Privacy Policy

Welcome to the Kappiness Online Consultation website (accessible at onlineconsultation.kappiness.in). This website is owned and operated by Kappiness, providing professional psychological counseling and online consultations to clients globally and across India, including our regional base in Kerala.

We appreciate the sensitivity and deeply personal nature of seeking mental health support. This Privacy Policy is designed to clearly explain how we collect, store, utilize, and protect your information when you visit our website, request informational resources, book sessions, or communicate with us.

By accessing or using our website and services, you consent to the information collection and use practices described in this policy. If you do not agree with any terms of this policy, please do not use our services.

We collect two main categories of information from users: Personal Information (which you actively provide) and Non-Personal/Technical Information (which is collected automatically).

A. Information You Provide to Us

• Contact Details: Your name, phone number, email address, age, gender, and preferred language (such as English or Malayalam) when you book an appointment, submit a contact form, or initiate direct communication.
• Billing and Invoicing Information: Transactional billing details, payment confirmations, and related invoices. Please note that we do not store sensitive payment card details directly; all payments are processed through secure third-party payment gateways.
• Communication Data: Any text messages, notes, questions, or comments you share with us through email, contact forms, or WhatsApp.

B. Information Collected Automatically

• Technical Log Data: Internet Protocol (IP) address, browser type and version, device type, screen resolution, time zone settings, geographic location, and operating system.
• Usage and Navigation Data: Pages visited, duration of visit, click pathways, search queries within the site, referring URL (the link that led you to our website), and navigation flows.

We process your information based on legal grounds, including your explicit consent, the fulfillment of a service agreement, compliance with legal obligations, and our legitimate interest in providing high-quality care. Specifically, we use your data:

• To schedule, confirm, modify, and facilitate your online psychological counseling sessions.
• To verify your identity and match you with the most suitable licensed psychologist.
• To send transaction receipts, reminders, secure consultation video links (e.g., Google Meet/Zoom), and logistical updates.
• To monitor and analyze the technical performance, usability, and visitor behavior of our landing pages to improve user experience.
• To measure the effectiveness of our marketing campaigns (such as Google Ads conversions) without compromising your clinical confidentiality.
• To comply with regulatory guidelines, ethical codes, and statutory directives issued by judicial and health authorities.

When you schedule an appointment with Kappiness, the specific details of your booking (date, time, selected therapist, and primary reason for consultation) are processed under strict access controls.

This transactional appointment data is processed exclusively to coordinate your care. It is stored securely in our booking database and is only accessible by the scheduling coordination team and the specific clinical professional assigned to your consultation. It is never utilized for public tracking or generic promotional advertising.

The privacy of your clinical care is our highest ethical priority. We maintain strict segregation between our public-facing landing pages and your confidential counseling records.

• Separate Databases: Clinical details, session histories, assessment answers, and the psychologist’s internal session notes are kept on a secure, HIPAA-compliant patient management system. This system is entirely isolated from our public website databases, web analytic engines, and ad trackers.
• No Commercialization: We do not share, sell, rent, or lease your clinical information, diagnoses, or mental health status with any advertising networks, third-party marketing brokers, or external entities.
• Legal Limits of Confidentiality: In alignment with standard clinical practices, our duty of confidentiality is subject to specific legal limitations. We may disclose clinical information to appropriate individuals or agencies only if:
  • We have reason to believe there is a clear, imminent risk of harm to yourself or to another identifiable individual.
  • We are compelled to do so by a valid legal order, court summons, or official mandate in accordance with Indian Law.

We use cookies (small text files placed on your device) to collect data and make our website function more effectively.

Types of Cookies We Use:

• Essential Cookies: Required to enable core site functionalities, such as securing forms and loading calendars.
• Functional Cookies: Remember preferences you select (e.g., preferred language or location).
• Performance & Analytics Cookies: Monitor traffic distribution, load times, and usage trends to ensure site stability and optimize performance.

You have the right to control how cookies are stored on your device. You can adjust your browser settings to reject cookies or prompt you before accepting them. Disabling certain cookies, however, may cause parts of the booking interface or website features to function incorrectly.

To run our online consultation platform efficiently, we utilize select third-party service providers. These third parties act as data processors and are bound by strict agreements to use your personal information only as directed by us, keeping your data secure and confidential.

We share only the minimum amount of data required for them to perform their services. In the sections below, we explicitly detail our integrations with Google, Microsoft, LeadConnector, and WhatsApp.

Our website implements Google Analytics (specifically GA4) to compile aggregated, anonymous data regarding website traffic and user engagement.

Google Analytics collects details such as which landing pages you visit, how long you remain on the site, your general geographic location, and device type. The data collected is processed in a manner that protects individual identities.

To prevent Google Analytics from processing your data, you can install the official Google Analytics Opt-out Browser Add-on, available at tools.google.com/dlpage/gaoptout.

