Table of Contents
- 1. Introduction
- 2. Information We Collect
- 3. How We Use Your Information
- 4. Information Sharing and Disclosure
- 5. Data Security
- 6. Cookies and Tracking Technologies
- 7. Third-Party Services
- 8. Patient Rights
- 9. Data Retention
- 10. Children's Privacy
- 11. International Data Transfers
- 12. Changes to This Policy
- 13. Contact Information
1. Introduction
Welcome to The Smart T Web Hospital, Gujarat's Top #1 Hospital Healthcare Solution Point. We have been serving our community since 2012 with our 100-bedded facility, providing exceptional medical care 24/7. Your privacy and the confidentiality of your medical information are fundamental to our mission of providing quality healthcare services.
This Privacy Policy explains how The Smart T Web Hospital ("we," "us," "our," or "the Hospital") collects, uses, protects, and discloses information when you use our website, book appointments, receive medical services, or interact with our healthcare professionals. We are committed to maintaining the highest standards of privacy protection in compliance with applicable laws, including the Information Technology Act, 2000, and relevant healthcare privacy regulations in India.
By using our website, booking appointments, or availing our medical services, you consent to the practices described in this Privacy Policy. We encourage you to read this policy carefully to understand our practices regarding your personal and medical information.
As a healthcare institution, we understand the sensitive nature of medical information and are committed to protecting your privacy while ensuring we can provide you with the highest quality of medical care. This policy outlines our comprehensive approach to data protection and your rights as a patient and website user.
2. Information We Collect
2.1 Personal Information
We collect various types of personal information to provide you with medical services and maintain our website functionality. This includes:
- Contact Information: Your full name, address, phone numbers, email address, and emergency contact details
- Demographic Information: Age, date of birth, gender, and preferred language for communication
- Identification Information: Government-issued ID numbers, Aadhaar card details (when required), and insurance information
- Professional Information: Occupation, employer details, and work contact information when relevant to treatment
2.2 Medical Information
As a healthcare provider, we collect comprehensive medical information necessary for your treatment:
- Medical History: Past illnesses, surgeries, hospitalizations, family medical history, and genetic information when relevant
- Current Health Status: Symptoms, current medications, allergies, vital signs, and physical examination findings
- Treatment Records: Diagnosis, treatment plans, prescriptions, lab results, imaging studies, and progress notes
- Insurance and Billing: Insurance provider information, policy numbers, and billing addresses
2.3 Website Usage Information
When you visit our website, we automatically collect certain information:
- Technical Information: IP address, browser type and version, operating system, device information, and screen resolution
- Usage Data: Pages visited, time spent on pages, referral sources, and navigation patterns
- Cookie Information: Data collected through cookies and similar tracking technologies
- Form Data: Information submitted through contact forms, appointment booking forms, and newsletter subscriptions
2.4 Communication Records
We maintain records of all communications with patients and website users:
- Phone call logs and recorded conversations (when permitted by law)
- Email correspondence and electronic messages
- Chat logs from website interactions
- Appointment scheduling and confirmation communications
- Survey responses and feedback forms
3. How We Use Your Information
3.1 Medical Care and Treatment
The primary purpose of collecting your information is to provide quality medical care:
- Diagnosing and treating medical conditions
- Coordinating care among healthcare providers
- Managing appointments and scheduling
- Maintaining accurate medical records
- Prescribing medications and monitoring treatment effectiveness
- Providing emergency medical care when necessary
3.2 Administrative Purposes
We use your information for various administrative functions:
- Processing insurance claims and billing
- Verifying insurance coverage and eligibility
- Conducting quality assurance and improvement activities
- Training medical staff and students (with appropriate de-identification)
- Complying with legal and regulatory requirements
- Managing hospital operations and resource allocation
3.3 Communication and Engagement
We use your contact information to communicate with you about:
- Appointment reminders and scheduling updates
- Test results and treatment updates
- Health education and wellness information
- Hospital news and service announcements
- Emergency notifications and public health alerts
- Patient satisfaction surveys and feedback requests
3.4 Website Functionality
Information collected through our website is used to:
