Privacy Policy & Terms

1. Information We Collect

Shahid Doctor Hemn Psychiatric Hospital collects information to provide better services to our patients. We collect information in the following ways:

• Personal Information: Name, date of birth, contact details, and medical history provided during registration and consultations.
• Health Information: Medical records, treatment history, prescriptions, and psychiatric assessments.
• Usage Information: How you interact with our website, including pages visited and time spent.
• Payment Information: Billing details and insurance information for processing payments.

2. How We Use Your Information

We use the information we collect to provide, maintain, and improve our services. This includes:

• Providing psychiatric care and treatment services
• Processing appointments and managing patient records
• Billing and insurance claims processing
• Communicating with you about appointments, treatment plans, and updates
• Improving our website and patient experience
• Ensuring compliance with legal and regulatory requirements

3. Third-Party Sharing & Disclosure

We respect your privacy and limit sharing of your information. Your information may be shared in the following circumstances:

• Healthcare Providers: With your treating physicians and healthcare team for continuity of care.
• Insurance & Billing: With insurance companies and billing services to process claims and payments.
• Legal Requirements: When required by law, court order, or regulatory authorities.
• Service Providers: With trusted third-party service providers (website hosting, email services) who comply with our privacy standards.
• With Your Consent: In any other situation where you have provided explicit consent.

We do not sell or rent your personal information to third parties for marketing purposes.

4. Cookies

Our website uses cookies to enhance your experience. Cookies are small data files stored on your device that help us remember your preferences and understand how you use our site.

• Essential Cookies: Necessary for the basic functioning of our website.
• Analytics Cookies: Help us understand how visitors interact with our site.
• Preference Cookies: Remember your settings and preferences.

You can control cookie settings through your browser. However, disabling cookies may affect your experience on our website.

5. Data Security

We take the security of your information seriously. We implement appropriate technical and organizational measures to protect your data from unauthorized access, alteration, or destruction.

• Encryption of sensitive data during transmission
• Secure storage of patient records and personal information
• Access controls to ensure only authorized personnel can view your information
• Regular security audits and updates
• Employee training on data protection and privacy

6. Data Retention Policy

We retain your information only for as long as necessary to fulfill the purposes for which it was collected, including for legal and regulatory compliance.

• Medical Records: Retained for a minimum of 7 years from your last visit, as required by law.
• Billing Records: Retained for 7 years for financial and tax compliance purposes.
• Website Data: Analytics data is retained for up to 12 months.
• Deletion Requests: You may request deletion of your information at any time. Certain records may be retained for legal obligations.
• Anonymization: When data is no longer needed, it is securely deleted or anonymized.

7. Your Rights

You have the following rights regarding your personal information:

• Right to Access: Request a copy of the information we hold about you.
• Right to Rectification: Request corrections to inaccurate or incomplete information.
• Right to Erasure: Request deletion of your information under certain circumstances.
• Right to Restrict Processing: Request limits on how we process your data.
• Right to Data Portability: Request transfer of your data to another provider.
• Right to Withdraw Consent: Withdraw consent for processing at any time.

To exercise any of these rights, please contact our Data Protection Officer at 0773998011 or email info@hemnhospital.com.

8. Children’s Privacy

We are committed to protecting the privacy of children and adolescents who use our services.

• Age Requirements: Our website is not intended for children under 13 without parental supervision.
• Parental Consent: For patients under 18, we require parental or guardian consent for treatment and data collection.
• Parental Rights: Parents and guardians have the right to access, review, and request deletion of their child’s information.
• Treatment Records: Child and adolescent treatment records are protected with the same strict confidentiality as adult records.

9. HIPAA Compliance

We are committed to protecting patient privacy and complying with all applicable healthcare privacy regulations.

• Confidentiality: All patient information is treated with the highest level of confidentiality.
• Protected Health Information (PHI): We implement safeguards to protect your PHI from unauthorized access.
• Patient Rights: We respect your rights to access, amend, and receive an accounting of disclosures of your health information.
• Breach Notification: We will notify you promptly in the event of any unauthorized access to your information.
• Compliance: We adhere to all applicable local, national, and international privacy laws and regulations.

10. Policy Updates & Notification

We are committed to keeping our privacy policy current and transparent.

• Updates: This policy is reviewed and updated regularly to reflect changes in laws, regulations, and our practices.
• Notification: We will notify you of significant changes through our website or direct communication.
• Effective Date: The effective date of the current policy is displayed at the top of this page.
• Review: We encourage you to review this policy periodically to stay informed of any changes.
• Questions: If you have questions about policy changes, please contact us directly.

11. Glossary of Terms

To help you understand this policy, here are simple explanations of key terms:

• Personal Information: Any information that identifies you, such as your name, date of birth, or contact details.
• Protected Health Information (PHI): Medical records and health-related information that is protected by privacy laws.
• Data Controller: The organization that determines how and why your data is processed (Shahid Doctor Hemn Psychiatric Hospital).
• Data Processor: A third party that processes data on behalf of the data controller (e.g., website hosting, email services).
• Encryption: The process of converting information into a secure code to prevent unauthorized access.
• Cookies: Small text files stored on your device that help websites remember your preferences and usage.
• Anonymization: Removing identifying information from data so it cannot be traced back to you.

12. Confidentiality of Medical Records

All medical records are kept strictly confidential. We comply with all applicable laws and regulations regarding patient privacy and confidentiality. Your information will only be shared with:

• Your treating physicians and healthcare team
• With your explicit consent for referrals or consultations
• As required by law or regulatory authorities

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Phone: 0773998011
• Email: info@hemnhospital.com
• Address: Qanat Street, Sulaiymaniyah