Scope and current status
This notice applies to information used for enquiries made through this website and for coordinating appointment requests. It is not a comprehensive policy for clinical records or other information created during medical care.
VARON Medical & Fertility Centre is responsible for the information covered by this notice. You can contact Varon administration about privacy at [email protected] or at the centre:
Inside Big Apple Gym Building Complex,Kwabenya ACP Estate Junction.The published phone, email and WhatsApp details remain available contact channels. The online form is an additional channel for appointment requests. Information sent through these services is also handled by the relevant communications provider.
Information we use
The appointment form asks for the following required information so the clinic can understand and follow up a request:
- the requested service area;
- a preferred date and time;
- your full name, phone number and email address.
The form cannot accept a request without those required fields. It does not ask for clinical records, identity documents, insurance or payment details.
A preferred contact method and a short note are optional. A service selection may reveal something about the type of care being considered. Please do not include detailed medical information or other unnecessary sensitive information in the note. If you make a request for a child or another person, provide only information that is appropriate for arranging that request.
How we use information
Appointment information is intended to be used to:
- review and respond to an appointment request;
- clarify the requested service and contact preference;
- coordinate a suitable date and time;
- manage rescheduling, completion or closure of the request.
Sending a request does not create or confirm an appointment. An appointment is arranged only after VARON staff review the request and contact you. General enquiries sent through the current contact channels are used to understand and respond to the enquiry.
Access and service providers
Intended internal access is limited to Varon administration and a designated receptionist who need the information for appointment coordination. Varon administration is responsible for maintaining appropriate mailbox permissions and operating procedures.
Email sent to the clinic address is processed through Google/Gmail. For online appointment requests, Cloudflare processes the form request and Turnstile security check before an appointment message is submitted through Cloudflare Email Service for delivery to the clinic Gmail inbox. These providers operate under their own terms and privacy information:
The provider terms and any overseas processing arrangements remain subject to assessment and appropriate oversight.
Technical security data
Cloudflare Turnstile uses technical signals such as an IP address, browser or device information, TLS characteristics, the site key and the site origin to help identify automated abuse. The appointment service also checks the request origin, Turnstile result, configured hostname and action, and apply rate limiting. The service uses an opaque hash derived from an IP address or origin for its rate-limit key rather than placing that source value in the appointment email.
These security signals are separate from the appointment details listed above. Provider security logs and backups may follow provider-specific practices and are not covered by VARON's appointment-correspondence retention period.
Retention
For routine website appointment correspondence, our approved policy is to review messages monthly for deletion once 90 days have passed after the request is closed and appointment coordination is complete. Information may be kept longer where needed for an unresolved matter, a legal hold or another justified retention requirement. Clinical records are managed separately.
This is a manual monthly review, not a promise of automatic deletion on the 90th day. The 90-day period begins only after both the request is closed and appointment coordination is complete. An active or reopened request is not treated as closed. Varon administration is responsible for carrying out and maintaining this manual review procedure.
Your requests and complaints
You may contact Varon administration at [email protected] to ask for access to, correction of or deletion of personal information covered by this notice. VARON may need to verify the request and consider applicable limitations, including an unresolved matter, legal hold or another justified retention requirement.
If you have a concern, you may first contact Varon administration. You may also contact Ghana's Data Protection Commission or review its help and FAQs.