- Provide and improve website functionality
- Process online appointment bookings
- Respond to inquiries and support requests
- Analyze website usage and optimize user experience
- Deliver relevant content and advertisements
- Prevent fraud and ensure website security
4. Information Sharing and Disclosure
4.1 Healthcare Providers
We may share your medical information with other healthcare providers involved in your care:
- Consulting physicians and specialists
- Referring doctors and healthcare facilities
- Laboratory and diagnostic imaging centers
- Pharmacies for prescription fulfillment
- Home healthcare providers and rehabilitation centers
4.2 Legal Requirements
We may disclose your information when required by law:
- Court orders and legal proceedings
- Government investigations and regulatory compliance
- Public health reporting requirements
- Mandatory disease reporting to health authorities
- Child abuse or elder abuse reporting
- Law enforcement requests when legally required
4.3 Business Associates
We work with third-party vendors who may have access to your information:
- Medical transcription services
- Billing and collection agencies
- IT support and cloud storage providers
- Insurance companies and claims processors
- Quality assurance organizations
- Legal and accounting firms
4.4 Emergency Situations
In emergency situations, we may share necessary information to protect your health and safety or the health and safety of others, including disclosure to emergency responders, family members, or others involved in your care.
5. Data Security
We implement comprehensive security measures to protect your personal and medical information from unauthorized access, use, or disclosure. Our security framework includes:
5.1 Technical Safeguards
- Encryption: All sensitive data is encrypted both in transit and at rest using industry-standard encryption protocols
- Access Controls: Role-based access controls ensure only authorized personnel can access your information
- Firewalls and Network Security: Advanced firewalls and intrusion detection systems protect our networks
- Secure Communication: All online communications are protected using SSL/TLS encryption
- Regular Updates: Our systems are regularly updated with security patches and improvements
5.2 Physical Safeguards
- Secure server rooms with restricted access
- Locked filing cabinets for physical medical records
- CCTV surveillance in sensitive areas
- Secure disposal of documents containing personal information
- Clean desk policies and screen locks on all computers
5.3 Administrative Safeguards
- Comprehensive staff training on privacy and security practices
- Background checks for all employees with access to patient information
- Regular security audits and risk assessments
- Incident response procedures for security breaches
- Business associate agreements with third-party vendors
Despite our best efforts, no security system is 100% secure. In the unlikely event of a security breach affecting your personal information, we will notify you and relevant authorities as required by law and take immediate steps to minimize any potential harm.
7. Third-Party Services
7.1 Service Providers
We work with third-party service providers to enhance our services and improve patient care:
- Cloud Storage: Secure cloud platforms for data backup and accessibility
- Payment Processors: Secure payment gateways for online transactions
- Communication Tools: Email and SMS services for appointment reminders
- Analytics Platforms: Website analytics to improve user experience
- Appointment Systems: Scheduling platforms for booking management
7.2 Data Sharing Agreements
All third-party providers are required to sign comprehensive data processing agreements that ensure:
- Compliance with applicable data protection laws
- Appropriate security measures for personal information
- Restrictions on use of data for unauthorized purposes
- Prompt notification of any security incidents
- Data deletion upon contract termination
7.3 Social Media Integration
Our website may include social media features and widgets. These features may collect information about your IP address and page visits, and may set cookies to enable proper functionality. Your interactions with social media features are governed by the privacy policies of the respective social media companies.
8. Patient Rights
As a patient, you have specific rights regarding your personal and medical information:
8.1 Right to Access
You have the right to access your medical records and personal information we hold about you. You may request copies of your records, and we will provide them in a reasonable timeframe, subject to applicable laws and regulations.
8.2 Right to Rectification
If you believe any information we hold about you is inaccurate or incomplete, you have the right to request corrections or updates. We will review and update your information as appropriate.
8.3 Right to Restriction
In certain circumstances, you may request restrictions on how we use or disclose your information. While we will consider all requests, some restrictions may not be possible if they interfere with our ability to provide medical care.