We advertise our psychological consultation services via Google Ads. To measure the performance of our advertisements, we use Google Ads conversion tracking tags. These tags let us know when a user clicks our advertisement and completes a booking on our website.

If you wish to control or block Google Ads tracking, you can configure your preferences via the Google Ad Settings page or clear cookies from your browser.

We partner with Microsoft Clarity to analyze website usability through behavioral metrics, heatmaps, and session recordings. This helps us understand how visitors scroll, click, and navigate our informational landing pages.

By using this website, you agree that Microsoft can collect and use this analytical data in accordance with their privacy standards. For details, please review the Microsoft Privacy Statement at privacy.microsoft.com.

Our appointment scheduling system is powered by an embedded calendar widget from LeadConnector. When you book an appointment, the inputs you enter in the booking form (including your name, email, phone number, and preferred therapist) are securely transmitted directly to LeadConnector's platforms.

LeadConnector processes this data solely to log your scheduling request and sync the calendar details with our back-end coordination system. LeadConnector handles and secures this data in compliance with strict privacy agreements, ensuring that your booking details are kept confidential.

To facilitate rapid, reliable, and convenient booking assistance, we utilize WhatsApp.

• Purpose: When you initiate a chat or provide your mobile number, you authorize us to send transactional updates, appointment reminders, session links (e.g., Google Meet links), and customer support messages to your WhatsApp account.
• Opt-out Right: You have the absolute right to opt out of WhatsApp communications at any time. To opt out, simply reply with "STOP" or message us asking to disable WhatsApp updates. We will immediately update our systems and redirect communications to email or phone calls.
• Third-Party Processing: WhatsApp messages are transmitted over Meta’s infrastructure and are subject to WhatsApp's privacy terms. Please avoid sharing sensitive clinical histories directly over chat channels; keep those for your secure sessions.

We have implemented a comprehensive set of technical and organizational security measures to protect your information from accidental loss, misuse, alteration, or unauthorized access:

• Data Encryption: All data transmitted between your browser and our website servers is encrypted in transit using Secure Sockets Layer (SSL) and Transport Layer Security (TLS).
• Access Limits: Access to personal identification and booking information is restricted to authorized employees, clinicians, and trusted vendors who strictly require access to perform scheduling, support, and consulting duties.
• Indian IT Act Compliance: Our security architecture aligns with reasonable security standards as outlined in Section 43A of the Indian Information Technology Act, 2000, and the IT Rules, 2011.

Please note that while we employ industry-standard protocols, no internet-based transmission system or storage platform can be guaranteed to be 100% secure. In the event of a security breach affecting your personal data, we will notify you in compliance with statutory requirements.

We acknowledge and support your right to control how your personal data is collected and processed. Depending on your location, you hold rights under key data protection regulations:

A. Rights Under the Indian Digital Personal Data Protection Act (DPDPA), 2023

• Right to Information: Access a summary of personal data we hold about you and the processing activities performed.
• Right to Correction & Erasure: Ask us to correct, update, or erase personal data that is incomplete or inaccurate.
• Right to Grievance Redressal: Register grievances with our Grievance Officer or the Data Protection Board of India.
• Right to Withdraw Consent: Withdraw your consent at any time, after which we will stop processing your data, subject to legal limits.

B. Rights Under the General Data Protection Regulation (GDPR)

• Right of Access: Obtain confirmation of processing and a copy of your personal data.
• Right to Rectification: Request correction of inaccurate personal information.
• Right to Erasure (Right to be Forgotten): Request deletion of your personal data under certain conditions.
• Right to Data Portability: Obtain your data in a structured, machine-readable format to transmit it to another service.
• Right to Object & Restrict Processing: Limit or object to how we process your information based on legitimate interests.

To exercise any of these rights, please contact our team via email at infokappiness@gmail.com.

Our services are not designed for or targeted directly at individuals under the age of 18 ("Minors"). We do not knowingly collect or process personal data from minors without verified parental or legal guardian consent.

If a parent, guardian, or legal representative requests a counseling session for a minor, we require explicit written consent and verification of identity before scheduling any sessions. If we discover that a minor has provided us with personal information without verified parental consent, we will delete that data from our databases immediately.

If you have questions about this Privacy Policy, wish to exercise your data rights, or want to register a privacy complaint, please contact us using the information below:

We will review and respond to all requests or grievances within 30 days of receipt, in accordance with applicable laws.

We may update this Privacy Policy from time to time to reflect changes in regulatory standards, legal requirements, our clinical procedures, or website features.

When updates are published, we will modify the "Last updated" date at the top of this page. If we make material changes to the way we handle your personal data, we will post a prominent notification on our website home page or send you a direct notice via email. We encourage you to check this page periodically to remain informed about how we protect your information.