Caring Mind Conversations (“we,” “our,” or “us”) is committed to protecting your privacy and ensuring the confidentiality of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you use our website, CaringMindConversations.com, and our counseling and mental health services.

1. Information We Collect

To provide you with our counseling services and support, we may collect the following information:

Personal Information You Provide:

• Full name
  
  

• Contact details (email, phone number)
  
  

• Demographic information (age, gender, location)
  
  

• Health and psychological information shared during counseling sessions
  
  

• Payment information for service transactions
  
  

• Any other information you voluntarily provide through forms, emails, or counseling interactions
  
  

Automatically Collected Information:
We may also collect technical data to improve our service experience, including:

• IP address
  
  

• Browser and device type
  
  

• Usage data and interaction logs
  
  

• Cookies and tracking technologies
  
  

This data helps us understand user behavior, enhance our website, and maintain security.

2. Use of Your Information

We use your information to:

• Deliver counseling and mental health services tailored to your needs
  
  

• Manage appointments and communicate important updates
  
  

• Process payments securely
  
  

• Improve our services and website functionality
  
  

• Comply with legal, regulatory, and ethical obligations related to counseling
  
  

• Protect your safety and our services from misuse or fraud
  
  

3. Confidentiality and Data Protection

We treat all information shared during counseling sessions with strict confidentiality and ethical standards. Your personal and health-related information will only be accessed by authorized professionals directly involved in your care.

4. Tele-Counseling Confidentiality

When you use our tele-counseling services, we take special care to ensure privacy and confidentiality during virtual sessions. We use secure, encrypted platforms to conduct video or audio counseling. Please note:

• It is your responsibility to ensure that you participate in sessions from a private, secure location to prevent unauthorized access or overhearing.
  
  

• We advise against using public or shared devices for tele-counseling.
  
  

• All electronic communications, including emails and messaging related to counseling, are protected and treated confidentially.
  
  

5. Record Retention Policies

We retain your personal and counseling records only as long as necessary to comply with professional, legal, and regulatory requirements. Typically, records are retained for a minimum period as mandated by Indian counseling and healthcare regulations. After this period, records are securely destroyed or anonymized to protect your privacy.

If you wish to request access to your records or inquire about retention periods, please contact us.

6. Sharing Your Information

We do not sell or rent your personal information to third parties. Information may be shared only in the following circumstances:

• With trusted service providers who assist in delivering counseling or website functions, bound by confidentiality agreements
  
  

• When required by law (e.g., court orders, mandatory reporting laws)
  
  

• In emergencies where disclosure is necessary to protect your or others’ safety
  
  

• In connection with legal or regulatory investigations
  
  

7. Data Transfer

Your personal data may be processed or stored by our trusted service providers located outside India. We ensure that any international data transfers comply with applicable laws and include appropriate safeguards to maintain your privacy and data security.

8. Payment Processing

We use Razorpay as our secure payment gateway for processing online payments. Neither we nor Razorpay store your full card details on our servers.

9. Cookies and Tracking

Our website uses cookies to maintain your session, enhance user experience, and collect anonymous usage data. Cookies do not personally identify you beyond our site.

You can manage or disable cookies through your browser settings; however, some features may not work properly if cookies are disabled.

10. Age of Consent

By using our services and website, you affirm that you are at least the age of majority in your jurisdiction or have the consent of a parent or guardian to engage in counseling services.

11. Your Rights and Choices

You have the right to:

• Access, correct, or update your personal information
  
  

• Request deletion of your personal data, subject to legal and ethical retention requirements
  
  

• Withdraw consent to the use of your data where applicable
  
  

To exercise these rights, please contact us using the details below.

12. Changes to the Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Significant changes will be communicated through our website or direct notifications. We encourage you to review this policy regularly.

13. Contact Us

For questions or concerns regarding this Privacy Policy or your personal information, please contact:

Email: caringmindconversations@gmail.com

Cancellation and Refund Policy

APPOINTMENTS:

Bookings are made 1 day before the appointment is to be scheduled. We only take bookings in advance and do not take walk-in appointments. Appointments can be booked via our website or by calling the center. Bookings are confirmed after the payment for the appointment is made.

Kindly show up for your sessions 5-10 mins earlier; this helps us maintain the schedule smoothly.

PAYMENT:

Clients must pay the applicable charges for our services prior to receiving the services. Please note that these charges are subject to change.

• Extra Charges

• If a session exceeds 50 minutes (+10 minutes non-chargeable), extra charges will apply based on exceeding time: 15 Minutes = ₹300 ; 30 Minutes = ₹600

• Above 30 minutes, the full charge of a new session will be applicable.

• CANCELLATIONS:

• If an appointment is cancelled at the last minute, or if the client fails to show up within 20 minutes of the scheduled appointment, it will be considered a cancellation without refund. If a cancellation is made 3 hours prior to the scheduled appointment, it will be considered as a cancellation partially refundable. If a cancellation is made 24 hours prior to the scheduled appointment, it will be considered as a cancellation fully refundable. Cancellations for sessions booked under Counselling Session Packages are non-refundable. Cancellations made from the side of the Center due to unforeseen reasons are fully refundable and eligible for rescheduling without any charges.

• We do not currently accept any insurance for completed sessions, cancellations and/or any payments at caring mind conversations. Should you wish to receive an invoice for payment for availing Mental Health Counselling, kindly reach out to us via email-caringmindconversation@gmail.com or call us at +918800312105

• RESCHEDULING:

• If an appointment is to be rescheduled, it must be done 3 hours prior to the scheduled appointment. Failure to do so, last minute rescheduling will result in the session being considered as a cancellation without refund.

• REFUNDS (if applicable)

• Refund of counselling session booking charges are applicable on cancellation of appointments by the client 24 hours prior to the session timing. Partial refunds are applicable cancellation of appointments by the client 3 hours prior to the session timing. In case of late cancellation, no refunds are applicable. All refunds will be processed within 3-7 working days.

• The client may choose to reschedule the session 3 hours prior to the session timings for the same cost by a phone call at +918800312105 However, multiple requests of rescheduling will not be entertained, and the appointment shall be deemed as cancelled with no provision of refund.

• In case of the Psychologist/Counsellor cancelling the appointment, the appointment can be rescheduled after consulting with the client. In case the client no longer wishes to avail the services, refund of the fees will be provided within 3-7 working days.

• LATE OR MISSING REFUNDS (if applicable)

If you haven’t received a refund yet,

• First check your bank account again,

• Then contact your credit card company, it may take some time before your refund is officially posted.

• Next, contact your bank. There is often some processing time before a refund is posted.

• If you have done all of this and still have not received your refund yet, please contact us at car

14. INDEMNIFICATION

You agree to indemnify and hold harmless Caring Mind Conversations, its staff, affiliates, and partners against any claims, damages, or expenses arising from your breach of these Terms or misuse of services.