Sri Lalithambigai Medical College and Hospital (SLMCH) respects the privacy of students, parents, patients, faculty, staff, applicants, visitors, and users of our website, Learning Management System (LMS), mobile applications, portals, and digital services.

This Privacy Policy explains how we collect, use, store, protect, disclose, and manage personal information when users access or use our website, LMS, mobile applications, hospital services, academic portals, online forms, and related services.

1. Scope of this Policy

This Privacy Policy applies to:

• SLMCH official website and subdomains.
• SLMCH Learning Management System.
• Student, parent, faculty, HOD, administrator, and staff portals.
• Mobile applications, if provided by SLMCH.
• Online admission, enquiry, appointment, academic, attendance, e-logbook, and support services.
• Digital communication through email, SMS, notifications, forms, and helpdesk channels.

This Policy does not apply to third-party websites, payment gateways, social media platforms, or external services that may be linked from our website. Such services are governed by their own privacy policies.

2. Information We Collect

2.1 Personal Identification Information

We may collect name, date of birth, age, gender, photograph, address, mobile number, email address, parent or guardian details, emergency contact details, ID numbers, application number, registration number, roll number, employee number, department, batch, course, and designation.

2.2 Academic and LMS Information

For LMS and academic services, we may collect course details, attendance records, biometric attendance data or attendance logs where applicable, login details, learning progress, assignments, assessments, marks, faculty remarks, e-logbook entries, PG training records, academic activities, communication records, and student-parent portal interactions.

2.3 Hospital and Patient-Related Information

For hospital, OPD, IPD, appointment, emergency, diagnostic, pharmacy, insurance, and healthcare-related services, we may collect patient registration details, appointment details, medical history, clinical notes, diagnostic information, prescriptions, investigation reports, billing information, insurance-related information, and other information required for treatment and hospital administration.

2.4 Technical and Device Information

When users access our website, LMS, or mobile application, we may collect IP address, browser type, device type, operating system, device identifiers, app version, login time, access logs, pages visited, crash logs, error logs, session data, and security logs.

2.5 App Permission Data

If SLMCH provides a mobile application, the app may request permissions such as camera, storage, files, notifications, microphone, location, or biometric/device authentication only where required for the relevant feature. Users may manage app permissions through their device settings.

2.6 Cookies and Usage Data

Our website and LMS may use cookies or similar technologies to improve user experience, maintain login sessions, enhance security, analyse usage, and improve digital services.

3. Purpose of Collecting Information

We collect and use personal information for the following purposes:

• To provide hospital, healthcare, OPD, IPD, diagnostic, emergency, pharmacy, and appointment services.
• To manage admissions, student records, courses, departments, academic activities, and institutional administration.
• To operate LMS, HOD portal, faculty portal, student portal, parent portal, and PG e-logbook.
• To verify identity, manage login access, and protect user accounts.
• To record attendance, academic progress, assignments, assessments, and training compliance.
• To communicate notices, circulars, alerts, academic updates, hospital updates, appointment confirmations, and service messages.
• To comply with applicable laws, university requirements, National Medical Commission guidelines, statutory obligations, court orders, and regulatory directions.
• To improve website, LMS, app, academic, hospital, and administrative services.
• To prevent misuse, unauthorised access, fraud, cyber incidents, and security threats.
• To respond to enquiries, complaints, grievances, and support requests.

4. Legal Basis and Consent

We process personal information only for lawful and legitimate purposes, including providing healthcare services, educational services, institutional administration, statutory compliance, security, and user-requested services.

Where consent is required, we will seek appropriate consent from the user. For minors or persons who legally require guardian consent, consent may be obtained from a parent or lawful guardian, as applicable.

Users may withdraw consent for optional services, subject to legal, medical, academic, contractual, statutory, or institutional record-retention requirements.

5. LMS, E-Logbook, Attendance, and Portal Data

The SLMCH LMS may be used by HODs, faculty, students, parents, administrators, and authorised staff. LMS data may include academic dashboards, attendance, biometric attendance where implemented, learning progress, assignments, assessments, faculty feedback, PG e-logbook entries, departmental monitoring, and compliance-related records.

LMS access is role-based. Students, parents, faculty, HODs, and administrators may only access information permitted for their respective roles.

6. Mobile Application Privacy

If SLMCH provides a mobile application, the app may be used for LMS access, academic updates, attendance, notices, assignments, e-logbook access, hospital or institutional services, and communication.

