Privacy Policy

1. Who we are

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Kalaa Integral Wellbeing is a holistic and integrated wellbeing counselling, planning and coaching service based in India, offering personalised, integrative wellbeing support.

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• Website: https://www.kalaaintegralwellbeing.org/

• Contact email: kalaaintegralwellbeing@gmail.com

• Registered/operating address: Auroville, India

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For the purposes of applicable data protection laws (including, where relevant, the Indian Information Technology Act and its rules, and any other applicable local regulations), we are the controller of the personal information we collect about you through the Website and in the course of providing our services.

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2. What information we collect

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The information we collect depends on how you interact with us and the Website.

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2.1 Information you provide directly

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You may provide us with the following categories of information:

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• Contact details: name, email address, phone number, city/region, and any other contact details you choose to share.

• Enquiry details: information you provide when you submit a contact form, request information about services, or correspond with us by email, phone, or other channels.

• Appointment and service information: preferred appointment dates and times, service interests (e.g. counselling, coaching, integrative yoga), and related information needed to schedule and deliver services.

• Client information (for active clients): information shared by you in the context of wellbeing counselling and coaching, which may include personal history, wellbeing goals, lifestyle details, and other information you voluntarily disclose in sessions or through pre-session forms.

• Feedback and testimonials: any feedback, reviews, or testimonials you choose to provide, including consent for public use if applicable.

• Payment information (via Razorpay): when you make payments through Razorpay on our Website, Razorpay may collect information such as your name, contact details, billing information, transaction amount, payment method, and limited card or bank details as required to process the payment. Sensitive payment data (such as full card numbers or CVV) is processed directly by Razorpay and is not stored by us on our servers, in line with Payment Card Industry Data Security Standard (PCI-DSS) requirements.

• WhatsApp communication: if you contact us via WhatsApp (including WhatsApp Business), we will receive the information you share in those messages (such as your phone number, name as displayed on WhatsApp, and the content of your messages).
   

You may choose not to provide certain information, but this may limit our ability to respond to your enquiry or provide services.

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2.2 Information collected automatically

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When you visit the Website, certain information may be collected automatically by standard web technologies. This may include:

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• Technical data: IP address, browser type and version, device type, operating system, and platform.

• Usage data: pages visited, time and date of visit, time spent on pages, referring websites, and clickstream data.

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This information is generally collected in an aggregated or pseudonymised form and does not identify you directly unless combined with other information that could identify you.

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2.3 Cookies and similar technologies

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Our Website may use cookies or similar technologies (such as local storage or analytics tags) to:

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• Help the Website function correctly

• Understand how visitors use the Website

• Improve content and user experience
   

You can usually manage or disable cookies through your browser settings; however, some features of the Website may not function properly if cookies are disabled.

If we implement specific analytics or third-party tools (e.g. Google Analytics, embedded forms), we will update this section to name those services and link to their policies.

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3. How we use your information

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We use your personal information for the purposes described below and only where we have a lawful basis for doing so under applicable law.

We may use your information to:

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• Provide services: schedule and deliver wellbeing counselling, planning, coaching and related services you request.

• Respond to enquiries: answer questions, provide information about services, and manage your requests.

• Maintain records: keep appropriate administrative, clinical, and financial records as required for our practice and under applicable laws.

• Improve the Website and services: monitor usage, analyse trends, and improve content, user experience, and service offerings.

• Communicate with you: send appointment confirmations and reminders, respond to emails, share important updates or administrative information.

• Process payments: facilitate and record payments for our services using Razorpay or other payment gateways, including generating confirmations and basic transaction records.

• Communicate via WhatsApp: respond to your messages, send appointment-related information, and share relevant updates or resources where you have contacted us or opted to communicate with us through WhatsApp.

We do not sell your personal information to third parties.

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4. Legal bases for processing (where applicable)

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Where data protection laws requiring a legal basis apply, we process your personal information on one or more of the following bases:

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• Your consent: when you voluntarily provide information via forms, email, or during sessions, and where we ask for your explicit consent (for example, for testimonials or certain communications).

• Contractual necessity: to take steps at your request prior to entering into a service agreement, and to provide the services you have requested.

• Legal obligations: to comply with applicable laws, regulations, professional codes, and mandatory reporting requirements.

• Legitimate interests: to operate and improve our Website and services, communicate with you about administrative matters, and protect our rights and security, provided these interests are not overridden by your rights.
   

Where we rely on consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

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5. How we share your information

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We treat your information with care and share it only when necessary and appropriate.

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We may share your information with:

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• Service providers: trusted third-party providers who assist in operating the Website or supporting our practice (for example, website hosting, email services, secure storage or calendar tools), under agreements that require them to protect your data and use it only on our instructions.

