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Privacy Policy

Effective Date: From 12/12/2024

Last Updated: 14/08/2025

Your Privacy as a Valued Patient

At DocMap, safeguarding your personal information is essential to the trust we build with you. We are committed to protecting your privacy while helping you connect with healthcare providers easily and securely.

Our Commitment to You

Transparency

You have the right to understand what personal information we collect, how we use it, and with whom we share it.

Protection

We treat your personal data with care and use industry-leading security practices to keep it safe.

Purpose

We only collect the information needed to help practitioners facilitate the appointments you request and improve the services we provide.

Support

If you have any questions or concerns, you can contact our Data Protection Officer at support@docmap.co.uk.

What Personal Information We Collect

To help facilitate and improve your healthcare appointment experience, we may collect:

  • Full name
  • Email address
  • Phone number
  • Treatment or service you are requesting
  • Preferred appointment date
  • Attendance status for telehealth sessions (whether you attended or missed the appointment) when using our integrated video conferencing service, such as Zoom.

Why We Use This Information

We use your information to:

  • Identify and contact you.
  • Match you with suitable healthcare providers.
  • Help practitioners manage and confirm your appointment.
  • Send you appointment-related communications.
  • Record and process attendance information for billing accuracy, understanding patient demand, and assessing practitioner engagement.
  • Improve the quality, efficiency, and reliability of our services.
  • Attendance information is anonymized before analysis and is never used to identify individuals in reporting.

Legal Basis for Processing

Under the UK GDPR, our legal bases for processing your personal data are:

Contractual Necessity (Article 6(1)(b))

To process your appointment request and communicate with providers.

Legitimate Interests (Article 6(1)(f))

To operate and improve our service efficiently and securely, including tracking session attendance to improve service delivery.

How We Collect Your Information

We collect your personal information directly from you when you:

  • Submit an appointment request through our platform.
  • Contact our support team.
  • Update your preferences or contact information.
  • Join or miss a telehealth session using our integrated video conferencing service (e.g., Zoom), which records attendance metadata.

Who We Share Your Information With

We only share your information when necessary to provide the service you've requested:

Healthcare providers

To manage and schedule your appointment.

Service providers

Trusted vendors who help operate our platform (including telehealth video conferencing providers such as Zoom), all of whom are bound by strict confidentiality and security obligations.

Legal authorities

Only when required to comply with legal obligations.

How We Protect Your Information

We use secure systems and protocols to protect your data from unauthorized access, loss, or misuse. Access to your data is restricted to authorized personnel and partners who require it to fulfill the service.

In the event of a suspected data breach, we will notify affected individuals and relevant authorities, as required by law.

How Long We Keep Your Data

We retain your personal information only as long as necessary to:

  • Fulfill the purpose it was collected for (e.g., booking and managing an appointment).
  • Meet legal, regulatory, or contractual obligations.

Once no longer needed, your information is securely deleted or anonymized.

Your Rights

You have the following rights under the UK GDPR:

  • Access: Request a copy of your personal data.
  • Correction: Request correction of any inaccurate or incomplete information.
  • Deletion: Request deletion of your data when it is no longer needed.
  • Restriction: Ask us to limit the way we use your data.
  • Objection: Object to our use of your data based on legitimate interests.
  • Data Portability: Request a copy of your data to transfer to another provider.

To exercise these rights, contact us at support@docmap.co.uk.

Automated Decision-Making

We do not use any automated decision-making or profiling that affects your rights or access to care.

Updates to This Privacy Policy

We may update this privacy policy from time to time. If we make significant changes, we will notify you through email or in-platform messaging.

Change Log:

  • 12/12/2024: Initial Policy Published.
  • 04/05/2025: Policy updated.
  • 14/08/2025: Added information about collection and use of telehealth session attendance data.

Contact Us

For any questions about this policy or your data rights, please contact our Data Protection Officer:

📧 support@docmap.co.uk

📍 DocMap Ltd, 16.01 Makers Building, London, N1 7TW

You may also contact the UK Information Commissioner's Office (ICO) if you are not satisfied with our response.