Effective Date: 08-09-2026
Privacy Policy
Malabar Medical College Hospital And Research Centre ("MMC", "we", "us", or "our") operates this employee complaint management application (the "Service").
This Privacy Policy explains how we collect, use, store, protect, and manage information when authorized HODs and staff members use the Service.
The Service is an internal complaint management system intended for authorized employees and personnel of Malabar Medical College Hospital And Research Centre. The Service does not provide public self-registration.
By accessing or using the Service, you acknowledge that you have read and understood this Privacy Policy.
Information We Collect
We collect and process information that is necessary to provide the Service, authenticate authorized users, manage staff accounts, and support the organization's complaint management activities.
HOD and Staff Information
The Service is accessible only to authorized HODs and staff members. Depending on the account configuration, we may collect and store information such as the user's name, designation, department, username, and other information required to manage the user's account and access to the Service.
This information is used to authenticate authorized users, identify users within the organization, provide access according to their assigned role and permissions, and support the functionality of the Service.
Complaint Information
When an authorized HOD or staff member creates, updates, assigns, transfers, or otherwise manages a complaint, the Service may collect and store information related to that complaint.
Complaint information may include the complaint description, complaint date, department, priority, status, asset code, item or complaint location, complaint remarks, notes, creator information, assignee information, transfer or assignment information, and other information entered by authorized users.
Complaint information is used for recording, managing, assigning, transferring, tracking, investigating, resolving, and maintaining organizational complaint records.
Images and Attachments
The Service may allow authorized HODs and staff members to attach images or other supported files to complaints.
Images and attachments submitted through the Service are stored and processed for the purpose of documenting, investigating, managing, and resolving the associated complaint.
Users should upload only information that is relevant and necessary for the complaint and should avoid uploading unnecessary personal or confidential information.
How We Use Information
Information collected through the Service may be used for the following purposes:
To create and manage authorized staff accounts
To authenticate HODs and staff members
To provide access according to user roles and permissions
To create, update, assign, transfer, and manage complaints
To track complaint status and progress
To maintain complaint history and organizational records
To investigate and resolve complaints
To maintain and improve the reliability and security of the Service
We do not sell or rent personal information or complaint information to third parties.
Account Creation and Management
The Service does not provide public or self-registration. Only authorized HODs and staff members can log in to the application.
HOD accounts are provided through the organization's account management process. HODs can create and manage staff accounts within the Service according to their organizational responsibilities.
An HOD may create a staff account and assign the appropriate department, designation, and access permissions required for the staff member to use the Service.
An HOD may also delete or deactivate staff accounts through the Service.
When a staff account is deleted or deactivated, the staff member's access to the Service is removed or disabled. However, complaint records or other organizational records associated with that staff member may be retained when necessary for legitimate business, administrative, security, legal, or record-keeping purposes.
Role-Based Access
The Service uses authentication and role-based access controls to restrict access to information.
HODs and staff members may have different permissions within the Service based on their assigned roles.
Depending on the user's assigned role and permissions, authorized users may be able to create, view, assign, transfer, update, or otherwise manage complaints.
Access to complaint and user information is restricted according to organizational roles and permissions. Users are expected to access and use information only for legitimate organizational purposes.
Data Storage
Personal information and complaint-related information are stored on servers operated or controlled by Malabar Medical College Hospital And Research Centre and/or its authorized service providers.
We take reasonable technical and organizational measures to protect information against unauthorized access, alteration, disclosure, misuse, or destruction.
Sharing of Information
We do not sell, rent, or commercially trade your personal information or complaint information.
Information may be accessible to authorized HODs and staff members where necessary to perform their assigned responsibilities, including complaint management, assignment, transfer, investigation, and resolution.
We may also disclose information when required by applicable law, legal process, court order, regulatory requirement, or where reasonably necessary to protect the rights, property, security, or safety of the organization, its users, or others.
Service Providers
We may use trusted service providers to support the operation, hosting, maintenance, security, or technical functionality of the Service.
Where such service providers process information on our behalf, they are expected to process that information only as necessary to provide the relevant services and in accordance with applicable requirements.
Security
We value the trust you place in us and take reasonable technical and organizational measures to protect the information handled through the Service.
These measures may include authentication, authorization, access controls, secure communication, server-side security measures, and other appropriate safeguards.
However, no method of transmission over the Internet or method of electronic storage is completely secure. Therefore, while we strive to use commercially reasonable means to protect your information, we cannot guarantee its absolute security.
Data Retention
We retain personal information and complaint-related information for as long as necessary to provide the Service, manage and resolve complaints, maintain organizational records, comply with applicable legal obligations, resolve disputes, maintain security, and enforce applicable policies.
When information is no longer required for these purposes, it may be deleted or securely disposed of in accordance with our applicable data retention practices and requirements.
Account Deletion
The Service does not provide public or self-registration. HOD and staff accounts are managed within the organization's account management process.
HODs can delete or deactivate staff accounts through the Service. When a staff account is deleted or deactivated, the staff member's access to the Service is removed or disabled.
Deleting a staff account does not necessarily result in deletion of complaint records created, assigned, transferred, updated, or otherwise managed by that staff member. Such records may be retained where necessary for legitimate organizational, administrative, legal, security, or record-keeping purposes.
Children's Privacy
The Service is intended for authorized employees and personnel and is not directed toward children.
The Service is intended for users aged 18 years and above. We do not knowingly collect personal information from individuals under the age of 18 through the Service.
If we become aware that personal information has been collected from an individual under the applicable age without appropriate authorization, we will take reasonable steps to address the situation.
Cookies
The mobile application does not directly use cookies for its core functionality.
If cookies or similar technologies are used by a website or third-party service supporting the Service, those technologies may be subject to the privacy policies of the respective service providers.
Links to Other Sites
The Service or this Privacy Policy may contain links to external websites or services operated by third parties.
If you follow a third-party link, you will be directed to that third party's website. We recommend reviewing the privacy policy of every external website or service you visit.
We are not responsible for the content, privacy practices, or policies of third-party websites or services.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.
You are advised to review this Privacy Policy periodically for any changes. Your continued use of the Service after changes are posted constitutes acknowledgment of the updated Privacy Policy.
Contact Us
If you have any questions, concerns, or suggestions
regarding this Privacy Policy or the handling of your
information, please contact us at:
Malabar Medical College Hospital And Research Centre
Ulliyeri, Kozhikode - 673323, Kerala
Email:
itmanager@mmchospital.in
Last Updated: 08-09-2026