required by medical practice standards and legal requirements, typically 7-10 years after the last treatment, or longer if required by law.

7. Your Rights and Choices

7.1 Access to Your Information

You have the right to:

• Request copies of your medical records
• Review information we have collected about you
• Request corrections to inaccurate information
• Obtain a list of disclosures made (with some exceptions)

7.2 Communication Preferences

You can control how we communicate with you:

• Choose your preferred method of contact (phone, email, SMS, WhatsApp, RCS)
• Opt-out of marketing communications
• Request confidential communications
• Specify who can receive information about your care

7.3 Consent Management

• Withdraw consent for specific uses of your information
• Limit sharing of your information
• Request restrictions on certain disclosures

8. Website Privacy

8.1 Cookies and Tracking

Our website uses cookies to:

• Remember your preferences and settings
• Analyze website traffic and usage patterns
• Improve website functionality and user experience
• Provide relevant content and advertisements

You can control cookie settings through your browser preferences.

8.2 Third-Party Services

Our website may use third-party services such as:

• Google Analytics: For website usage analysis
• Social Media Plugins: For social sharing
• Payment Processors: For secure online payments
• Appointment Systems: For online booking

9. Children's Privacy

We provide medical services to patients of all ages. For patients under 18 years, we obtain consent from parents or guardians for treatment and use of their information, in accordance with applicable laws.

10. International Data Transfers

Your personal information is primarily stored and processed in India. If we need to transfer information internationally, we ensure appropriate safeguards are in place to protect your privacy.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes through our website or direct communication.

12. Contact Information

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

13. Complaints and Grievances

If you believe your privacy rights have been violated or have concerns about our privacy practices, you may:

• Contact our Privacy Officer directly
• File a complaint with relevant regulatory authorities
• Seek legal counsel if necessary