Privacy Policy

1. Introduction and scope

Santana Fertility Centre (“we”, “us”, “our”) is a fertility clinic at 3rd Floor, Sahana Annex, Adarsh Colony, Sindhanur, Karnataka 584128, India. This Privacy Policy explains how we collect, use, store and share personal information when you use our website, https://santanafertility.com/ (the “Website”), request an appointment, send us an enquiry, or contact us by telephone, email or WhatsApp.

This policy covers the Website and the enquiries you make through it. If you become a patient, information you give us at the clinic may also be covered by separate notices or consent forms provided to you there, and by the confidentiality duties that apply to medical records. Those documents apply to your clinical information in addition to this policy.

Please read this policy together with our Terms & Conditions and Medical Disclaimer.

2. Indian data protection law

We aim to handle personal information in line with the laws of India, including the Information Technology Act, 2000 and the rules made under it, and the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025, as their provisions come into force in stages. We will update this policy as the law and our practices develop.

3. Information we collect

Information you give us

• Appointment request and contact forms: your full name, your phone number, the topic you would like to discuss (chosen from a list) and any message you choose to write. These forms do not ask for your email address, date of birth, home address or medical history.
• Telephone calls: your phone number and whatever you tell us during the call.
• Email: your email address, your name if you give it, and the content of your message.
• WhatsApp: your phone number, your WhatsApp profile name and the content of your messages.

Health or fertility-related information

We do not ask for medical or fertility history through the Website forms. However, the message box lets you write freely, and what you write could include health-related details. Please share only what you are comfortable sharing, and keep detailed medical information for your consultation. If you do include it, we treat it as sensitive and use it only to respond to you.

Information collected automatically

Like most websites, our web server and hosting environment may record technical information such as your IP address, browser type, device, the pages requested and the date and time of access. This is used to keep the Website running and secure. See “Cookies and similar technologies” below.

4. How we use your information

We use the information you give us to:

• respond to your enquiry and call you to confirm a convenient time for a consultation;
• arrange and manage appointments;
• answer your questions about our services;
• keep a record of enquiries and our responses;
• keep the Website secure, prevent misuse and fix technical problems; and
• meet our legal and regulatory obligations.

We rely on your consent, which you give by ticking the consent box on our forms or by choosing to contact us, and on what is necessary to respond to your request or to comply with the law. You can withdraw your consent at any time (see “Your rights” below). We do not sell your personal information. If we ever wish to send you promotional messages, we will ask for your consent first.

5. Who we share information with

• Within the clinic: only staff who need the information to respond to you or manage appointments.
• By email: when you submit a form, the details are emailed to the clinic’s email account. Submissions from the appointment pop-up form are also emailed to the clinic’s website and digital marketing service provider, who help us manage the Website and enquiries.
• Website system: form submissions may also be stored in the Website’s administrative system so that enquiries are not lost.
• Service providers: technical providers such as website hosting and email services that process information on our behalf to operate the Website.
• Legal and safety reasons: authorities, courts or others where the law requires it, or where needed to protect rights, safety or security.

We share information about your health or treatment with other doctors or organisations only with your consent or where the law permits or requires it.

6. Third-party services, links and embedded content

The Website is built with WordPress and the Elementor page builder. At the time of writing, the Website does not use website analytics tools, advertising or retargeting tools, or embedded third-party maps or videos, and the videos shown on the Website are hosted on our own site. If we add such tools in future, we will update this policy and, where required, ask for your consent first.

The Website contains links to other services, including WhatsApp, email and telephone links, Google Maps (from our address) and our social media pages. When you follow a link you leave the Website, and the other service handles your information under its own terms and privacy policy, which we do not control. Messages you send us through WhatsApp are also subject to WhatsApp’s terms and privacy policy.

7. Cookies and similar technologies

Cookies are small files stored on your device. The Website may use cookies or similar browser storage that are necessary for it to work, for example to keep site security features working or to remember that you closed a pop-up. At the time of writing, we do not use analytics or advertising cookies. Third-party services you reach through links may set their own cookies. You can control or delete cookies through your browser settings, although blocking essential cookies may affect parts of the Website.

8. Storage, retention and security

Storage. Your information is stored on servers and accounts operated by our website hosting and email providers, which may be located inside or outside India.

Retention. We keep enquiry details only for as long as we need them to respond to you, to arrange and manage appointments, and to meet legal and record-keeping obligations. After that we delete or anonymise them. Medical records created if you become a patient are kept for the periods required by applicable law and professional standards, under the clinic’s separate arrangements.

Security. We take reasonable organisational and technical steps, appropriate to the nature of the information, to protect personal information against unauthorised access, loss or misuse. No method of transmission over the internet or of electronic storage is completely secure, so we cannot guarantee absolute security. Where possible, please avoid sending detailed medical information through the Website forms, email or WhatsApp.

If a personal data breach affects you, we will take the steps that the law requires.

9. Your rights and how to exercise them

Subject to applicable law, you may ask us to:

• tell you what personal information we hold about you and how we use it;
• correct or update information that is inaccurate or incomplete;
• delete your information, except where we must keep it by law;
• stop using your information on the basis of your consent, by withdrawing that consent (this does not affect what we did lawfully before you withdrew it, and it may limit our ability to respond to you); and
• deal with a grievance about how we handle your information.

Under the Digital Personal Data Protection Act, 2023 you may also nominate another person to exercise your rights if you die or become unable to do so.

To make a request or raise a concern, email us at santanafertilityclinic@gmail.com with “Privacy request” in the subject line, or call us on +91 85352 20811. We may ask you to confirm your identity before acting on a request. We will respond within a reasonable time and as the law requires. If you are not satisfied with our response, you may have the right to complain to the Data Protection Board of India or another authority, as provided by law.

10. Children’s information

The Website is intended for adults seeking fertility care and is not directed at children. We do not knowingly collect personal information from anyone under 18 through the Website. Under Indian law, processing a child’s personal data requires the verifiable consent of a parent or lawful guardian. If you believe a child has sent us personal information, please contact us and we will delete it.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page with its “Last updated” date. If we make a significant change, we will give any additional notice the law requires. Please check this page periodically.