1. Introduction

Kaashyapi Ayurveda Gynaecologists and Obstetricians Foundation ("we," "our," "us," or "the Foundation") is committed to protecting the privacy and confidentiality of our patients, members, and visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal and health information when you visit our facilities, use our services, or interact with our website and digital platforms.

By accessing our services, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our services or provide us with your personal information.

2. Information We Collect

2.1 Patient Health Information

When you receive medical services from us, we collect:

• Personal Identification: Full name, date of birth, age, gender, and photograph
• Contact Information: Address, phone number, email address, and emergency contact details
• Medical History: Past illnesses, surgeries, medications, allergies, family medical history
• Clinical Data: Symptoms, diagnoses, test results, prescriptions, treatment plans, and progress notes
• Reproductive Health Information: Menstrual history, pregnancy records, fertility treatments, and gynecological examinations
• Ayurvedic Assessment: Prakriti (constitution), dosha imbalances, lifestyle, and dietary habits
• Insurance Information: Health insurance provider, policy number, and coverage details
• Payment Information: Billing records, payment methods, and transaction history

2.2 Membership and Registration Information

For members, healthcare professionals, and researchers:

• Professional Details: Medical qualifications, registration numbers, specialization, and experience
• Membership Information: Membership category, enrollment date, and payment records
• Academic Information: Educational background, certifications, and continuing education records
• Research Data: Publications, study participation, and research contributions

2.3 Website and Digital Information

When you visit our website or use our digital services:

• Technical Data: IP address, browser type, device information, operating system
• Usage Information: Pages visited, time spent, links clicked, and navigation patterns
• Appointment Booking Data: Preferred dates, times, doctor selection, and reasons for visit
• Communication Records: Emails, contact form submissions, chat messages, and phone inquiries
• Cookies and Tracking: Information collected through cookies and similar technologies

3. How We Use Your Information

3.1 Medical Care and Treatment

• Provide comprehensive gynecological and obstetric care
• Deliver Ayurvedic treatments and wellness consultations
• Conduct medical examinations, diagnostic tests, and procedures
• Prescribe medications and create personalized treatment plans
• Monitor your health progress and coordinate follow-up care
• Maintain accurate medical records for continuity of care

3.2 Healthcare Operations

• Schedule and manage appointments
• Process billing and insurance claims
• Conduct quality improvement initiatives
• Train medical staff and students
• Maintain facility operations and safety standards

3.3 Communication

• Send appointment reminders and follow-up notifications
• Provide test results and health information
• Share educational materials about women's health and Ayurveda
• Respond to your inquiries and concerns
• Send newsletters and updates about our services (with your consent)

3.4 Legal and Regulatory Compliance

• Comply with medical regulations and healthcare laws
• Maintain records as required by medical councils and authorities
• Respond to legal processes and governmental requests
• Report communicable diseases as mandated by public health laws
• Protect against fraud and ensure ethical medical practices

4. Information Sharing and Disclosure

We respect your privacy and share your information only when necessary:

4.1 Healthcare Providers

• Consulting specialists and referring physicians
• Diagnostic laboratories and imaging centers
• Pharmacies for prescription fulfillment
• Hospitals for admissions and procedures
• Emergency medical services when required

4.2 Insurance and Payment Processors

• Health insurance companies for claims processing
• Third-party billing services
• Payment gateways for secure transactions

4.3 Legal and Regulatory Authorities

• Medical councils and regulatory bodies
• Public health departments for disease reporting
• Law enforcement when required by law
• Courts in response to legal proceedings

All third parties are bound by strict confidentiality agreements and data protection requirements.

5. Data Security and Confidentiality

We implement stringent security measures to protect your health information:

5.1 Physical Security

• Secure facility access with controlled entry points
• Locked medical record storage areas
• Surveillance systems and security personnel
• Confidential disposal of paper records (shredding)
• Restricted access to sensitive areas

5.2 Technical Security

• Encrypted electronic health records (EHR) systems
• Secure, password-protected computer networks
• Multi-factor authentication for staff access
• Regular data backups and disaster recovery systems
• Firewall protection and antivirus software
• Secure HTTPS protocols for website communications

5.3 Administrative Security

• Staff training on patient confidentiality and compliance
• Confidentiality agreements with all employees and contractors
• Role-based access controls limiting information access
• Regular security audits and risk assessments
• Incident response procedures for data breaches

5.4 Medical Ethics

All our healthcare professionals adhere to:

• Hippocratic Oath and medical ethics guidelines
• Indian Medical Council (IMC) regulations
• Ayurvedic medical council standards
• Professional codes of conduct

6. Data Retention

We retain your health information in accordance with:

• Medical Records: Minimum 5 years after last treatment (or longer as per state laws)
• Minors' Records: Until the patient reaches age of majority plus applicable retention period
• Pregnancy and Childbirth Records: Minimum 25 years
• Research Data: As specified in study protocols and regulatory requirements
• Billing Records: 7 years for tax and accounting purposes
• Membership Records: Duration of membership plus 3 years

After the retention period, we securely destroy records through shredding (paper) or secure digital deletion.

7. Patient Rights

You have the following rights regarding your health information:

7.1 Right to Access

• Request copies of your medical records
• Review your health information and treatment history
• Obtain records in electronic format when available

7.2 Right to Correction

• Request amendments to inaccurate or incomplete information
• Add supplementary statements to your medical records

7.3 Right to Confidentiality

• Expect that your health information will be kept confidential
• Request restrictions on certain disclosures (subject to legal requirements)
• Receive confidential communications through alternative means

7.4 Right to Object

• Opt-out of marketing communications
• Refuse participation in research studies
• Object to certain uses of your information (where legally permissible)

7.5 How to Exercise Your Rights

To exercise any of these rights:

• Submit a written request to our Medical Records Department
• Complete the appropriate request form (available at our facility or website)
• Provide valid identification
• Allow up to 30 days for processing

We may charge reasonable fees for copying and mailing records.

8. Special Considerations for Sensitive Health Information

8.1 Reproductive Health

We treat all information regarding pregnancy, fertility treatments, contraception, and sexual health with heightened confidentiality and sensitivity.

8.2 Minors

For patients under 18 years:

• Parents/guardians have access to medical records
• Certain sensitive services may have confidentiality protections under law
• We respect the evolving capacity of adolescents for healthcare decisions

8.3 Mental Health and Counseling

Information from psychological counseling and mental health services receives additional confidentiality protections.

9. Website and Digital Privacy

9.1 Cookies

Our website uses cookies for:

• Essential site functionality
• Analytics to improve user experience
• Appointment booking systems
• Security features

You can control cookies through your browser settings.

9.2 Telemedicine Services

For video consultations:

• Secure, encrypted platforms
• Same confidentiality standards as in-person visits
• Recordings only with your explicit consent

10. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in healthcare regulations, new services, or legal requirements.

We will notify you of significant changes by:

• Posting the updated policy on our website
• Displaying notices in our facility
• Email notifications to registered patients (for material changes)

Continued use of our services constitutes acceptance of the revised policy.

11. Complaints and Concerns

If you have concerns about our privacy practices:

1. Internal Resolution: Contact our Privacy Officer
2. Regulatory Complaints: File complaints with State Medical Council, National Medical Commission, or Ministry of AYUSH
3. Legal Remedies: Seek legal advice for violations of your rights

We take all complaints seriously and will investigate promptly.

12. Contact Information