1. Who We Are
TheDentist.clinic is a dental practice operated by Koya Health Care Private Limited, located at 1st Floor, Millennium Square, Gachibowli Rd, Lumbini Avenue, Gachibowli, Hyderabad – 500032, Telangana, India. References to "we", "us" or "our" in this policy refer to Koya Health Care Private Limited.
For privacy-related queries, contact us at thedentist1188@gmail.com or call +91-82978-91188.
2. Information We Collect
2.1 Information You Provide
- Contact details – name, phone number, email address when you fill in a contact or booking form.
- Health & dental information – symptoms, medical history, treatment preferences shared during consultations or via messages.
- Appointment details – preferred date, time, and type of treatment.
- Communications – messages you send us via WhatsApp, email, or our website forms.
2.2 Information Collected Automatically
- Usage data – pages visited, time spent, referring URL, browser type, and device information collected via cookies and analytics tools (Google Analytics).
- IP address – used to determine approximate geographic location for analytics purposes only.
3. How We Use Your Information
- To confirm and manage appointments and treatment plans.
- To respond to enquiries and provide patient support.
- To send appointment reminders via SMS, WhatsApp, or email.
- To maintain clinical records as required by applicable law.
- To improve our website and services through anonymous analytics data.
- To comply with legal and regulatory obligations.
We do not use your health information for marketing purposes without your explicit consent.
4. Legal Basis for Processing
We process your personal data under the following bases:
- Contractual necessity – to fulfil your appointment booking and provide dental care.
- Legitimate interest – to operate and improve our clinic and website.
- Legal obligation – to maintain patient records as required under Indian medical regulations.
- Consent – for optional communications such as newsletters or promotional messages.
5. Sharing Your Information
We do not sell, rent, or trade your personal information. We may share it only in the following limited circumstances:
- Service providers – third-party platforms we use to operate our website, manage appointments, or send communications (e.g. Google Workspace, WhatsApp Business). These parties are contractually required to protect your data.
- Referring practitioners – if you were referred by another healthcare provider, we may share relevant clinical information with their consent.
- Legal requirements – if required by a court order, government authority, or applicable law.
6. Cookies & Tracking
Our website uses cookies to understand how visitors use the site. These include:
- Essential cookies – required for basic site functionality.
- Analytics cookies – Google Analytics cookies that help us understand page performance (data is anonymised).
You can disable cookies through your browser settings at any time. Disabling analytics cookies does not affect your ability to use the site.
7. Data Retention
We retain patient clinical records for a minimum of 7 years from the date of last treatment, as required under applicable Indian medical regulations. Contact and appointment enquiry data is retained for up to 2 years unless you request earlier deletion. Analytics data is retained for up to 26 months per Google Analytics defaults.
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or loss. These include encrypted email communications, access controls, and secure data storage. However, no online transmission is completely secure and we cannot guarantee absolute security.
9. Your Rights
Under applicable data protection law you have the right to:
- Access – request a copy of the personal data we hold about you.
- Correction – request correction of inaccurate or incomplete data.
- Deletion – request deletion of your data where we have no legal obligation to retain it.
- Withdraw consent – withdraw consent for marketing communications at any time.
- Portability – request your data in a portable electronic format.
To exercise any of these rights, email us at thedentist1188@gmail.com. We will respond within 30 days.
10. Children's Privacy
We provide dental care to patients of all ages, including children. For patients under 18, we collect information from a parent or guardian and obtain their consent for treatment. We do not knowingly collect personal data from minors through our website without parental consent.
11. Third-Party Links
Our website may contain links to external websites (e.g. Google Maps, WhatsApp). We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.
12. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of our website or services after changes are posted constitutes your acceptance of the updated policy.
13. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please reach out:
- Email: thedentist1188@gmail.com
- Phone: +91-82978-91188
- Address: 1st Floor, Millennium Square, Gachibowli Rd, Lumbini Avenue, Gachibowli, Hyderabad – 500032, Telangana, India