Privacy Policy

DocLink Medical Last Updated: March 2026

1. Introduction

Welcome to DocLink Medical ("we," "us," or "our"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application ("the App") to book medical appointments, interact with healthcare providers, and manage your health records.

By using the App, you consent to the practices described in this Privacy Policy. If you do not agree, please discontinue use of the App immediately.

2. Information We Collect

To provide our scheduling, communication, and medical record management services, we collect the following categories of information:

a. Account & Demographic Information

When you register, book as a guest, or when a healthcare provider creates a profile on your behalf (a "passive account"), we collect your:

• Display name
• Phone number (verified via one-time password)
• Date of birth
• Biological sex

b. Health & Appointment Data

We collect data regarding your booked appointments, selected time slots, clinic visit history, appointment status changes, and medical records uploaded to your profile by authorized healthcare providers.

c. Sub-Accounts & Family Member Data

A registered user ("Primary Account Holder") may create sub-accounts for dependents such as children or elderly family members. The Primary Account Holder is responsible for providing accurate information for each sub-account and for ensuring they have the legal authority (such as parental or legal guardianship) to consent on behalf of that individual. Sub-account data is subject to the same protections described in this Privacy Policy.

d. Device & Notification Data

We collect device push notification tokens (via the Expo Push Notification service) to send you real-time alerts regarding your appointment status, including confirmations, rejections, reminders, and administrative announcements. You may opt out of push notifications at any time through your device's operating system settings.

e. Camera & Photo Library Access

If you choose to upload a profile photo or a medical document, the App will request permission to access your device camera or photo library. This access is used solely for the purpose you initiate (e.g., taking or selecting a profile picture). We do not access your camera or photo library in the background or for any other purpose.

f. Usage & Diagnostic Data

We collect basic diagnostic data, error logs, and crash reports to ensure the App functions correctly, to identify and fix bugs, and to improve performance.

3. How We Use Your Information

We do not sell, rent, or trade your personal or medical data. We use your information strictly to:

• Facilitate secure appointment bookings and in-clinic patient lookups between you and healthcare providers.
• Ensure medical professionals have accurate demographic information (age and biological sex) required for proper medical care and record-keeping.
• Allow your selected healthcare providers to view your appointment history and securely upload medical records to your profile.
• Send you push notifications or SMS messages regarding critical updates to your appointment status and administrative announcements.
• Manage staff account lifecycles, including activation, renewal reminders, and suspension.
• Maintain the security and integrity of the App and our systems.

4. Third-Party Services & Data Processors

We rely on the following third-party services to operate the App. These providers may process or store your data as described below:

All third-party providers are contractually bound to handle your data securely and in accordance with their respective privacy policies. We encourage you to review:

• OTPIQ Privacy Policy
• Google Privacy Policy
• Expo Privacy Policy

5. The "Digital Handshake" (Data Sharing & Consent)

Your medical privacy is our absolute priority. We utilize a strict consent architecture to protect your data:

• Your health data, demographics, and medical records are strictly private and cannot be viewed by the general public, other patients, or unassociated clinics.
• A doctor or clinic staff member can only access your full details and medical records under one of the following conditions:
  • App Booking: You explicitly book an appointment with them through the App, and they confirm it.
  • In-Clinic Search & Consent: You provide the clinic with your registered phone number in person, and the staff explicitly confirms your treatment consent within their system to unlock your profile.
  • Passive Creation: The clinic physically created your profile in their office system on your behalf.
• No healthcare provider outside of these conditions can search for, view, or access your information.

6. Children's Privacy

DocLink Medical does not knowingly collect personal information directly from children under the age of 13 (or the applicable age of digital consent in your jurisdiction). Children's health profiles may only be created and managed through a sub-account by a parent or legal guardian who holds a Primary Account. The parent or guardian assumes full responsibility for the accuracy of data entered and for consenting to the collection and use of the child's information as described in this Privacy Policy.

If we become aware that we have inadvertently collected personal data from a child without verifiable parental consent, we will take prompt steps to delete such information.

7. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards to protect your personal data. These include encrypted data transmission (HTTPS/TLS), secure cloud infrastructure provided by Google Cloud, and role-based access controls within the App. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

8. Data Retention & Account Deletion

We retain your information only for as long as your account is active or as needed to provide you services and comply with legal obligations.

You have the right to request deletion of your account and personal data at any time by contacting us at the email address below or through the App's account settings.

Upon deletion, your personal authentication profile and associated personal data will be permanently erased.

Please note that anonymized or historical appointment records may be retained by your healthcare providers for their own mandatory operational, legal, and medical record-keeping obligations, as required by applicable law. These retained records will no longer be linked to your personal identity within our system.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data (subject to legal retention requirements).
• Withdraw consent for push notifications or other optional data processing.
• Lodge a complaint with a relevant data protection authority.

To exercise any of these rights, please contact us using the details in Section 11.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this document and, where appropriate, notify you via an in-app announcement or push notification. Your continued use of the App after any changes constitutes your acceptance of the updated Privacy Policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at:

Email: support@doclink-medical.com