Terms, Privacy Policy and Cancellation Policy

Last updated: 12 March 2026

By using this website or booking a consultation, you agree to these Terms and acknowledge the Privacy Policy described below. Ayna Online Mental Health Consultations (“Ayna”, “we”, “our”, “us”) is operated by Dr. Ogtay Gozalov, an individual entrepreneur registered in the Republic of Azerbaijan.

These Terms are governed by the laws of the Republic of Azerbaijan.

1. Data Controller

The data controller responsible for your personal information is:

Dr. Ogtay Gozalov, Ayna Online Mental Health Consultations 
Email: dr.ogtaygozalov@gmail.com‍  ‍
Website: www.ayna-consultations.com‍ ‍

This policy is designed in line with internationally recognised privacy principles, including GDPR-aligned standards and, where applicable, Swiss data protection principles.

2. Information We Collect

We collect only the minimum amount of personal data necessary to provide secure online psychological consultations.

2.1 Information you provide directly

This may include:

• full name • email address • phone number • country and time zone • booking details (date, time, session type) • messages sent through contact or booking forms • payment confirmation information processed by third-party payment providers

We do not store payment card numbers.

2.2 Information collected automatically

When you visit the website we may collect:

• IP address • device and browser type • language preferences • basic non-identifiable analytics information

We do not use invasive tracking technologies or advertising cookies.

2.3 Special category data

During consultations or through intake forms you may voluntarily share health-related or other sensitive information. Such information is processed only with your explicit consent and solely for the purpose of providing psychological consultations.

3. How We Use Your Information

Your information may be used to:

• provide consultations and manage appointments • communicate with you (confirmations, reminders, follow-ups) • provide secure access to online consultation platforms • manage billing and receipts through secure third-party providers • maintain website functionality and security • comply with legal and financial obligations

We do not use your personal data for marketing unless you explicitly consent.

4. Legal Basis for Processing

Where applicable, we process personal data on the basis of:

• performance of a service agreement • explicit consent (for health-related data) • legitimate interests (website security and service delivery) • legal obligations

You may withdraw your consent at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

5. Confidentiality and Security

We apply appropriate technical and organisational safeguards to protect your data, including:

• encrypted data transmission (HTTPS / SSL) • restricted access to personal information • secure hosting and communication providers

Consultation content is strictly confidential. Information will never be shared with employers, insurers or third parties except:

• where required by law • where disclosure is necessary to prevent serious harm

Sessions are not recorded unless both parties agree in writing beforehand.

6. Sharing of Information

We do not sell, rent or trade personal information. Limited information may be shared with trusted third-party service providers only where necessary to deliver the service, including:

• booking platforms • video consultation platforms • payment processors • secure hosting or email services

Only the minimum necessary data is shared.

7. International Data Transfers

Some service providers may operate internationally. Where international data transfers occur, appropriate safeguards are applied, including contractual protections and recognised privacy standards.

8. Data Retention

Personal data is retained only for as long as necessary:

Booking information — up to 1 year 
Payment records — up to 5 years (where required by financial regulations) 
Clinical notes (if maintained) — up to 5 years

After the applicable retention period, identifiable data is securely deleted or anonymized.

9. Your Rights

Depending on applicable law, you may have the right to:

• request access to your personal data • request correction or deletion • withdraw consent • restrict processing • object to certain processing • request data portability

Requests are normally handled within 30 days. Please submit your request to, clearly stating the subject: dr.ogtaygozalov@gmail.com‍ ‍

10. Cookies

This website uses only essential functional cookies necessary for website operation. We do not use advertising or behavioural profiling cookies. You may manage cookies through your browser settings.

11. Children

Ayna Online Consultations is intended for adults aged 18 and over. We do not knowingly collect personal data from minors without verified parental or guardian consent where legally applicable.

12. Changes to This Policy

These Terms and this Privacy Policy may be updated periodically to reflect legal or operational changes. The updated version will always be published on this page with a revised “Last updated” date.

13. Scope of Services

Ayna Online Mental Health Consultations provides online psychological consultations intended for reflective and supportive purposes. These consultations do not replace emergency medical, psychiatric or crisis services. If you are experiencing an emergency or require immediate medical assistance, please contact local emergency services in your country of residence.

14. Contact

If you have questions about these Terms or your personal data, please contact:

Ayna Online Mental Health Consultations 
Email: dr.ogtaygozalov@gmail.com‍  ‍
Website: www.ayna-consultations.com

15. Disputes and Applicable Law

We aim to resolve concerns promptly and in good faith. Where necessary, disputes shall be governed by the laws of the Republic of Azerbaijan, unless mandatory consumer protection laws in your country provide otherwise.

Cancellation Policy

Appointments are reserved in advance and scheduled exclusively for each client.

1. Cancellations or rescheduling requests made at least 24 hours before the scheduled session are eligible for a full refund or rescheduling.

2. Cancellations made less than 24 hours but more than 12 hours before the session are eligible for a 50% refund.

3. Cancellations made less than 12 hours before the session, or failure to attend without notice, are non-refundable.

4. In exceptional circumstances, including emergencies, refunds or rescheduling may be considered at the discretion of Ayna Online Mental Health Consultations.

5. If the practitioner cancels a session, the client will receive either a full refund or the option to reschedule.

6. The service provider is not currently registered for VAT. No VAT is charged on the services provided. Clients remain responsible for any local taxes that may apply in their country of residence.