8.4 Right to Data Portability
Where technically feasible, you may request that we transfer your medical records to another healthcare provider in a commonly used electronic format.
8.5 Right to Withdraw Consent
Where our processing of your information is based on consent, you may withdraw that consent at any time. However, withdrawal of consent may affect our ability to provide certain services.
8.6 Right to Complain
If you have concerns about how we handle your personal information, you have the right to file a complaint with us directly or with relevant regulatory authorities.
9. Data Retention
We retain your personal and medical information for different periods based on the type of information and legal requirements:
9.1 Medical Records
- Adult patient records: Minimum 10 years from last treatment
- Pediatric records: Until age 25 or 10 years from last treatment, whichever is longer
- Mental health records: 10 years from last treatment
- Imaging studies: 5-10 years depending on type and clinical significance
9.2 Administrative Records
- Billing and insurance records: 7 years from date of service
- Appointment records: 3 years from appointment date
- Communication logs: 2 years from last communication
- Website usage data: 2 years from collection
After the retention period expires, we securely dispose of personal information in accordance with our data destruction policies and applicable regulations.
10. Children's Privacy
The Smart T Web Hospital is committed to protecting the privacy of children under 18 years of age. We understand the sensitive nature of pediatric healthcare and take additional precautions when handling information about minors.
10.1 Parental Consent
For patients under 18 years of age:
- Parental or legal guardian consent is required for treatment
- Parents/guardians must provide authorization for information sharing
- Educational materials and communications are directed to parents/guardians
- Special considerations apply for mature minors as per legal requirements
10.2 Enhanced Protection Measures
Additional safeguards for children's information include:
- Restricted access to pediatric records with specialized training requirements
- Enhanced security protocols for digital communications
- Age-appropriate privacy notices and explanations
- Extended retention periods for pediatric medical records
- Special procedures for releasing information to schools or other institutions
10.3 Adolescent Privacy Rights
For adolescent patients, we balance parental rights with emerging privacy expectations:
- Confidential discussions about sensitive health topics when legally appropriate
- Clear communication about what information will be shared with parents
- Respect for developing autonomy in healthcare decisions
- Compliance with laws regarding reproductive health and mental health privacy
11. International Data Transfers
While The Smart T Web Hospital primarily operates within India, there may be occasions when your personal information is transferred internationally. We ensure all such transfers comply with applicable data protection laws and regulations.
11.1 Cross-Border Medical Consultations
For international patients or consultations involving overseas specialists:
- Explicit consent obtained before any international data sharing
- Use of secure, encrypted communication channels
- Compliance with destination country privacy laws
- Appropriate data transfer agreements with international healthcare providers
11.2 Cloud Storage and Processing
Some of our technology services may involve international data processing:
- Selection of cloud providers with strong data protection commitments
- Contractual safeguards for international data processing
- Regular audits of international service providers
- Compliance with Indian data localization requirements
11.3 Patient Travel and Medical Tourism
For patients traveling internationally for treatment:
- Secure transfer of medical records to destination healthcare providers
- Compliance with both Indian and destination country requirements
- Patient consent for international record sharing
- Follow-up care coordination with international providers
12. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes through:
- Email notifications to registered users
- Prominent notices on our website
- Updates to patients during appointments
- Posted notices in our hospital facilities
The most current version of this policy will always be available on our website with the effective date clearly marked. Your continued use of our services after policy changes indicates your acceptance of the updated terms.
13. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
The Smart T Web Hospital
Privacy Officer
Gujarat, India
Phone
044-2392881
Available 24/7 for emergencies
9 AM - 6 PM for administrative inquiries
privacy@thesmarttweb.com
info@thesmarttweb.com
Response Time
We aim to respond to all privacy inquiries within 5 business days. For urgent matters, please call our main number.
This Privacy Policy is effective as of October 11, 2024, and supersedes all previous versions. Thank you for trusting The Smart T Web Hospital with your healthcare needs and personal information.