Privacy Policy

1. Introduction

Amber Willow is committed to protecting the privacy and personal information of our residents, their families, and website visitors. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with Thai data protection regulations and international standards.

By using our services or website, you agree to the collection and use of information as described in this policy. If you have questions or concerns, please contact us at [email protected].

2. Information We Collect

Personal Information

We collect personal information that you voluntarily provide when you:

• Contact us through our website inquiry form (name, email address, phone number, message content)
• Apply for residency (name, age, medical history, emergency contacts, dietary requirements)
• Visit our facility (name, contact information for visitor registration)
• Communicate with our staff (correspondence, care notes, family updates)

Resident Care Information

For residents under our care, we maintain records including health information, daily activity notes, medication schedules, dietary preferences, and emergency contact details. This information is essential for providing appropriate care and ensuring resident safety.

Website Usage Data

When you visit our website, we may automatically collect technical information such as IP address, browser type, pages visited, and time spent on pages through cookies and similar technologies. See our Cookie Policy for more details.

3. How We Use Your Information

We use collected information for the following purposes:

• Care Delivery: To provide residential care services, coordinate meals and activities, manage health needs, and maintain resident safety and wellbeing
• Communication: To respond to inquiries, provide updates to families, coordinate with healthcare providers, and send relevant information about our services
• Service Improvement: To understand how families find us, what information is most helpful, and how we can improve our services and website experience
• Legal Compliance: To meet our obligations under Thai law regarding residential care facilities and data protection
• Emergency Response: To contact family members or healthcare providers in case of emergencies

4. Legal Basis for Processing

We process personal data based on the following legal grounds:

• Consent: When you provide information through our contact form or agree to our services
• Contractual Necessity: To fulfill our residential care agreement with residents and their families
• Legitimate Interests: To improve our services, maintain facility security, and communicate with families
• Legal Obligation: To comply with Thai healthcare and data protection laws

5. Data Sharing and Disclosure

We do not sell or rent personal information to third parties. We may share information with:

• Healthcare Providers: When coordinating medical care for residents
• Emergency Services: In case of medical emergencies or safety concerns
• Family Members: Authorized family contacts receive updates about their loved one's wellbeing
• Service Providers: Third-party vendors who assist with website hosting, email services, or facility operations, bound by confidentiality agreements
• Legal Authorities: When required by Thai law or to protect the rights and safety of residents and staff

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Contact Inquiries: Retained for 2 years from last contact
• Resident Care Records: Maintained for 7 years after end of residency, as required by Thai regulations
• Website Analytics: Typically retained for 26 months
• Financial Records: Retained for 7 years in accordance with Thai tax law

7. Data Security

We implement appropriate technical and organizational measures to protect personal information:

• Secure storage of physical records in locked cabinets with restricted access
• Digital records protected by password authentication and encryption
• Regular staff training on data protection and confidentiality
• Access to personal information limited to staff with legitimate need
• Regular security assessments and updates to our systems

While we take reasonable precautions, no method of transmission or storage is completely secure. We cannot guarantee absolute security but continuously work to protect your information.

8. Your Rights

Under Thai data protection law, you have the following rights regarding your personal information:

• Right to Access: Request a copy of the personal information we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restriction: Request that we limit how we use your data
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for data processing at any time

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days.

9. Cookies and Tracking

Our website uses cookies to improve user experience and understand how visitors interact with our site. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

10. Children's Privacy

Our services are designed for elderly adults, and our website is not directed at individuals under 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected such information, we will take steps to delete it.

11. International Data Transfers

Personal information is primarily stored and processed in Thailand. If information needs to be transferred internationally (for example, for cloud storage or email services), we ensure appropriate safeguards are in place to protect your data in accordance with Thai law.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify families of current residents of significant changes and post the updated policy on our website with a new "Last Updated" date. Your continued use of our services after changes indicates acceptance of the updated policy.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

14. Supervisory Authority

If you believe we have not handled your personal information appropriately, you have the right to lodge a complaint with the Personal Data Protection Committee of Thailand or other relevant supervisory authority.