• Service providers (including Razorpay): when you make a payment on our Website, your payment-related information is shared with Razorpay Payments Private Limited or other payment service providers to process the transaction securely and for fraud prevention, dispute resolution, and regulatory compliance. Razorpay may act as an independent data fiduciary/controller for the payment data it collects and processes; its handling of your data is governed by its own privacy policy, available at https://razorpay.com/privacy/ and its buyer privacy notice.

• Communication platforms (WhatsApp): when you choose to contact us via WhatsApp, your phone number, profile information, and message content are processed by WhatsApp in accordance with WhatsApp's own terms and privacy policy and any regional commitments applicable in India. We do not control how WhatsApp or its parent company processes your data.

• Professional collaborators: with your permission, and only when it is relevant to your care, we may coordinate with other health or wellbeing professionals involved in your support (for example, medical practitioners, therapists, or allied health professionals).

• Legal and regulatory recipients: when required by law, regulation, or professional obligations, or in response to valid legal processes, government requests, or to protect the rights, property, or safety of us, our clients, or others.
   

We do not share your information with third parties for their own marketing purposes. We do not receive or store your full payment card details or other highly sensitive payment credentials; these are collected and processed directly by Razorpay in accordance with its policies and applicable regulations.

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6. International transfers
 

Our Website and data storage may be located in India or other countries. If your information is transferred outside your country, we will take reasonable steps to ensure that appropriate safeguards are in place and that your information remains protected in accordance with this Policy and applicable law.
 

Your submission of information through the Website or in connection with our services represents your agreement to such transfers, where permitted by law.
 

7. Data retention
 

We retain your personal information only for as long as necessary for the purposes described in this Policy, unless a longer retention period is required or permitted by law.
 

In general:
 

• Enquiry and contact information is kept for a reasonable period to respond to you, maintain records of communications, and for business continuity.

• Client records are kept for the duration of the professional relationship and for an additional period as required or recommended under applicable professional and legal guidelines.

• Technical and usage data may be kept for shorter periods, usually in aggregated or anonymised form, to analyse and improve the Website.
   

When information is no longer needed, we will securely delete, anonymise, or otherwise dispose of it.
 

8. How we protect your information
 

We implement reasonable technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction.
 

These measures may include:
 

• Secure devices and password-protected accounts

• Restricted access to client information on a need-to-know or authorised basis

• Use of reputable service providers and tools with appropriate security standards

• Regular review of our practices to maintain data security

• For online payments, we use established payment service providers such as Razorpay, which implement PCI-DSS and other security practices designed to protect payment information in transit and at rest.
   

However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.
 

9. Your rights and choices
 

Depending on applicable law and your location, you may have some or all of the rights listed below in relation to your personal information.

You may have the right to:
 

• Access: request confirmation whether we process your personal information and receive a copy of that information.

• Rectification: request correction of inaccurate or incomplete information.

• Erasure: request deletion of your personal information, subject to legal and professional obligations to retain certain records.

• Restriction: request that we restrict the processing of your information in certain circumstances.

• Objection: object to certain processing, including where we rely on legitimate interests.

• Data portability: request a copy of certain information in a structured, commonly used, machine-readable format, where technically feasible and legally required.

• Withdraw consent: where processing is based on your consent, withdraw that consent at any time.
   

To exercise your rights, please contact us using the details provided in the "Contact us" section below. We may need to verify your identity before responding to your request and may not always be able to fulfil your request fully, for example where legal or professional obligations require us to retain data.
 

10. Children's privacy
 

Our Website and services are intended primarily for adults; however, we may work with children or adolescents in the context of professional wellbeing services with appropriate parental or guardian involvement and consent.
 

We do not knowingly collect personal information directly from children through the Website without the consent and involvement of a parent or legal guardian. If you are a parent or guardian and believe that a child has provided us with information without your consent, please contact us so we can review and address the situation.
 

11. Third-party websites and services
 

The Website and our services may involve links to, or integrations with, third-party websites and services that are not operated or controlled by us, including:
 

• Razorpay (payment gateway) for processing online payments

• WhatsApp / WhatsApp Business for messaging and communication

• Other tools we may add from time to time (for example, scheduling, forms, video calling, or analytics services)
   

This Privacy Policy does not apply to those third-party sites or services, and we are not responsible for their content, security, or privacy practices. Your use of such services is subject to their own privacy policies and terms (for example, Razorpay's privacy policy and buyer privacy notice; WhatsApp's terms of service and privacy policy, including India-specific commitments). We encourage you to review those policies before using the related features.
 

12. Changes to this Privacy Policy
 

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements.
 

When we make material changes, we will revise the "Last updated" date at the top of this Policy and, where appropriate, provide additional notice (for example, by posting a notice on the Website). Your continued use of the Website or our services after any changes indicates your acceptance of the updated Policy.
 

13. How to contact us
 

If you have any questions about this Privacy Policy, our data practices, or your rights, or if you wish to exercise your rights, please contact:
 

• Email: kalaaintegralwellbeing@gmail.com