This Privacy Policy explains how Kolkata Menopause Society collects, uses, stores, shares, and protects personal information when users visit or interact with kolkataims.org, register for events, submit enquiries, subscribe to updates, or use any online service linked to this policy.
1. Who We Are
Kolkata Menopause Society (“KMS”, “we”, “us” or “our”) operates the website kolkataims.org. KMS is a professional and public awareness society focused on menopause, midlife women’s health, educational activities, health awareness initiatives, continuing medical education, and related community outreach.
2. Scope of This Policy
This policy applies to information collected through kolkataims.org, website forms, email or online communications initiated through the website, event or membership registration forms, newsletters, surveys, and other digital services that link to this Privacy Policy. This policy does not apply to third-party websites or services that are not owned or controlled by KMS.
3. Information We May Collect
- Identity and contact details: name, email address, phone number, city, professional title, organization, and correspondence details.
- Professional information: medical registration details, specialty, institution, membership category, continuing medical education or event participation information, where applicable.
- Event and programme information: registrations, attendance, dietary/accessibility requests, certificates, feedback, photographs or recordings taken at events where notice is provided.
- Health-related or sensitive information: only where a user voluntarily submits such information for a specified purpose, such as a health camp, awareness programme, survey, or medical enquiry. Users should not submit unnecessary medical information through general website forms.
- Payment and transaction information: registration fees, membership fees, invoice details, transaction status, and limited payment identifiers. Card, UPI, net banking, or wallet details are generally processed by third-party payment gateways and are not stored by KMS unless expressly stated.
- Technical and usage information: IP address, device type, browser type, pages visited, referring URLs, approximate location, date/time of visit, and cookie or analytics identifiers.
- Communication information: emails, messages, enquiries, feedback, complaints, and records of our responses.
4. How We Use Personal Information
- To operate, maintain, secure, and improve the website and related online services.
- To respond to enquiries, requests, feedback, grievances, or support communications.
- To register users for events, webinars, health camps, membership activities, examinations, certificates, or newsletters.
- To send administrative messages, confirmations, reminders, policy updates, programme updates, and service-related communications.
- To provide educational and awareness content relating to menopause and women’s health.
- To manage payments, receipts, invoices, refunds, and related financial records.
- To maintain internal records, reports, attendance registers, certificates, and compliance documentation.
- To analyze website usage, improve content, measure outreach, and understand user interests.
- To protect the website, prevent misuse, detect technical issues, and comply with applicable laws or lawful requests.
5. Legal Basis and Consent
We process personal information only for lawful purposes and where we have a reasonable basis to do so, such as user consent, performance of a requested service, compliance with legal obligations, protection of rights and security, or legitimate organizational purposes. Where consent is required, users may withdraw consent by contacting us, subject to legal, contractual, archival, accounting, or operational requirements.
6. Health Information and Medical Disclaimer
The website may contain health education and awareness content. It is not intended to replace professional medical advice, diagnosis, or treatment. Users should consult a qualified healthcare professional for personal medical concerns. KMS does not encourage users to submit detailed medical records or sensitive health information through general website contact forms. If health-related data is collected for a specific programme, it will be used only for that stated purpose and handled with appropriate confidentiality.
7. Cookies and Similar Technologies
We may use cookies, analytics tags, log files, pixels, or similar technologies to operate kolkataims.org, remember preferences, understand website performance, improve user experience, and measure outreach. For more information, see the Cookies Policy in this document.
8. How We Share Information
- With authorized office bearers, committee members, employees, volunteers, or representatives who need access for society-related work.
- With service providers such as website hosting vendors, IT support providers, payment gateways, email platforms, event management tools, auditors, accountants, professional advisers, or printing/certificate vendors.
- With collaborating institutions, organizers, sponsors, or partners for specific events or programmes, where relevant and disclosed.
- With government authorities, regulators, law enforcement, courts, or other parties where required by applicable law or lawful process.
- With professional advisers or insurers where necessary to protect rights, safety, property, or legal interests.
- With consent, where we ask for and receive permission to share information for a stated purpose.
We do not sell personal information to third parties.
9. Retention of Information
We retain personal information only for as long as necessary for the purposes described in this policy, including event administration, membership records, financial and audit records, legal compliance, dispute resolution, archival purposes, or legitimate organizational requirements. When information is no longer required, we will delete, anonymize, or securely archive it according to applicable requirements and practical technical limitations.
10. Security Measures
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. However, no website, email, or internet transmission is completely secure. Users are responsible for using secure networks, updated devices, and accurate contact information when interacting with us online.
11. User Rights and Choices
Subject to applicable law, users may request access to their personal information, correction or updating of inaccurate information, deletion or erasure where legally permitted, withdrawal of consent, restriction of certain communications, or grievance redressal. We may need to verify identity before processing a request. Certain information may be retained where required for legal, accounting, security, dispute, archival, or public interest purposes.
12. Children and Minors
The website is intended for general informational and professional/public awareness purposes and is not directed at children. We do not knowingly collect personal information from children without appropriate consent. If a parent or guardian believes that a child has submitted personal information to us, they should contact us for review and deletion where appropriate.
13. Email, Newsletters, and Event Communications
Users who subscribe to newsletters or register for programmes may receive relevant communications from KMS. Users may unsubscribe from promotional communications by using the unsubscribe option, where available, or by contacting us. Administrative, transactional, or safety-related messages may still be sent where necessary.
14. Photographs, Recordings, and Event Media
KMS events may involve photography, audio recording, or video recording for documentation, education, reporting, publicity, and archival purposes. Event-specific notices or consent processes may apply. Participants who do not wish to be photographed or recorded should inform the organizer at the venue or contact KMS in advance, where practicable.
15. Third-Party Links and Services
kolkataims.org may contain links to third-party websites, payment gateways, video platforms, social media platforms, registration tools, or partner resources. KMS is not responsible for the privacy practices, security, or content of third-party services. Users should review the policies of those services before submitting information.
16. Cross-Border Processing
Some service providers, cloud systems, analytics platforms, or communication tools may process data outside India or in multiple jurisdictions. Where this occurs, we use reasonable safeguards and rely on applicable legal mechanisms and service provider commitments.
17. Updates to This Privacy Policy
We may update this Privacy Policy from time to time. The revised version will be posted on the website with an updated effective date. Continued use of the website after publication of updates will mean that the user has read and understood the updated policy.
Contact Us
For questions about this policy or to exercise privacy rights, contact:
| Organization | Kolkata Menopause Society |
| Website | kolkataims.org |
| [Insert official email address] | |
| Postal Address | [Insert registered office / correspondence address] |
| Grievance/Privacy Contact | [Insert name/designation or email of authorised contact] |