The app may collect device and usage information for login security, troubleshooting, analytics, notifications, and service improvement. The app will not access camera, files, microphone, location, or other device permissions unless required for a specific feature and permitted by the user.

We do not sell app user data to third parties.

7. Sharing of Information

We may share personal information only where necessary and lawful, including with:

• Internal departments, faculty, HODs, hospital staff, administrative staff, and authorised institutional personnel.
• IT service providers, LMS providers, hosting providers, software vendors, app developers, SMS/email service providers, and security service providers.
• Diagnostic, pharmacy, insurance, billing, payment, or healthcare service partners, where applicable.
• University, National Medical Commission, government authorities, statutory bodies, courts, law enforcement agencies, or regulators where legally required.
• Emergency contacts or guardians where necessary for health, safety, education, or lawful institutional purposes.

We do not sell personal information.

8. Data Security

We use reasonable administrative, technical, and organisational safeguards to protect personal information from unauthorised access, misuse, alteration, disclosure, or loss.

Security measures may include access controls, authentication, role-based permissions, secure hosting, encryption where applicable, monitoring, backup procedures, and audit logs.

However, no digital platform can guarantee complete security. Users are responsible for keeping their login credentials confidential and must immediately report suspected misuse or unauthorised access.

9. Data Retention

We retain personal information only for as long as required for hospital services, academic administration, LMS operations, statutory compliance, regulatory requirements, legal obligations, audit purposes, dispute resolution, and institutional record keeping.

Medical, academic, attendance, e-logbook, admission, employee, financial, and compliance records may be retained for longer periods where required by applicable law, university rules, National Medical Commission guidelines, or institutional policy.

10. User Rights

Subject to applicable law and institutional requirements, users may request:

• Access to their personal information.
• Correction or updating of inaccurate information.
• Deletion of information where legally permissible.
• Withdrawal of consent for optional processing.
• Information about the purpose of processing.
• Grievance redressal regarding personal data processing.
• Nomination of another person to exercise rights, where applicable under law.

Requests may be subject to identity verification and applicable legal, medical, academic, regulatory, or institutional limitations.

11. Children and Minor Users

SLMCH may process personal information of minors in connection with healthcare, education, admission, parent portal access, or institutional services. Where required, consent will be obtained from a parent or lawful guardian.

We do not knowingly collect personal information from children for unrelated commercial purposes.

12. Cookies and Analytics

Our website, LMS, and app may use cookies, session storage, analytics tools, or similar technologies to maintain login sessions, improve performance, understand usage, detect errors, and enhance security.

Users may disable cookies through browser settings, but some website or LMS features may not function properly.

13. Third-Party Links

Our website may contain links to third-party websites, social media pages, payment services, external portals, or partner platforms. SLMCH is not responsible for the privacy practices, content, or security of such external websites.

Users are advised to read the privacy policies of third-party services before sharing information.

14. Data Breach Notification

In the event of a personal data breach, SLMCH will take reasonable steps to assess, contain, investigate, and address the incident. Where required by applicable law, affected users and relevant authorities will be informed in a clear and timely manner.

15. Changes to this Privacy Policy

SLMCH may update this Privacy Policy from time to time to reflect changes in law, institutional practices, website features, LMS services, mobile app features, or security requirements.

The updated policy will be published on the official website with the revised “Last Updated” date.

16. Contact for Privacy Concerns

For privacy-related queries, correction requests, grievances, or concerns, users may contact:

For dedicated privacy support, users may also contact:

Privacy Officer / Data Protection Contact
Email: privacy@slmch.ac.in

17. App Store / Play Store Privacy Summary

Data Collected

Name, email, mobile number, student/faculty/parent ID, course details, attendance, LMS activity, academic records, e-logbook entries, device information, login logs, and support communication.

Purpose

App functionality, LMS access, attendance, academic tracking, notifications, institutional communication, security, compliance, and support.

Data Sharing

Data may be shared with authorised SLMCH departments, LMS/IT service providers, statutory authorities, and service providers only where required. Data is not sold.

Security

Data is protected through access control, authentication, role-based permissions, secure systems, and reasonable technical safeguards.

Account Deletion / Data Request

Users may contact info@slmch.ac.in for access, correction, grievance, or deletion requests, subject to academic, hospital, legal, and statutory retention requirements.