Privacy Policy

1. Who is responsible for your data

docare operates a practice-management platform for healthcare professionals. When a doctor or practice enters and manages patient information in docare, that doctor or practice remains responsible for deciding why and how the information is used. docare processes that information to provide the service and according to the practice's instructions.

For a doctor's account, profile, subscription and billing information, docare acts as the organisation responsible for that processing.

2. Information we process

The information we process depends on how you use docare:

• Account holders: name, email address, professional details, authentication records, subscription and billing information, and content added to a public professional profile.
• Patients: identity and contact details, medical history, allergies, conditions, consultations, prescriptions, laboratory results, uploaded documents, appointments and appointment-related communications entered by a practice.
• Public visitors: information submitted through a booking, review or contact form, together with limited technical information needed to keep the website secure and prevent abuse.

3. How we use information

We use personal data to provide and secure docare; authenticate users; manage accounts and subscriptions; process payments; operate public profiles and online booking; deliver appointment-related communications; provide customer support; improve reliability; prevent fraud and abuse; and keep operational and audit records.

We do not sell personal data or use patient information for advertising.

4. AI-assisted features

AI features are initiated by a doctor and are used to assist with tasks such as transcription, extraction, summarisation and drafting. We send only the information needed for the requested task. AI output may be incomplete or incorrect and is presented for the doctor's review. A doctor must review and approve an AI-generated result before it becomes part of a patient record.

5. Service providers and transfers

We use carefully selected service providers for hosting, database and file storage, email delivery, payments, messaging and AI processing. They may process personal data only to provide their services to docare and under appropriate contractual and security controls. Some providers may process data outside your country; where this happens, we use the safeguards required by applicable law.

6. Security

docare uses access controls, server-side authorisation checks, encryption in transit and other technical and organisational safeguards designed to protect personal data. Access to patient information is limited to the relevant practice and authorised users. No online service can guarantee absolute security, so please protect your credentials and contact us promptly if you suspect unauthorised access.

7. Retention

We keep account and transaction information for as long as needed to provide the service, meet legal and accounting obligations, resolve disputes and enforce agreements. Practices control the patient records they create, subject to their professional and legal retention duties. We delete or anonymise information when it is no longer needed, unless a longer period is required or permitted by law.

8. Your choices and rights

Depending on applicable law, you may have rights to access, correct, export, restrict or delete your personal data, and to object to certain processing. Patients should normally make requests to the practice that manages their records. Account holders may contact docare using the support address below. We may need to verify your identity and may retain information that we must keep for legal or professional reasons.

9. Cookies and local storage

docare uses essential session and security cookies, a language preference cookie and short-lived connection cookies where needed for a feature such as WhatsApp connection. We also store your light or dark theme preference in your browser. We do not use advertising or cross-site tracking cookies.

10. Changes and contact

We may update this Privacy Policy when the service or applicable requirements change. The date at the top shows when it was last updated. If a change is material, we will provide additional notice where required. Questions or privacy requests can be sent to the customer support address shown below.