Terms, Privacy Policy — Ayna Online Consultations

Last updated: 06 January 2026

Ayna Online Consultations (“Ayna”, “we”, “our”, “us”) is committed to protecting your privacy and ensuring the confidentiality, integrity, and security of the personal information you share with us. This Policy explains how we collect, use, store, and protect your data when you visit our website or use our services.

By using our website or booking a consultation, you agree to the terms of this Privacy Policy.

1. Data Controller

The data controller responsible for your personal information is:

Dr. Ogtay GOZALOV
Ayna Online Consultations
Email: dr.ogtaygozalov@gmail.com
Website: www.ayna-consultations.com

Privacy Standards applied: USA / Switzerland / EU-aligned privacy standards

2. Information We Collect: We collect only the minimum amount of data necessary to provide secure psychological consultations.

2.1 Information you provide directly: 1. Full name; 2. Email address; 3. Phone number; 4. Country / time zone; 5. Booking details (date, time, session type); 6. Messages submitted via contact or booking forms; 7. Payment confirmation details (processed by payment providers; we do not store card numbers)

2.3 Information on Payments: Payments are made in advance to reserve a consultation time slot. Cancellations or rescheduling requests made at least 24 hours before the scheduled session are eligible for a full refund or rescheduling. Cancellations made less than 24 hours before the session, or no-shows, are non-refundable, as the time slot has been reserved exclusively for the client. In case of technical issues on the provider’s side preventing the session from taking place, a full refund or rescheduling will be offered.

2.2 Information collected automatically: 1. IP address; 2. Device / browser type; 3. Language preferences; 4. Basic, non-identifiable analytics. We do not use invasive tracking technologies, behavioural profiling, or advertising cookies.

2.3 Special category data (health-related information): During consultations or via intake forms, you may share information related to mental health or other sensitive details. This information is processed only with your explicit consent and solely for the purpose of providing psychological consultations.

3. How We Use Your Information: We process your data to: 1. Provide psychological consultations and manage appointments; 2. Communicate with you (confirmations, reminders, follow-ups); 3. Ensure secure access to online sessions (e.g., Google Meet links); 4. Manage billing and receipts via secure third-party payment processors; 5. Maintain and improve website functionality, security, and user experience; 6. Comply with applicable legal obligations

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

4. Legal Basis for Processing (GDPR-aligned): Your personal data is processed on the following legal grounds: 1. Performance of a contract: providing booked consultations; 2. Explicit consent: processing of sensitive and health-related information; 3. Legitimate interests: ensuring website security, preventing fraud; 4. Legal obligations: financial record-keeping, invoices, regulatory compliance; 5. You may withdraw your consent at any time. This does not affect prior lawful processing.

5. Data Confidentiality & Security: Ayna uses industry-standard security measures to protect your information: 1. Encrypted data transmission (HTTPS / SSL); 2. Secure storage on GDPR-compliant servers; 3. No sharing of consultation notes without your permission; 4. Restricted access to personal and clinical information; 5. No session recording unless mutually agreed in writing; 6. Session content is strictly confidential and never shared with employers, insurers, or third parties, except where required by law or to prevent serious harm.

6. Sharing Your Information: We do not sell, rent, or trade personal information. We share limited data only with trusted service providers necessary to deliver our services: 1. Online booking platforms (e.g., Calendly or equivalent); 2. Video conferencing providers (e.g., Google Meet); 3. Payment processors (e.g., Stripe, Revolut Business); 4. Secure email and hosting providers.

All providers operate under strict confidentiality and GDPR-compatible policies.
Data may be disclosed only if required by law (e.g., court order), and only the minimum necessary information will be shared.

7. International Data Transfers: We operate globally, but all data is stored on GDPR-compliant servers. If data is transferred outside the EU/EEA, it is protected using: 1. Standard Contractual Clauses (SCCs); 2. Adequacy decisions; 3. Strong contractual, organisational, and technical safeguards.

8. Data Retention: We retain your data only as long as necessary: 1. Booking information: up to 1 year; 2. Payment records: 10 years (legal requirement); 3. Clinical notes (if kept): up to 5 years, unless early deletion is allowed and requested; 4. After these periods, identifiable data is securely deleted or anonymised.

9. Your Rights: You have the right to: 1. Access your personal data; 2. Request correction or deletion; 3. Withdraw consent; 4. Restrict processing; 5. Object to certain processing; 6. Request data portability.

Requests are handled within 30 days.
Contact: dr.ogtaygozalov@gmail.com

10. Cookies and Tracking: Ayna uses only essential and functional cookies to operate the website.
We do not use advertising, tracking, behavioural, or cross-site profiling cookies. Cookie settings can be managed through your browser.

11. Children’s Privacy: Ayna Online Consultations is designed for adults (18+). We do not knowingly collect data from minors without verified parental or guardian consent.

12. Changes to This Policy: We may update this Privacy Policy to reflect service improvements, legal requirements, or new features. Updated versions will be posted on this page with a revised “Last updated” date.

13. Contact Us: If you have questions or wish to make a data request, please contact:

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

14. Dispute Resolution & Regulatory Compliance: Ayna Online Consultations operates with the intention to fully comply with all applicable international, regional, and national data protection rules, including GDPR (EU), FADP (Switzerland), and equivalent global standards governing privacy, confidentiality, and cross-border data processing. If you have concerns regarding how your data is collected, used, or protected, we encourage you to contact us directly at dr.ogtaygozalov@gmail.com so we can address the matter promptly and transparently.

We aim to resolve any concerns amicably and in good faith. If a dispute cannot be resolved informally, you retain the right to:

• submit a complaint to the appropriate data protection authority in your country of residence,

• seek clarification or corrective measures from us,

• request independent review by supervisory authorities where applicable.

Nothing in this Policy limits your rights under the GDPR, the Swiss Federal Act on Data Protection, or other relevant international frameworks. Ayna Online Consultations remains committed to lawful, ethical, and transparent data processing, and to continuously improving our practices in line with global privacy standards and evolving regulatory requirements.