Appointment Privacy Notice

Updated 10 November 2026. This notice explains how Ayurveda Healing Tree uses appointment and callback information.

Information and purpose

We use the patient’s name, supplied phone number or email address, appointment mode, date, time and consultation type to process the booking and provide related care and service updates. Optional information you enter in the details field is available to the clinic; please include only information needed for arranging the consultation. The booking system also uses technical information, including IP address, to operate and protect reservations.

Your agreement and choices

The appointment form has a combined agreement checkbox: acceptance of the Appointment Terms, acknowledgement of this notice and personalised email and WhatsApp appointment updates where those contact details are supplied. We record the wording version, date, time and channel consent with the appointment. This does not authorise promotional messages. Google Calendar permission is always separate. If you prefer to arrange an appointment without automated updates, contact the clinic directly. You may withdraw message consent later by contacting the clinic, and reply STOP to stop automated WhatsApp updates.

Providers and access

Clinic staff and the website’s hosting, booking and email delivery services process information needed to run appointments. For WhatsApp appointment updates, YCloud and WhatsApp/Meta process your phone number and the minimum booking details needed to deliver the message: patient name for a personalised greeting, booking reference, date, time and appointment mode. Clinical notes and reasons for consultation are not included in automated patient appointment WhatsApp templates. The website records delivery status and processes opt-out replies; it does not retain other incoming WhatsApp conversation content. If you connect Google Calendar, Google processes the calendar connection and appointment event under its own policies. Only the minimum appointment details are put in the calendar: a general appointment title, date, time, mode and clinic location. We do not put the patient’s clinical notes or reason for consultation in calendar events.

Google Calendar data

With your separate Google permission, we receive your verified Google email address and authorisation tokens, and create a dedicated Ayurveda Healing Tree calendar. Tokens are stored encrypted on the website server and are used only to maintain the appointment events you request. We do not request access to read events in your other calendars and do not use Google data for advertising or sell it. The website’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Callback requests

The callback form asks for your name, international mobile number, an optional short message and agreement to share these details with the clinic doctors via WhatsApp. Requests are saved privately in WordPress for clinic follow-up. The name, number and optional message are included in a notification to the authorised clinic doctors through YCloud and WhatsApp/Meta, subject to template approval and service availability. This is different from internal appointment approval alerts: callback notifications do include the optional message. Please include only the minimum information needed to arrange a call; do not enter detailed medical history, identity documents or reports. A callback request does not book an appointment. Clinic staff can review saved requests if delivery is delayed.

Website activity counts

We keep aggregate daily counts of booking-page visits, saved appointment and callback requests, call-link clicks and directions-link clicks to understand the website’s use. These counts do not contain names, numbers, email addresses, health notes or report contents and are not sent to an external analytics provider. This counting feature does not set an analytics cookie or identify repeat visitors. A short-lived one-way network identifier is used to limit automated repeated counting and expires after one minute. Daily counters are retained for up to 90 days. Hosting and security services may keep their own technical logs.

Withdrawal, corrections and retention

Contact the clinic to correct your details, withdraw optional message consent or request access to or deletion of information. We retain appointment and consent records for clinic administration, care and applicable recordkeeping needs, and review deletion requests against those needs. You may disconnect Google Calendar using its connection controls in the appointment confirmation area or revoke access in your Google account. Disconnecting stops future updates and removes stored access tokens; events already in your Google calendar remain until you remove them. Withdrawing a communication or calendar choice does not cancel an appointment.

Contact

For appointment or privacy questions: contact@ayurvedahealingtree.com or +91 78140 02233.

Clinic appointment approval

For clinic approval, we may send the booking reference, date, time and consultation mode through YCloud and WhatsApp/Meta to two authorised clinic doctors. These internal appointment approval alerts do not include patient names, contact details or medical notes. We record the approving doctor, decision and time. This internal booking administration is separate from patient message consent and from the callback notifications described above. Unrelated incoming conversations are not retained by this website.