Privacy Policy

1. Introduction

Welcome to Kyara Skin & Hair Clinic. We respect your privacy and are committed to protecting the personal, medical, and contact details you share with us. This Privacy Policy describes how we collect, store, handle, and protect your information when you visit our clinic, use our clinical systems, check our website (kyaraskinclinic.com), or communicate with us via WhatsApp, SMS, email, or telephone calls.

By registering at our clinic, booking consultations, or using our digital services, you agree to the collection and use of information in accordance with this policy, keeping in line with the Information Technology Act (India), GDPR principles, and Meta Business/WhatsApp Messaging Policies.

2. Information We Collect

We collect several types of information to provide and improve our dermatological and hair restoration treatments:

• Personal Details: Full name, age, birth date, gender, and photograph (for clinical mapping).
• Contact Information: Mobile phone number, home address, and email address.
• Medical and Health Records: Chief complaints, diagnosis files, prescription records, details of skin/hair treatments, medical history, allergies, current medications, and before/after photographs of treatment areas.
• Appointment Details: Booking dates, schedules, branch preferences (Bharuch, Kosamba, or Ankleshwar), and assigned consulting doctor details.
• Payment and Billing Information: Clinic bills, prescription bills, treatment package costs, receipts, payment modes, and history. We do not store credit card credentials or banking passwords.
• Device and Website Analytics: Browser type, operating system, IP address, page views, and activity tracking logs on our website.

3. How We Use Information

We use your information for the following specific purposes:

• To book consultations, manage patient registration, and deliver clinical skincare and hair treatments.
• To generate, print, and securely store digital prescriptions and treatment billing receipts.
• To manage communications regarding appointments, receipt files, and treatment updates.
• To verify patient identity during database lookups or data deletion request reviews.
• To monitor website performance, secure our digital portals, and log critical clinic administrator activities.

4. Legal Basis for Processing

Under applicable local and international data protection laws, we process patient data based on:

• Medical Service Provision: Processing is necessary for medical diagnosis, health treatment, and managing healthcare systems.
• Consent: When you subscribe to updates, promotional messages, or newsletters.
• Legal Obligations: Compliance with healthcare regulations, maintaining tax/audit invoices, and responding to medical oversight boards in India.

5. Data Security & Hosting

Your records are highly protected. Our clinical database is built using Google Firebase Cloud Firestore and Firebase Storage. We implement robust technical measures, including SSL encryption during transmission, role-based access control for clinic doctors and assistants, and strict Firestore security rules to prevent unauthorized reads and writes. However, please note that no system is 100% secure, and we cannot guarantee absolute data security.

6. WhatsApp and Digital Communication

We utilize the WhatsApp Business Platform (Cloud API) and transactional SMS/email services to keep you updated. These messages are classified into two main streams:

A. Utility Messages (Service-Related)

These messages are necessary to fulfill your requested healthcare services. They include:

• Appointment booking confirmations and follow-up reminders.
• Digital prescription receipts and download links.
• Payment invoices and billing receipts.
• Treatment-related updates or direct messages from your consulting doctor.

Note: Since utility communications are essential to patient care, safety notifications, and accounting requirements, they may continue even if you have opted out of marketing updates.

B. Marketing Messages (Promotional)

These messages include:

• Special skincare and hair restoration treatment package offers.
• Seasonal discount alerts and educational skincare tips.
• New aesthetic machine/treatment launches at our clinic.

7. Cookies and Analytics

We use cookies on our website to analyze traffic and customize page layouts. We implement Google Analytics to understand user demographics and visitor trends. You can disable cookies in your browser settings, though some website features (like online booking) may not perform optimally.

8. Data Retention

We store patient medical files, prescriptions, and invoice data for as long as needed to fulfill healthcare delivery, maintain compliance with medical regulations in India (which require maintaining clinical records for a minimum duration), and satisfy legal auditing and accounting obligations.

9. Your Rights & Consent Management

You have the following rights regarding the personal data we hold:

• Access: Request a copy of your personal files, billing invoices, and prescriptions.
• Correction: Ask us to rectify inaccurate contact numbers, names, or addresses.
• Opt-Out: Toggle WhatsApp messaging consent options from your patient file.
• Deletion: Request permanent removal of your non-medical personal profiles and marketing preferences. Detailed steps are provided on our User Data Deletion Page.

10. Policy Updates

We may modify this Privacy Policy from time to time. The latest revision date will always be visible at the top of the page. Significant changes will be announced on our website home banner or via informational patient broadcasts.

11. Contact Information

For any privacy queries, consent settings, or data requests, please contact our Data Representative:

Kyara Skin & Hair Clinic
Patel Super Market, Ganesh Agency Building, Station Road, Bharuch – 392001, Gujarat, India
Phone: +91 99746 89997 | WhatsApp: +91 97256 25309
Email: kyaraskin@gmail.com