Privacy Policy

DocTime Limited ("DocTime", "we", "us", or "our") operates the Doctra.ai platform ("Platform", "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

DocTime Limited is a company registered in England and Wales. Our registered address is 2 George St, Grays RM17 6LY, United Kingdom.

1. Information We Collect

1.1 Information You Provide

• Account Information: When you register, we collect your name, email address, phone number, and password.
• Health Information: When you use our triage service, we collect symptoms, medical history, and other health-related information you provide during the consultation.
• Contact Information: When you contact us via our contact form, we collect your name, email, phone number, and message content.
• Payment Information: If you make purchases, payment details are processed by our third-party payment processors. We do not store full payment card details.

1.2 Information Collected Automatically

• Device & Browser Data: IP address, browser type, operating system, device identifiers, and screen resolution.
• Usage Data: Pages visited, features used, session duration, and interaction patterns.
• Cookies: We use essential cookies for authentication and session management. See our Cookie Policy for details.

2. How We Use Your Information

We use your information for the following purposes:

• Healthcare Delivery: To provide AI-powered health triage, generate clinical summaries (SOAP notes), and facilitate doctor review of assessments.
• Account Management: To create and maintain your account, authenticate your identity, and manage subscriptions.
• Communication: To send verification emails, assessment results, doctor review notifications, and respond to enquiries.
• Service Improvement: To analyse usage patterns (in aggregate, anonymised form) and improve the accuracy and reliability of our triage engine.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.
• Safety: To detect and prevent fraud, abuse, and security incidents.

3. How We Share Your Information

We do not sell your personal information. We may share information in the following limited circumstances:

• Healthcare Professionals: Licensed doctors who review your triage assessments through our platform have access to the health information you provide during triage sessions.
• Service Providers: We use trusted third-party providers for email delivery, cloud hosting, and analytics. These providers are bound by data processing agreements.
• Legal Requirements: We may disclose information when required by law, court order, or government regulation, or when we believe disclosure is necessary to protect rights, safety, or property.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4. Data Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS) and at rest, access controls, and regular security audits. Health data is stored in encrypted form using AES-256 encryption.

While we take every reasonable precaution, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

5. Data Retention

• Account Data: Retained for as long as your account is active, plus 30 days after deletion request.
• Health Records: Retained for a minimum of 8 years in accordance with UK medical record retention guidelines (NHS Records Management Code of Practice).
• Usage Logs: Anonymised and aggregated after 12 months.
• Contact Form Submissions: Retained for 2 years.

6. Your Rights

Under applicable data protection laws (including UK GDPR), you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Request your data in a structured, commonly used, machine-readable format.
• Restriction: Request restriction of processing in certain circumstances.
• Objection: Object to processing based on legitimate interests.
• Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please email us at support@doctra.ai. We will respond within 30 days.

7. Anonymous Usage

You may use certain features of Doctra.ai without creating an account. In anonymous mode, conversations are not linked to any personal identity. Session data is automatically deleted when your browser session ends. Anonymous usage is not subject to HIPAA or GDPR protections as no personal data is collected.

8. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal data, please contact us and we will take steps to delete such information.

9. International Transfers

Your information may be processed in countries outside the United Kingdom. When we transfer data internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the UK Information Commissioner's Office.

10. Third-Party Links

Our Platform may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any third-party sites you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

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

• Email: support@doctra.ai
• Address: DocTime Limited, 2 George St, Grays RM17 6LY, United Kingdom

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.