Privacy and records policy

Responsible clinic

Dr. Khalid Mental Health Clinic is professionally responsible for information it receives directly to organise services, provide care, maintain records and manage safety.

Information categories

Information may include identity and contact details, the person’s location during appointments, booking and payment information, medical, psychiatric and medication history, session notes, prescriptions, referrals, safety information and necessary administrative communications.

Purposes

Information is used to determine service suitability, organise appointments and payment, provide assessment and follow-up, maintain professional records, support continuity of care, verify prescriptions, manage risk, and respond to complaints or privacy requests.

Data minimisation and WhatsApp

Only necessary information should be sent through WhatsApp. It is an administrative channel for booking, payment, links and notices, not a place for lengthy clinical histories, unnecessary private images, or assessment and treatment outside appointments.

Clinically material information is documented in the appropriate clinic record; a WhatsApp chat is not treated as the sole clinical record. Identity images, reports, prescriptions or other sensitive documents should only be sent when requested for a defined purpose.

Confidentiality and its limits

Information is treated with professional confidentiality. The minimum necessary information may be shared when there is serious and imminent risk, a need to coordinate care, or a professional or legal obligation. This is explained when doing so is possible and safe.

Third-party services and international processing

The clinic uses services such as Google Calendar, Google Meet, WhatsApp and Cloudflare. These providers may process data in different countries under their own infrastructure and policies. Remote care carries this technical limitation. The clinic does not sell patient information or use it for advertising.

Records and retention

Clinical records are retained for the period needed for continuity of care and applicable professional or legal duties. Deletion may not be possible where a record must be kept for safety, documentation or professional defence. Duplicate administrative copies are reviewed and removed when there is no continuing legitimate need.

Security and limitations

Restricted access and practical safeguards are used to reduce unnecessary exposure, but no digital system is risk-free. Suspected unauthorised access is reviewed and proportionate action is taken, including notification where required and feasible.

Individual rights

A person may request access to key information, correction of an error, an appropriate copy of the record, restriction of unnecessary use, or submit a complaint. Responses are subject to identity verification, third-party rights and record-retention duties.

Minors and educational publication

Parental or guardian consent and the minor’s privacy are considered according to age, circumstances and applicable requirements. A case or consultation is not published for education without removing identifying details and obtaining required permission.

Patient portal and electronic clinical record

The patient portal is currently in review and is not the public booking route. Appointments are arranged through the clinic’s Google Calendar and administrative channel. If the portal is made available, patient information, service requests, payments, appointments, assessments, follow-up and documents are held in the clinic's unified record using Supabase and PostgreSQL. WhatsApp conversations and Google Calendar are not a parallel clinical record. An authorised human verifies payment before appointment availability is provided.

Assessments may include original responses, calculated scores, longitudinal trends and safety signals. Scores support follow-up and do not automatically diagnose or select treatment. A configured positive safety response retains the original answer and creates an alert. The portal is not an emergency service or monitored in real time; submitting a response does not mean a clinician has read it or the risk is resolved.

Access and publication

Patients see their own designated information and documents or prescriptions approved for publication. Internal notes, draft documents and clinical preparation are restricted to authorised clinicians. Sensitive actions are audited. A receipt or WhatsApp number is neither verified identity nor payment approval.

Optional audio and temporary drafts

Where available, an optional voice answer has a written or in-session alternative. The browser requests microphone permission. Uploaded audio is stored privately against the assessment, not as a public link. An encrypted draft may be temporarily saved in the browser tab for recovery after connection failure; logout clears it from that tab. Do not share your account or device.

Administrative assistant and AI preparation

OpenAI may process administrative messages as needed for the WhatsApp assistant. This assistant does not assess, diagnose, treat or change medication. Clinical AI preparation is disabled in the current version, which shows recorded facts and calculations. Any later activation requires review and disclosure of the data scope, separation of generated summaries from facts, and clinician control of clinical decisions.

Providers and data minimisation

Cloudflare hosts the website and integration execution. The portal system uses Supabase for its PostgreSQL database, authentication and private storage; this does not mean the patient portal is open for public use. Google Calendar and Meet handle appointments and session links without diagnoses or clinical notes in event content. WhatsApp Cloud API and Meta support administrative communication. Clinical review remains within the designated care channel.

The clinic does not sell user data or use it for commercial advertising. Providers operate their own infrastructure and policies and may process information internationally as described above.

Correction, deletion and policy updates

Alongside access, copies and objection rights described above, users may request correction or deletion of unnecessary administrative data through the clinic's official channel. Information may need to be retained for safety, documentation or professional/legal duties, subject to identity verification and others' rights. This policy is updated when processing changes. Last updated: 2 November 2026.

Public-page visit analytics

Metricool measures visits to the home page, articles and public introduction pages. It may process technical information such as page address, referral source, device type and network address under its own policies. Tracking is excluded from booking, the patient portal, clinical records, prescription verification, pages containing forms and links with query strings or fragments. Browser Do Not Track and Global Privacy Control signals are respected.

Privacy requests

Use the contact and complaints page and avoid including unnecessary clinical detail in the first message.