Effective Date: 18th May 2024
Introduction
Doctument Ltd, with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, company registration number 15721589, is committed to protecting your privacy and handling your personal information in an open and transparent manner. This privacy policy sets forth how we collect, use, process, and disclose your personal data in connection with your access to and use of our services.
The Data Controller
Doctument Ltd is the data controller responsible for your personal data in respect to our services. References to “we”, “us”, or “our” in this privacy policy are directed to Doctument Ltd.
Data Protection Officer
Dr. Ezekiel Dinama serves as our Data Protection Officer (DPO). He oversees our approach to data protection and privacy to ensure compliance with applicable laws and regulations. Any questions about this policy or our privacy practices should be directed to Dr. Dinama via email at support@doctument.com.
Personal Data We Collect
Identity Data
This includes details such as your first name, last name, marital status, title, date of birth, and gender, which are necessary to uniquely identify you in our system and to address you appropriately in communications.
Contact Data
We collect contact information such as your home or work address, email address, and phone numbers to communicate with you about your service requests and any necessary follow-up.
Health Data
Critical to the services we offer, this includes comprehensive information about your medical history, current health status, test results, diagnoses, and medications which are necessary for the provision of personalized medical documents.
Financial Data
Includes bank account and payment card details required to process payments for the services you use.
Technical Data
Covers the type of device you use to access our services, including unique device identifiers like your device’s IMEI number, the MAC address of the device’s wireless network interface, your device type, and IP address. This data helps us to ensure the security of our services and to improve service functionality.
Usage Data
We collect information on how you use our site and services, including the pages you view and how you navigate the website, to help us improve user experience and service efficiency
Special Categories of Personal Data
Aside from health information necessary for providing our services, we do not process other Special Categories of Personal Data under GDPR without your explicit consent. This includes data concerning your race, ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, and genetic and biometric data.
Data Collection Necessity
If you do not provide the necessary personal data when requested, we may be unable to fulfill our service obligations. For instance, without your health data, we cannot provide personalized medical documents. Should this occur, we may have to cancel a service you have requested, but we will notify you if this is the case.
Consent to Use Personal Information
By engaging with Doctument Ltd for the provision of our services, including transactions, credit card verifications, order placements, letter requests, delivery arrangements, or returns, you expressly consent to our collection and use of your personal information necessary to fulfill these primary functions. This consent is deemed provided when you voluntarily provide the necessary personal information required to facilitate these activities. You have the right to withdraw your consent at any time by contacting us at the provided contact details.
For purposes beyond the primary scope of our services, such as marketing and promotional activities, we recognize the need for additional privacy considerations. We will not use your personal data for such secondary purposes without obtaining your explicit consent beforehand.
Accuracy of Data
Maintaining accurate and current information about you is essential. Please inform us of any changes to your personal data during your relationship with us, to help us keep our records up-to-date.
Third-Party Services
For user onboarding and other functions, we utilize trusted third-party services such as Jotform. These services are evaluated for compliance with GDPR and other relevant data protection regulations.
Types of Cookies We Use
Strictly Necessary Cookies
These cookies are essential to enable you to move around the website and use its features, such as accessing secure areas. Without these cookies, services you have asked for, like payment submission or e-billing, cannot be provided.
Analytical/Performance Cookies
These cookies collect information about how you use our website, for instance, which pages you go to most often and if you get error messages from web pages. These cookies don’t collect information that identifies you. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.
Functionality Cookies
These cookies allow the website to remember choices you make (such as your user name, language, or the region you are in) and provide enhanced, more personal features. For example, a website may be able to provide you with local weather reports or traffic news by storing a cookie in your region.
Targeting Cookies
These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organizations such as advertisers.
Managing Cookies
You have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. The Help or Settings menu on most browsers will tell you how to manage your cookie settings, including how to have the browser notify you when you receive a new cookie, how to disable cookies, and when cookies will expire.
If you choose to decline cookies, you may not be able to fully experience the interactive features of the services or websites you visit.
Your Legal Rights
You have rights under data protection laws in relation to your personal data. These include the right to:
No Fee Usually Required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We aim to respond to all legitimate requests within one month. Occasionally it may take us longer if your request is particularly complex or you have made multiple requests. In this case, we will notify you and keep you updated.
Protecting Your Personal Information
We employ robust security measures in line with HIPAA, GDPR, and the Data Protection Act to safeguard your personal data against unauthorized access, alteration, disclosure, or destruction. Our comprehensive security program includes electronic, physical, and procedural safeguards.
Changes to This Privacy Policy
We may update this privacy policy periodically to reflect changes in our privacy practices. We will notify you of any significant changes through our website or through direct communication.
Contacting Us
For further information on our privacy practices, or if you have questions, or require a more detailed explanation about the data we hold about you and how we use it, please contact our DPO using the details provided above.
By accessing and using our services, you acknowledge that you have read, understood, and agreed to the terms set out in this privacy policy.
