This Privacy Policy (the “Privacy Policy”) explains how Personal Data about you is collected, stored, used, disclosed, and otherwise processed by Hello Doc, Inc. (“Hello Doc,” “we,” “us,” or “our”). It applies to information we collect when you use our website www.hellodoc.com (the “Site”) or Hello Doc products and services, including online doctor consultations, appointment bookings, medical reports, and health record management (the “Services”) (the Site and the Services collectively, the “Platform”), as well as information collected through other means, such as interactions with us via email, phone, or at events. As used herein, “Personal Data” is information that identifies an individual or is associated with the identity of an individual.
Hello Doc is the data controller of any information collected on or through the Platform. You can find our contact details in the section “How to Contact Us” below. We are also the data controller of Personal Data associated with our current, past, and prospective users’ interactions with us and our Services (each such user, a “User”).
We may update this Privacy Policy from time to time to reflect changes in our business and practices. If we make material changes, we will notify you by revising the date at the top of the policy, and in some cases, including as required by law, we may provide more prominent notice (such as adding a statement to our homepage or sending you an email notification). We encourage you to review this Privacy Policy whenever you access the Platform to stay informed about our information practices and the ways you can help protect your privacy.
We collect information you provide directly to us. For example, we collect information when you create an account, book a consultation, access health records, fill out a form, request support, or otherwise communicate or interact with us, including at in-person events. The types of information we may collect include:
Name, email address, phone number, postal address, date of birth, gender, and payment details.
Health-related information, such as medical history, prescriptions, test results, and consultation notes.
Other identifying or contact information you choose to provide.
When you access or use our Platform, we automatically collect information about you, including the following:
Log Information: We log information about your use of the Platform, including the type of browser you use, internet service provider, clickstream data, date/time stamp, pages viewed, your IP address, and the page you visited before navigating to our Platform.
Device Information: We collect information about the computer or mobile device you use to access our Platform, including the hardware model, operating system and version, unique device identifiers, and mobile network information.
Information Collected by Cookies and Other Tracking Technologies: We and our partners use cookies or similar technologies to collect information, analyze trends, administer the website, track users’ movements around the Platform, and gather demographic information about our user base as a whole. You can change your browser settings to enable or disable cookies. We do not currently respond to browser do-not-track signals.
Our Site may link to third-party websites, such as payment processors or external health services, over whose privacy practices we have no control. Some of our pages may utilize framing techniques to serve content from our partners while preserving the look and feel of our Site. In such cases, please be aware that you are providing your Personal Data to these third parties and not to Hello Doc.
We encourage you to carefully review the privacy policies of these third parties before submitting your Personal Data to them. If you receive marketing communications from these third parties and wish to stop receiving them, please contact those third parties directly.
Our Site may offer publicly accessible blogs or community forums. Any information you provide in these areas may be read, collected, and used by others who access them. To request removal of your Personal Data from our blog or community forum, please contact us. In some cases, we may not be able to remove your Personal Data, in which case we will let you know if we are unable to do so and why.
We may display personal testimonials of satisfied users on our Site. With your consent, we may post your testimonial along with your name. If you wish to update or delete your testimonial, please contact us.
Our Site may include social media features, such as share buttons or interactive mini-programs. These features may collect your IP address and information on which page you are visiting on our Site and may set a cookie to enable the feature to function properly. Social media features are either hosted by a third party or hosted directly on our Site. Your interactions with these features are governed by the privacy policy of the company providing them.
You may log in to our Platform using sign-in services such as Google or an Open ID provider. These services will authenticate your identity, provide you the option to share certain Personal Data (such as your name and email address) with us, and pre-populate our forms. Such services may allow you to post information about your activities on our Site to your profile page to share with others within your network.
We may collect information from public sources, such as public health databases, if permitted by law. We may also receive information about you from third parties, such as healthcare providers or labs, if you have provided consent for them to share such information. This information may include your name, email address, phone number, or health-related data.
When you use our Services, we may collect usage data, including consultation frequency, types of services accessed, and system performance metrics. Users have the option to configure certain diagnostic functions to limit automatic reporting of such data to Hello Doc. However, certain metering capabilities used for billing purposes cannot be disabled.
We may infer new information about you from data we collect, including information about your health needs, service preferences, or other characteristics, to improve our Services and personalize your experience.
We use information about you for various purposes, including to:
Provide, maintain, and improve our Platform and Services, including facilitating online consultations, appointment bookings, and health record management. We engage in these activities to manage our contractual relationship with you and/or to comply with legal obligations.
Deliver the Services you request, process transactions, and send related information, such as confirmations, invoices, and appointment reminders.
Send technical notices, updates, security alerts, and support and administrative messages.
Process payments or bill you for Services used.
Respond to your comments, questions, and requests and provide customer service.
Analyze or predict user preferences to prepare aggregated trend reports to improve our Services.
Personalize interactions by providing tailored health recommendations or service offers, based on our legitimate interests and with your consent where required by law.
Market Services that may be of interest to you, including through emails or newsletters (you may unsubscribe at any time).
Facilitate social sharing functionalities, with your consent or where we have a legitimate interest.
Process and deliver contest entries and rewards, subject to additional rules for such promotions.
Solicit and process opinions through surveys, with your consent or based on legitimate interest.
Aggregate and/or anonymize Personal Data so it is no longer identifiable, for use in research or analytics.
