GAMCA-WAFID | Cochin

1. Introduction

GAMCA-WAFID | Cochin ("we," "our," or "us") is committed to protecting your personal information and privacy. This Privacy Policy explains how we collect, use, store, and protect your data when you use our WAFID medical appointment booking service.

By using our service, you consent to the data practices described in this policy.

2. Information We Collect

We collect the following types of information to facilitate your medical appointment booking:

a) Personal Information:

• Full name (as per passport)
• Date of birth
• Gender
• Nationality
• Email address
• Mobile number

b) Passport & Visa Information:

• Passport number
• Passport issue and expiry dates
• Place of issue
• Visa type and destination country
• Job title (if applicable)

c) Uploaded Documents:

• Passport front and back pages
• Visa copy / offer letter
• Passport-size photograph

d) Payment Information:

• UPI transaction ID
• Payment screenshot/receipt
• Transaction date and amount

3. How We Use Your Information

Your personal data is used for the following purposes:

• Processing your WAFID medical appointment registration
• Verifying document authenticity and accuracy
• Communicating appointment status and updates via email/SMS
• Facilitating payment confirmation
• Delivering appointment slips to your registered email
• Providing customer support and addressing queries
• Maintaining records for regulatory compliance

4. Data Sharing & Disclosure

We do NOT sell, rent, or trade your personal information to third parties. However, we may share your data in the following limited scenarios:

a) With WAFID Medical Centres:

Your appointment details are shared with authorized WAFID-approved medical centres for examination scheduling.

b) With Payment Processors:

Payment transaction details are processed securely through UPI systems (Google Pay, PhonePe, etc.).

c) Legal Compliance:

We may disclose information if required by law, court order, or government authorities.

5. Data Security Measures

We implement industry-standard security measures to protect your data:

• All uploaded documents are stored on secure, encrypted servers
• Access to personal data is restricted to authorized personnel only
• Payment screenshots are handled securely and deleted after verification
• Regular security audits and updates to protect against unauthorized access
• Files are automatically renamed to passport numbers for privacy

6. Data Retention

We retain your personal information and documents for the following periods:

• Booking Data: Retained for 2 years for record-keeping and customer support
• Payment Records: Retained as per financial compliance requirements (up to 5 years)
• Appointment Slips: Retained indefinitely for future reference and re-issue requests

After the retention period, data is securely deleted from our systems.

7. Your Rights

You have the following rights regarding your personal data:

• Access: You can request a copy of your personal data we hold
• Correction: You can request correction of inaccurate data
• Deletion: You can request deletion of your data (subject to legal and regulatory requirements)
• Withdrawal of Consent: You can withdraw consent for data processing (may affect service delivery)

To exercise these rights, contact us at info@gamca-wafid.com with your request.

8. Cookies & Website Analytics

Our website may use cookies and similar technologies to:

• Improve website functionality and user experience
• Analyze website traffic and usage patterns
• Remember user preferences

You can disable cookies in your browser settings, but this may affect website functionality.

9. Third-Party Links

Our website may contain links to external websites (e.g., Google Maps, UPI payment apps). We are not responsible for the privacy practices or content of these third-party sites. Please review their privacy policies independently.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised "Last Updated" date.

We encourage you to review this policy periodically to stay informed about how we protect your information.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us:

• Email: info@gamca-wafid.com
• Phone: +91 9746456637
• Office Address: 1st Floor, Metro Tower Building, Convent Road, Shenoys, Ernakulam Kerala – 682035

Last Updated: November 2025