PATIENT PRIVACY STATEMENT AND POLICY
Dr. Archana IVF & Women’s Centre (“we”, “us”, “our”) is committed to protecting the privacy, confidentiality, and security of patient information. We provide fertility care, assisted reproductive services, gynaecology, obstetrics, and related healthcare services (collectively, the “Services”).
To deliver safe, ethical, and effective medical care, it is necessary for us to collect, store, process, and use certain information about our patients. This Patient Privacy Statement and Policy (“Privacy Policy”) explains how we collect, use, disclose, and safeguard your information.
In this Privacy Policy, references to “you” or “your” mean the patient availing the Services and include, where applicable, any legally authorised representative such as a spouse, relative, guardian, caretaker, or nominee (“Authorised Representative”).
This Privacy Policy should be read together with the Patient Consent Forms and other clinical documentation provided at the time of registration or treatment.
1. Types of Information Collected
When you avail any of our Services, we may collect and process various categories of information, including but not limited to those detailed in Exhibit A below (collectively, “Information”).
Some of this Information may constitute Personal Information or Sensitive Personal Data or Information (SPDI) as defined under the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 (“SPDI Rules”). Such data is handled with enhanced confidentiality and security.
2. Purposes for Collection and Use of Information
We may collect, use, store, process, transfer, or disclose your Information (within or outside India, where permitted by law) for the following purposes:
A. Medical Care and Treatment
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To provide fertility treatment, IVF, IUI, obstetric, gynaecological, diagnostic, surgical, and allied healthcare services
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To assess, diagnose, monitor, and manage your medical condition
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To contact you or your Authorised Representative regarding appointments, test results, treatment updates, emergencies, follow-ups, or continuity of care
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To issue prescriptions, medical reports, discharge summaries, and clinical records
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For billing, invoicing, and payment processing
B. Operational and Administrative Purposes
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To operate and manage clinic functions and internal processes
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To improve service quality, patient safety, and clinical outcomes
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To conduct audits, quality assessments, accreditation, and compliance checks
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To respond to patient queries, feedback, and service requests
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To send administrative communications, service updates, or policy updates
C. Legal, Regulatory, and Compliance Requirements
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To comply with applicable laws, regulations, and professional guidelines including but not limited to:
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Information Technology Act, 2000
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SPDI Rules, 2011
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Medical Council / NMC regulations
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Epidemic Diseases Act, 1897
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Clinical Establishments Act
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Right to Information Act, 2005 (where applicable)
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To investigate, prevent, or respond to fraud, misuse, legal claims, or threats to patient or public safety
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To comply with lawful requests from courts, tribunals, government authorities, or regulatory bodies
3. Disclosure of Information
We may disclose or transfer your Information, on a need-to-know basis, to the following:
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Treating doctors, embryologists, nurses, laboratories, diagnostic centres, hospitals, or healthcare professionals involved in your care
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Insurance companies, third-party administrators (TPAs), government schemes, or corporate sponsors (where applicable)
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Professional advisors and service providers such as auditors, legal consultants, IT service providers, data hosting services, and communication partners
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Any successor entity in the event of restructuring, merger, or transfer of business (subject to confidentiality obligations)
We do not sell or rent patient data for commercial purposes.
4. Access to Medical Records
You may request copies of your medical records (other than the discharge summary) by submitting a written request along with valid government-issued ID proof, in the prescribed format.
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Charges: ₹500 per copy (or as revised from time to time)
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Timeline: Records will be provided within 72 hours of receiving a valid request
5. Changes and Updates to Information
You may request to review, update, or correct your Information, including SPDI, where permitted by law. We will make reasonable efforts to update our records promptly.
Requests may be denied where:
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The information is legally required to be retained
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Modification may compromise medical accuracy or patient safety
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Disclosure may violate another individual’s rights
6. Retention of Information
We retain patient Information only for as long as required to:
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Provide medical care and follow-up services
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Comply with legal, regulatory, and medical record retention requirements
Once retention is no longer necessary, Information will be securely destroyed, anonymised, or de-identified. Aggregated and anonymised data may be retained for research, quality improvement, or operational analysis without identifying individuals.
7. Security of Information
We implement reasonable physical, technical, administrative, and organisational safeguards to protect Information against unauthorised access, loss, misuse, alteration, or disclosure.
While we strive to protect your Information, we cannot guarantee absolute security against events beyond our control, including cyberattacks, government actions, system failures, or force majeure events.
8. Disclaimer and Limitation of Liability
You are responsible for providing accurate and complete Information. We shall not be liable for any consequences arising from inaccurate, incomplete, or misleading information provided by you.
To the extent permitted by law, Dr. Archana IVF & Women’s Centre, its doctors, staff, consultants, and affiliates shall not be liable for any indirect, incidental, or consequential damages arising from lawful collection or use of Information.
9. Changes to This Privacy Policy
We reserve the right to modify or update this Privacy Policy at any time to reflect changes in law, medical practices, or operational requirements. Updated versions will be published on our website.
10. Grievance Officer and Contact Details
In accordance with the Information Technology Act, 2000, the Grievance Officer details are provided below:
Grievance Officer:
Dr. Archana S. Ayyanathan
Dr. Archana IVF & Women’s Centre
📧 Email: [info@drarchanaivf.com] (replace with official email)
📞 Phone: [Clinic contact number]
📍 Address: Chennai, Tamil Nadu, India
You may contact the Grievance Officer for privacy-related concerns or withdrawal of consent. Please note that withdrawal of consent may limit our ability to continue providing medical services.
Exhibit A – Categories of Information Collected
Patient & Contact Information
Name, age, gender, marital status, address, phone number, email ID, occupation, emergency contact details.
Financial Information
Billing details, insurance information, third-party payer details, government or corporate scheme information (if applicable).
Medical Information
Date of birth, height, weight, medical history, fertility history, IVF treatment details, hormonal reports, ultrasound findings, laboratory reports, prescriptions, allergies, lifestyle factors, vaccination history, imaging, clinical notes, diagnosis, and treatment records.
Personal Information
Any information capable of identifying an individual directly or indirectly, as defined under the SPDI Rules, 2011.