Accomplish business purposes, such as data analysis, audits, fraud and security monitoring, developing new services, enhancing existing services, identifying usage trends, and determining the effectiveness of promotional campaigns. We engage in these activities to manage our contractual relationship, comply with legal obligations, or based on legitimate interest.
We may share Personal Data about you as follows:
With our affiliates for the purposes described in this Privacy Policy.
With third-party vendors, consultants, and service providers who need access to your information to carry out work on our behalf, such as healthcare providers, payment processors, cloud hosting services, or analytics providers, under strict confidentiality agreements.
If we believe disclosure is reasonably necessary to: (i) comply with applicable law, regulation, legal process, or governmental request; (ii) enforce our Terms of Use; or (iii) protect Hello Doc, our users, or the public from harm or illegal activities.
To third-party sponsors of contests or promotions, with your consent.
With commercial partners, such as labs or telehealth providers, who offer complementary services, subject to your consent.
In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business. You will be notified via email or a prominent notice on our Site of any change in ownership or uses of your Personal Data.
We may share aggregated or de-identified information, which cannot reasonably be used to identify you.
Hello Doc uses integrated analytics tools, such as Google Analytics, to analyze Platform performance. You may opt out from Google Analytics using Google’s Ads Preferences Manager or the Google Analytics opt-out browser add-on. We may allow third parties to serve advertisements on our behalf, using cookies or web beacons to collect information about your use of our Site and other websites. This information may be used to deliver interest-based advertising. If located in the European Union, you may opt out of interest-based advertising via relevant settings, though you will continue to receive generic ads.
Hello Doc does not sell your Personal Data, and we will not do so without offering you the right to opt out of any such sale.
We may send newsletters or promotional emails about our Services. You may opt out by following the unsubscribe instructions in the email or by submitting a request at privacy@hellodoc.com. Despite your preferences, we may send transactional emails or notices about updates to our Terms of Use or Privacy Policy.
Upon your request, Hello Doc will provide information about whether we hold any of your Personal Data. You may request to access, correct, update, suppress, restrict, or delete Personal Data, object to or opt out of processing, or request a copy of your Personal Data for transmission to another company (to the extent provided by applicable law). Contact us at privacy@hellodoc.com. We may retain certain information as required by law (e.g., medical record retention) or for legitimate business purposes. If a profile was created without your consent, you may request its deletion.
For your protection, we may only implement requests for the Personal Data associated with the email address used to send the request, and we may need to verify your identity. We will comply with your request as soon as reasonably practicable, subject to legal requirements.
To make a data privacy complaint, contact us at privacy@hellodoc.com. Please include:
The specific data privacy complaint, including details of the issue, relevant country, and requested redress.
Your full name and contact information.
Any previous correspondence on the issue.
We aim to resolve issues promptly, or as mandated by law. If a detailed investigation is required, we will keep you informed of progress.
If you are not satisfied with our resolution, you may lodge a complaint with an EU/EEA data protection authority in your country or region of residence, work, or where an alleged infringement occurred. A list of data protection authorities is available at [https://edpb.europa.eu/about-edpb/about-edpb/members_en].
When Hello Doc processes Personal Data under the direction of a healthcare provider or partner, we have no direct relationship with the individuals whose data is processed. If your Personal Data is processed at the direction of such a partner, please contact them directly for concerns or requests. We may transfer Personal Data to companies that help us provide our Services.
Hello Doc uses reasonable organizational, technical, and administrative measures, including encryption, access controls, and secure servers, to protect Personal Data from loss, theft, misuse, unauthorized access, disclosure, alteration, and destruction. Visit our Security page for more details. No security measures are 100% effective, so we encourage you to regularly review your account for suspicious activity and safeguard your credentials. For security questions, contact us at privacy@hellodoc.com.
Your Personal Data may be stored and processed in countries where we have facilities or engage service providers, including the United States, which may have different data protection rules. By using the Platform, you understand that your information may be transferred to such countries.
For transfers from the EEA to countries not recognized by the European Commission as providing adequate data protection (list available at [https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_en]), we use measures like Standard Contractual Clauses to protect your Personal Data. You may obtain a copy of these measures by contacting us.
Under the California Consumer Privacy Act (“CCPA”), California residents have the “right to know” and “right to delete.” This Privacy Policy identifies the categories of Personal Data we collect, purposes, sources, and disclosures. You may request a copy of the Personal Data we have collected, used, or disclosed in the 12-month period preceding your request. You may also request deletion of certain Personal Data, subject to identity verification and legal exceptions. Contact us at privacy@hellodoc.com to make a CCPA request.
Hello Doc retains Personal Data for as long as needed or permitted for the purpose(s) it was collected, consistent with applicable law. Retention periods are based on:
The duration of our relationship with you and your use of the Platform.
Legal obligations, such as medical record retention laws.
Legal considerations, such as statutes of limitations or regulatory investigations.
Unless requested, we ask that you not send sensitive Personal Data (e.g., social security numbers, racial or ethnic origins, political opinions, religion, biometrics, or criminal background) through the Platform or otherwise, except as necessary for healthcare services (e.g., medical history).
The Platform is not intended for individuals under 16. We do not knowingly collect Personal Data from children without parental consent. If you are under 16, do not register or use the Platform. If we learn such data has been collected, we will delete it promptly.
For questions, concerns, or requests regarding your privacy, contact us at:
Email: privacy@hellodoc.com
Address: Hello Doc, Inc., 123 Health Street, Suite 100, City, Country
Phone: +1-800-555-1234
By using Hello Doc, you agree to this Privacy Policy. Thank you for trusting us with your healthcare needs.