Privacy Policy

1. Introduction

Welcome to the Privacy Policy of NeuroMet Wellness ("we," "our," or "us"). We are an ISO 9001:2015 certified neurodiagnostic clinic located in Gurgaon, Haryana, specializing in advanced neurological diagnostics including EEG, NCV, EMG, SSEP, VEP, BAER, and cognitive testing. Our certification by QRO and accreditation by EGAC reflects our unwavering commitment to quality management and patient data protection.

At NeuroMet Wellness, your neurological diagnostic data is treated with the highest level of protection. This Privacy Policy explains how we collect, use, store, and safeguard your personal and medical information when you visit our clinic, use our online services, or access reports through our secure "My Reports" portal.

2. Information We Collect

We collect only information necessary for accurate neurodiagnostic testing and patient care:

2.1 Personal Information

Full name, age, gender, date of birth, contact details (phone, email, address), government ID for verification, and emergency contact.

2.2 Medical and Diagnostic Information

Medical history, symptoms, referring doctor details, and diagnostic test data — EEG recordings, NCV/EMG results, SSEP readings, VEP data, BAER results, cognitive assessment scores, and clinical notes from Dr. Bhupesh Kumar, DM Neurology.

2.3 Appointment and Billing Information

Appointment dates, preferred communication channels, payment details, billing records, and insurance coordination (if applicable).

2.4 Website Usage Data

IP address, browser type, pages visited via Google Analytics 4, session cookies for the My Reports portal, and cookie preferences.

3. How We Use Your Information

Your information is used strictly for delivering neurodiagnostic care and improving our services:

3.1 Diagnostic Testing and Clinical Interpretation

Your personal and medical information enables Dr. Bhupesh Kumar and our clinical team to perform accurate diagnostic evaluations and interpret test results. Diagnostic data from your EEG, NCV, or EMG tests is analyzed alongside your symptoms and medical history to produce precise, actionable reports.

3.2 Secure Report Generation

All diagnostic reports are made available exclusively through our "My Reports" portal — your sensitive neurological data is not sent through unsecured channels. Learn more →

3.3 Appointment Management

We use your contact information to send appointment confirmations, reminders, and follow-up care instructions.

3.4 Billing and Insurance

Billing information is processed securely and shared with insurance providers or hospital affiliations (CK Birla, Marengo Asia, Medharbour) only with your explicit consent.

3.5 Quality Improvement and ISO Compliance

As an ISO 9001:2015 certified clinic, we review de-identified data to improve our processes and maintain QRO-certified quality standards.

4. Our Secure Report Portal ("My Reports")

The security of your diagnostic reports is a priority. Our My Reports portal is designed with several layers of protection:

4.1 Portal-Only Report Release

All diagnostic reports — including EEG, NCV, EMG, SSEP, VEP, BAER, and cognitive testing results — are released exclusively through our secure My Reports portal. Reports are not emailed or sent via WhatsApp unless you explicitly request alternative delivery and complete our identity verification process.

4.2 Phone Number + Patient ID Verification

Access to the My Reports portal requires both your registered mobile number and your unique Patient ID. To protect against unauthorized attempts, the portal applies login rate-limiting (repeated failed attempts are temporarily blocked) and an automatic session timeout that logs you out after a period of inactivity.

4.3 Encrypted Connection

All access to the portal and every report viewed or downloaded travels over an HTTPS/SSL-encrypted connection between your device and our servers. Reports are released only to users who pass the verification step above.

4.4 Third-Party Access with Verification

If a referring doctor, family member, or caregiver requires access to your reports, we require your explicit consent and identity verification of the requesting party.

5. Data Storage and Security

5.1 Security Protocols

Encryption in transit: SSL/TLS encryption protects data transmitted between your device and our servers, with HTTPS enforced site-wide.
Secure hosting: Our website and patient portal are hosted on professionally managed infrastructure with server-level protections.
Access controls: Access to patient records is restricted to authorized clinical and administrative staff only.

5.2 Server Location

Patient data is stored on infrastructure that supports compliance with Indian data requirements, providing fast and reliable access for our patients.

5.3 Access Controls and Staff Training

Access to patient records is restricted to authorized clinical and administrative staff only.
Staff are expected to follow data-privacy and ISO 9001:2015 quality-management protocols.
Role-based access ensures staff view only information necessary for their responsibilities.

5.4 ISO 9001:2015 Quality Management

Our data handling is governed by our ISO 9001:2015 Quality Management System, certified by QRO and accredited by EGAC, which supports regular review and continuous improvement of our processes.

6. Data Sharing and Disclosure

6.1 Sharing with Referring Doctors

Diagnostic reports are shared with referring physicians only with your explicit consent, securely through our portal or via verified channels.

6.2 Hospital Affiliations

With your consent, we share relevant diagnostic information with CK Birla Hospital, Marengo Asia Hospitals, and Medharbour for continuity of care.

6.3 Legal Compliance

We may disclose information when required by court orders, public health reporting obligations, or government regulatory authorities.

6.4 We Never Sell Your Data

NeuroMet Wellness does not sell, rent, or trade your personal or medical information. Period.

7. Cookies and Tracking Technologies

7.1 Types of Cookies We Use

Cookie Type	Purpose	Duration
Analytics Cookies (Google Analytics 4)	Understand website usage, improve user experience	14 months
Session Cookies	Maintain login state on My Reports portal	Session only
Essential Cookies	Enable core website functionality (booking, forms)	Session / 30 days

7.2 Google Analytics 4

We use Google Analytics 4 to understand how visitors interact with our website. This data is anonymized and helps us improve our online services. You can opt out using the Google Analytics Opt-out Browser Add-on.

7.3 Managing Cookie Preferences

You can manage or disable cookies through your browser settings. Disabling essential or session cookies may prevent you from accessing the My Reports portal or booking appointments online.

8. Your Rights Under Indian Data Protection Law

8.1 Right to Access

Request copies of your diagnostic records — including EEG tracings, NCV/EMG reports, and all test interpretations — securely through our My Reports portal.

8.2 Right to Correction

If any information in your records is inaccurate, contact us and we will promptly correct it upon verification.

8.3 Right to Deletion

You may request deletion of personal data. However, diagnostic records are retained as required by Indian medical record retention laws.

8.4 Right to Withdraw Consent

You may withdraw consent for non-essential data processing at any time by contacting us or using the unsubscribe option in our emails.

9. Medical Record Retention

Diagnostic test data (EEG, NCV, EMG, SSEP, VEP, BAER, cognitive tests): retained for a minimum of 3 years from the date of testing.
Patient medical records: retained for the period required under applicable Indian medical council guidelines.
Billing and payment records: retained for 7 years as per taxation and accounting regulations.
After the retention period expires, records are securely deleted or anonymized for quality-improvement purposes.

10. Changes to This Policy

Posted on this page with a revised "Last Updated" date.
Material changes are notified to registered patients via email or SMS.
We encourage you to review this policy periodically.

11. Contact Information

NeuroMet Wellness
LG-02, Ansals Boom Plaza, Sector 57, Gurgaon, Haryana 122003, India

Phone: +91-8860175633
Email: info@neurometwellness.com
Website: www.neurometwellness.com
Hours: Monday – Saturday, 1:00 PM – 7:30 PM

Data Protection / Grievances: info@neurometwellness.com — response within 48 business hours. If unsatisfied, you may escalate to the appropriate regulatory authority under Indian law.