Privacy Policy
Your privacy and the security of your health information are our top priorities.
Last Updated: January 26, 2025
HelloDoc360 ("we," "our," or "us") is committed to protecting your privacy and complying with all applicable privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA). This Privacy Policy explains how we collect, use, store, and share your information when you use our healthcare provider matching and appointment booking platform.
By using HelloDoc360, you agree to the terms of this Privacy Policy.
1. Account Information
- Name, email address, and phone number
- Profile picture (optional)
- Account type (patient or healthcare provider)
- Authentication credentials (managed securely by our platform)
2. Health Information (Protected Health Information - PHI)
- Date of birth and gender
- Medical history, conditions, and allergies
- Current medications
- Insurance information (provider and policy number)
- Appointment details and reasons for visits
- Health documents you upload (lab results, insurance cards, medical records)
- Communications with healthcare providers
3. Provider Information
- Professional credentials and licenses
- Specialties and board certifications
- Practice location and contact information
- Availability schedules
- Professional bio and education
4. Usage Information
- Pages visited and features used
- Search queries and filters applied
- Device information and browser type
- IP address and location data (if you enable location services)
- Cookies and similar tracking technologies
5. Payment Information
- Payment information is processed securely through Stripe (our payment processor)
- We do not store your full credit card numbers
- We maintain records of transactions and subscription status
How We Access Google User Data
If you choose to sign in using Google OAuth, we access the following Google user data:
- Email address: Used for account identification and login
- Name: Used to personalize your profile
- Profile picture: Optionally displayed on your profile
How We Use Google User Data
- To create and authenticate your HelloDoc360 account
- To pre-fill your profile information
- To send you appointment confirmations and notifications via email
- To enable secure communication with healthcare providers
How We Store Google User Data
- Stored securely in encrypted databases
- Protected with industry-standard security measures
- Access restricted to authorized personnel only
- Retained only as long as necessary to provide our services
How We Share Google User Data
- We DO NOT sell your Google user data to third parties
- Shared only with healthcare providers you explicitly choose to interact with
- May be shared with service providers (e.g., email delivery, hosting) under strict confidentiality agreements
- Disclosed only when required by law or to protect rights and safety
🔒 Limited Use Disclosure:
HelloDoc360's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
- To provide our services: Matching you with providers, booking appointments, and facilitating communication
- To improve our platform: Analyzing usage patterns to enhance user experience
- To communicate with you: Sending appointment reminders, notifications, and service updates
- To ensure security: Detecting and preventing fraud, abuse, and security incidents
- To comply with legal obligations: Meeting healthcare regulations and responding to legal requests
- For marketing purposes: With your consent, sending promotional materials (you can opt-out anytime)
1. With Healthcare Providers
Your health information is shared only with providers you explicitly choose to book appointments with or message. This sharing is necessary to facilitate your healthcare and is covered under HIPAA treatment purposes.
2. With Service Providers
We work with trusted third-party service providers who assist us in operating our platform:
- Base44: Application infrastructure and database hosting
- Stripe: Payment processing for provider subscriptions
- Resend: Email delivery services
- Cloudflare: Security and content delivery
All service providers are bound by confidentiality agreements and are prohibited from using your data for any purpose other than providing services to us.
3. For Legal Compliance
We may disclose your information when required by law, court order, or government regulation, or when we believe disclosure is necessary to protect rights, safety, or property.
✓ What We DON'T Do:
- We do NOT sell your personal or health information
- We do NOT share your data for advertising purposes
- We do NOT provide your information to data brokers
We implement industry-standard security measures to protect your information:
- Encryption: All data is encrypted in transit (SSL/TLS) and at rest
- Access Controls: Strict role-based access controls limit who can view your information
- Secure Authentication: Multi-factor authentication available for enhanced account security
- Regular Security Audits: Periodic security assessments and vulnerability testing
- HIPAA Compliance: Our systems and practices comply with HIPAA Security Rule requirements
- Incident Response: Established procedures for detecting and responding to security breaches
⚠️ Important:
While we implement strong security measures, no system is 100% secure. You are responsible for keeping your account credentials confidential and notifying us immediately of any unauthorized access.
Under HIPAA and other privacy laws, you have the following rights:
1. Access Your Information
You can view and download your health information through your profile page. For a complete copy of your data, contact us at admin@hellodoc360.com.
2. Correct Inaccurate Information
You can update most of your information directly through your profile. For assistance, contact your healthcare provider or our support team.
3. Request Data Deletion
You can request account deletion by contacting us. We will delete your data within 30 days, except where we're legally required to retain certain records.
4. Restrict Data Sharing
You can control which providers have access to your information by managing your appointments and messages.
5. Opt-Out of Marketing
You can unsubscribe from promotional emails at any time using the unsubscribe link in each email.
6. Revoke Google Access
You can revoke HelloDoc360's access to your Google account at any time through your Google Account Settings.
- Active accounts: We retain your data as long as your account is active
- Deleted accounts: Most data is deleted within 30 days of account deletion
- Legal requirements: Some data (billing records, completed appointments) must be retained for 7 years per healthcare regulations
- Backup systems: Data in backup systems is deleted according to our backup retention schedule (typically 90 days)
HelloDoc360 is not intended for use by children under 13 years of age without parental consent. Parents or guardians can create family accounts to manage appointments for minors. We do not knowingly collect personal information from children under 13 without parental consent.
HelloDoc360 is based in the United States. If you are accessing our services from outside the U.S., your information will be transferred to and stored in the U.S. By using our services, you consent to this transfer. We comply with applicable data protection laws, including GDPR for European users.
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by email or through a prominent notice on our platform. Your continued use of HelloDoc360 after such changes constitutes acceptance of the updated policy.
As a platform that handles Protected Health Information (PHI), we are required to provide you with a Notice of Privacy Practices under HIPAA. This Privacy Policy serves as that notice and describes:
- How we may use and disclose your health information
- Your rights regarding your health information
- Our obligations to protect your health information
- How to file a complaint if you believe your privacy rights have been violated
You have the right to file a complaint with us or with the U.S. Department of Health and Human Services if you believe your privacy rights have been violated. We will not retaliate against you for filing a complaint.
Platform Services Only
HelloDoc360 is a healthcare provider directory and appointment booking platform only. We do not provide medical advice, diagnosis, or treatment. The platform connects patients with independent healthcare providers, but we do not:
- Provide or practice medicine
- Diagnose medical conditions
- Recommend specific treatments
- Prescribe medications
- Offer medical opinions
Independent Providers
All medical services are provided directly by independent, licensed healthcare providers listed on our platform. Each provider is solely responsible for their own practice, credentials, medical advice, and patient care.
No Liability for Provider Services
HelloDoc360 is not responsible for:
- The quality or outcomes of services provided by healthcare providers
- The accuracy of provider credentials or information (though we require verification)
- Medical decisions made by providers
- The conduct or actions of healthcare providers
- Any damages, injuries, or losses resulting from provider services
⚠️ Medical Emergencies
If you are experiencing a medical emergency, call 911 immediately.
Do not use HelloDoc360 for emergency medical situations. For any medical advice, diagnosis, or treatment, please consult directly with a licensed healthcare professional.
By using our platform, you acknowledge that you understand this disclaimer and that HelloDoc360's role is limited to facilitating connections between patients and independent healthcare providers.