At DOC we are committed to protecting and respecting your privacy. This policy outlines details of the information that we collect, store and process, and the measures we take to protect and safeguard this information.
Who are we?
Information you provide through the application
If you fill in our contact form, you provide us with some details:
- If you are a doctor or a patient
- Your name
- Email address
- Phone number
Your email address will be used by DOC to contact you in relation to your enquiry, and to send you updates from DOC in the form of an email newsletter, only if you give us express permission to do so. This may include details of new features and updates to the application. Our processing basis for this communication is Consent, which you will be requested for at the time you submit the form.
How long do we hold data for?
DOC only retain data for as long as it is strictly required. This means data that you provide through the contact form is held for 12 months. After this time all stored data will be removed from our live systems. Prior to removal we will attempt to contact you to inform you.
In order to operate a reliable system and to avoid data loss we perform regular encrypted backups of the system. These backups are retained for up to 90 days, and after this time are removed. This means that a removed account will be completely removed from all backups 90 days after removal.
Who has access to your data?
We won’t share or sell your information or allow the use of your information for marketing, however we will share relevant information with our suppliers to help us deliver our services to you.
DOC will not sell or rent your information to third parties, and we do not share information for marketing purposes with any third parties.
DOC may share data with 3rd party suppliers working on our behalf – this includes contractors, agents and other subcontractors who work for DOC to provide services and complete tasks for the delivery of our service. Where such a relationship is in place there are contractual safeguards in place to protect your information. DOC will only share data that is relevant to the tasks being completed and to the delivery of service to you, and where possible the data will be anonymised. None of these organisations and individuals are permitted to use the data for any other purpose. These third parties include:
- We Are Nova LTD (Company number 08927337)
- HubSpot (HubSpot, Inc. and affiliates)
At any time you will be free to remove consent by contacting us at firstname.lastname@example.org
How will we keep your data secure?
DOC has been designed with a privacy first development methodology meaning that we follow a rigorous development process which places the security of personal information at its core. To that end we host our application and website using a GDPR compliant cloud data provider hosting the application and site in the UK. All of our services run over HTTPS using TLS ensuring data transmitted between the application/website and our servers is secure. Data you provide to us which is stored is encrypted when it is stored, and in any backups taken. We take lengths to ensure that the network environment in which the application/website is hosted is kept secure by following best practices and ensuring that security updates are applied in a timely fashion.
How do we support your rights?
We will not contact you for marketing purposes by email unless you have given your prior consent. You can change your marketing preferences at any time by contacting us by email: email@example.com
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date and you cannot already change it in the app, please email us at firstname.lastname@example.org
You have the right to ask for a copy of the information DOC holds about you.
Right to remove consent
Where we rely upon your consent to perform data processing we allow you to revoke the previously granted consent by contacting us at email@example.com whereupon we will comply with your request.
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Review of Policy
We regularly review our policies – the last review of this policy was undertaken when first created in July 2019.