Privacy Policy

1. About This Privacy Policy

This policy applies to personal information collected through the EPYX DERMA website, contact forms, appointment requests, telephone calls, email, WhatsApp and other clinic communication channels.

It does not replace the separate clinical confidentiality, consent and medical-record practices that may apply when you attend the clinic as a patient.

2. Information We May Collect

Depending on how you interact with us, we may collect:

• Name, age or date of birth.
• Phone number, email address and postal address.
• Preferred appointment date, time and service.
• Information you voluntarily provide about a skin, hair, scalp, nail or aesthetic concern.
• Communication records, including emails, messages and appointment-related conversations.
• Website usage information such as browser type, device, pages visited, IP address and approximate location.
• Payment or transaction details when a supported payment facility is used.

3. Sensitive and Medical Information

Information about health, diagnosis, treatment, photographs, prescriptions or medical history may be sensitive. Please share only information reasonably necessary for your enquiry or appointment.

Website forms and social media messages are not intended for detailed medical records or emergency information. Clinical information collected during an in-person consultation may be maintained separately as part of the patient record.

4. How We Use Personal Information

We may use personal information to:

• Respond to enquiries and appointment requests.
• Confirm, reschedule or cancel appointments.
• Provide relevant clinic information and pre-visit guidance.
• Maintain communication related to consultations, procedures and follow-up.
• Process payments and maintain transaction records where applicable.
• Improve our website, services and patient experience.
• Meet legal, regulatory, accounting, safety or record-keeping requirements.
• Send service updates or promotional communication when permitted and when appropriate consent has been obtained.

5. Consent and Lawful Processing

We process personal information for legitimate clinic purposes, to respond to your request, to provide services, to comply with legal obligations or with your consent where required.

By voluntarily submitting information through the website or communicating with the clinic, you authorize us to use the information for the purpose for which it was provided.

6. Appointment Forms and Communications

Information submitted through appointment forms, phone calls, WhatsApp, email or social media may be accessed by authorized clinic staff for scheduling and patient support.

Messages sent through third-party platforms are also subject to the privacy and security practices of those platforms. Avoid sending unnecessary sensitive information through public or unsecured channels.

7. Cookies and Website Analytics

The website may use cookies or similar technologies to support basic functionality, understand website traffic, remember user preferences and improve performance.

Analytics providers may collect limited technical information. You may manage or disable cookies through your browser settings, although some website features may not function correctly.

8. How Information May Be Shared

EPYX DERMA does not sell personal information. Information may be shared only when reasonably necessary with:

• Authorized doctors and clinic staff.
• Service providers supporting website hosting, messaging, scheduling, analytics, payment processing or data storage.
• Laboratories, pharmacies, hospitals or healthcare professionals when required for care and with appropriate authorization.
• Government, regulatory, judicial or law-enforcement authorities when legally required.
• Professional advisers such as accountants, auditors or legal advisers where necessary.

9. Patient Photographs, Videos and Testimonials

Patient photographs, treatment videos, before-and-after images or testimonials will be used for education, website content or marketing only when appropriate consent has been obtained.

Consent for promotional use may be separate from consent for treatment. Refusing promotional consent will not affect access to medical consultation or treatment.

10. Data Security

We use reasonable administrative, technical and physical safeguards designed to protect personal information from unauthorized access, loss, misuse or alteration.

No website, email system, messaging service or electronic storage method can be guaranteed to be completely secure. Please use caution when sending sensitive information online.

11. Data Retention

Personal information is retained only for as long as reasonably required for the purpose for which it was collected, to provide services, maintain records, resolve disputes or comply with legal, medical, tax and regulatory requirements.

Retention periods may differ for website enquiries, appointment records, payment records, consent forms and clinical records.

12. Your Privacy Rights

Subject to applicable law and verification of identity, you may contact us to:

• Ask what personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of information where retention is no longer required by law or for legitimate clinical purposes.
• Withdraw consent for optional communications or promotional use.
• Raise a concern about how your information has been handled.

Some requests may be limited where information must be retained for medical, legal, regulatory, safety or record-keeping reasons.

13. Children’s Information

When information relates to a child, a parent or lawful guardian should provide the information and participate in appointment and consent processes as required.

We do not knowingly use children’s personal information for targeted promotional purposes without appropriate authorization.

14. Third-Party Websites and Platforms

Our website may include links to Google Maps, WhatsApp, Instagram, Facebook, YouTube or other external services. EPYX DERMA is not responsible for the privacy practices, content or security of third-party platforms.

15. Marketing Communications

We may send clinic updates, educational content, reminders or promotional messages when permitted. You may request that promotional communication be stopped by replying to the message or contacting the clinic.

Essential appointment, safety, treatment or billing messages may still be sent when necessary.

16. Changes to This Privacy Policy

This policy may be updated when our website, services, technology or legal obligations change. The revised policy will be published on this page with an updated effective date.

17. Applicable Law

This Privacy Policy is intended to be read in accordance with applicable Indian privacy, information-technology, healthcare and data-protection requirements, including provisions brought into force under the Digital Personal Data Protection Act, 2023 and related rules.