Privacy Policy

1. Who we are and scope

This Privacy Policy describes how Synergy Health Foundation, Public Trust Registration No. E-12699/Thane, at A4, 501/502, Vikas Complex, Castle Mill Compound, LBS Road, Opp. Holy Cross Convent High School, Thane (West) 400601, Maharashtra, India (“Foundation”, “we”, “us” or “our”) handles personal information through www.synergyhealthfoundation.org, including contact, volunteer, medical camp and patient forms, and analytics or non-essential cookies.

A programme, camp, healthcare professional, hospital, payment provider or other partner may provide an additional notice for information it collects or controls separately. That notice applies to its own processing.

2. Information we may collect

The exact fields should be shown on the relevant form. Depending on how you use the Website, we may collect:

• contact information, such as name, email address, telephone number, postal address and the content of an enquiry;
• volunteer information, such as interests, skills, qualifications, availability and information you include in an application or message;
• medical camp or patient information, such as identity and contact details, age or date of birth, appointment or camp details, symptoms, medical history, medicines, allergies, reports, disability or other health information requested for the stated healthcare purpose;
• information about a parent, guardian, caregiver, nominee or emergency contact where relevant and lawfully provided;
• technical and usage information, such as IP address, browser or device information, pages viewed, referring page, approximate location derived from IP, timestamps and cookie or analytics identifiers; and
• records of consent, preferences, correspondence and requests.

Please provide only information requested for the relevant purpose. Do not submit another person’s personal or health information unless you are authorised to do so.

3. How we collect information

• directly from you, or from a parent, guardian, caregiver or authorised representative;
• through Website forms, email, telephone or follow-up communications;
• from clinicians, hospitals, laboratories, programme partners or volunteers where necessary for the programme and permitted by law; and
• automatically through essential technologies and, with the choice required by law, analytics or non-essential cookies.

4. Why we use information

We use personal information only for lawful, stated and reasonably necessary purposes, which may include:

• responding to enquiries and communicating about Foundation activities;
• reviewing, coordinating and managing volunteer participation;
• registering, screening, scheduling and supporting medical camps, patient services or referrals;
• supporting clinical assessment, patient safety, continuity of care or follow-up where the relevant programme involves healthcare delivery;
• maintaining consent, programme, accounting, audit, safety and legal-compliance records;
• protecting the Website, preventing misuse and resolving technical issues; and
• understanding Website use and improving content through analytics, where non-essential analytics are enabled with the choice required by law.

5. Consent and choices

Where consent is the applicable basis, the collection notice will identify the information and purpose so that you can make an informed choice. Medical or health information submitted through a Website form should be collected only after the required consent or other lawful authority is in place. You may decline optional fields or withdraw consent by contacting us, but this may prevent us from providing a service that genuinely requires the information. Withdrawal does not invalidate processing already lawfully completed and does not require deletion where retention is legally required.

6. Children and persons needing assistance

A person under 18 should not independently submit personal or health information through the Website. A parent or lawful guardian should complete the relevant process and provide any required verifiable consent. Where a person lawfully acts through a guardian, the Foundation may take reasonable steps to verify that authority. Programme-specific consent and medical ethics requirements may also apply.

7. Cookies and analytics

The Website may use technologies needed for security, form operation, accessibility and basic functionality. It may also use analytics or other non-essential cookies to measure visits and improve the Website. Non-essential technologies should not be activated until the user is given the choice required by applicable law. You can use the Website’s cookie control, when available, and browser settings to manage cookies; blocking essential technologies may affect Website operation.

The cookie interface should identify the active analytics provider, cookie purpose and duration before launch. This policy does not name a provider because none has been confirmed.

8. When we share information

We may disclose information only as reasonably necessary for the stated purpose, subject to consent and applicable law, to:

• authorised Foundation trustees, staff, clinicians, volunteers or programme personnel who need it for their role;
• hospitals, healthcare professionals, laboratories, medical-camp partners or referral facilities involved in the relevant service;
• Website hosting, form, communications, security, records or analytics providers acting for the Foundation under appropriate obligations;
• professional advisers, auditors, banks or insurers where relevant; and
• government, regulatory, law-enforcement or judicial authorities where disclosure is required or lawfully authorised.

We do not sell personal or health information. We do not permit a service provider to use information for unrelated purposes merely because it provides a technical service to us.

9. Storage, transfers and retention

Information may be stored in Foundation systems and approved service-provider systems. Before activating a provider that processes information outside India, the Foundation should assess the arrangement, disclose material information where required, and comply with applicable transfer restrictions.

We retain information only for as long as reasonably necessary for the stated purpose or as required for medical, patient-safety, accounting, audit, tax, dispute, regulatory or other legal obligations. Retention depends on the record and programme; information is deleted, anonymised or securely archived when no longer required, subject to lawful exceptions.

10. Security

We use reasonable administrative, technical and physical safeguards appropriate to the nature of the information, including measures intended to control access, protect transmission and storage, manage service providers, maintain recoverability and respond to incidents. No internet transmission or storage system is completely secure. If a personal-data breach occurs, we will take response and notification steps required by applicable law.

11. Your requests and rights

Subject to applicable law and verification, you may ask to review personal information you provided, correct inaccurate or incomplete information, withdraw consent, request erasure where retention is not legally necessary, or raise a grievance. As relevant provisions of the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025 commence, we will support the rights and processes that apply, including access, correction, erasure, grievance redressal and nomination where legally required.

Send a request to synergyfoundationhealth@gmail.com with enough detail to identify the relevant interaction. We may request reasonable verification and may refuse or limit a request where applicable law permits or requires it. If you are dissatisfied, you may pursue any complaint or remedy available under applicable law.

12. Changes to this Policy

We may update this Policy to reflect changes in law, technology, providers or Foundation activities. The revised version will be posted with an updated date. Where required, we will provide an additional notice or seek consent for a materially different purpose.