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Privacy Policy

Our privacy policy and how we use your data

Last Updated: January 28, 2026

1. Introduction

At tDoc, we value your privacy and are committed to safeguarding your personal information. This Privacy Policy ("Policy") outlines the practices for collecting, storing, processing, and disclosing personal data when you use our services ("Services"). By using our Services, you consent to the practices described in this Policy.

We comply with relevant privacy regulations, including the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada, and applicable privacy laws where required.

2. Personal Data We Collect

We collect the following types of personal data:

  • Account Information: Name, email address, and contact information.
  • Payment Information: Billing address, payment method, and transaction details.
  • Device and Usage Data: IP address, device type, browser type, usage patterns, and location data.
  • Feedback: Customer support interactions, reviews, and feedback provided through our services.
  • Social Media Information: Data collected if you log in via third-party social media accounts.
  • Communication Information: Call audio recordings, call transcripts, SMS and web chat message content and history, and conversation summaries generated to assist clinic workflows.
  • Scheduling Information: Appointment times and structured scheduling data from connected calendar services, and the authorization credentials required to maintain those connections.
  • System Activity Information: User activity logs, task history, audit records, login timestamps, and IP addresses associated with system access.

3. How We Collect Your Data

We collect personal data from the following sources:

  • Direct Collection: When you create an account, make a purchase, or interact with our services.
  • Automated Collection: Through the use of cookies and similar technologies when you use our website and services.
  • Third Parties: From third-party platforms like social media logins, payment processors, and service providers.
  • Clinic Communications: When clinics enable tDoc to handle calls and messages on their behalf, we collect communication content directly from telephony and messaging interactions.

4. Purpose and Legal Basis for Data Processing

We process your personal data for the following purposes:

  • To provide, maintain, and improve our services.
  • To process payments and fulfill orders.
  • To provide customer support and handle inquiries.
  • To send you marketing communications, if you have opted in.
  • To comply with legal obligations and resolve disputes.
  • To answer, transcribe, summarize, and manage calls and messages on behalf of healthcare clinics, and to assist with scheduling, task creation, and workflow automation using automated processing technologies.

The legal basis for processing your personal data includes your consent, the necessity to perform a contract with you, and our legitimate interests in providing and improving our services.

4.1. How tDoc Handles Clinic Communications

tDoc is designed to assist healthcare clinics in managing inbound calls and messages from patients and other callers. When enabled by a clinic, tDoc may answer calls and messages on the clinic's behalf and assist staff by generating summaries, tasks, and scheduling actions.

To provide these features, tDoc may record and store call audio, transcribe and store conversation content, and store SMS and web chat message history. This information is processed using automated systems to support clinic workflows and is stored on tDoc systems for a defined retention period.

Conversation content may be processed by secure third-party service providers solely to provide these features. This information is never used for advertising, profiling, or model training purposes.

tDoc acts as an agent of the healthcare clinic using the service. Clinics remain the custodians of patient information, and tDoc processes such information only to provide communication and workflow services on the clinic's behalf.

5. User Rights

Under the applicable data protection laws, you have the following rights regarding your personal data:

  • Right to Access: You may request a copy of the personal data we process about you.
  • Right to Rectification: You can request corrections to any inaccurate or incomplete personal data.
  • Right to Erasure: You may request the deletion of your personal data, subject to certain exceptions.
  • Right to Restrict Processing: You can request that we restrict the processing of your data under certain circumstances.
  • Right to Data Portability: You have the right to obtain your data in a structured, commonly used, and machine-readable format.
  • Right to Withdraw Consent: If we process your data based on consent, you can withdraw your consent at any time.

To exercise these rights, please contact us using the details in the "Contact Us" section below.

6. How We Share Your Data

We may share your personal data with third parties for the following purposes:

  • Service Providers: To assist with telephony and messaging services, cloud hosting and data storage, database services, transcription and speech processing, automated content processing, billing and payment processing, customer support ticketing, and other operational tasks necessary to provide the tDoc service.
  • Legal Obligations: To comply with legal requirements or protect our rights and interests.
  • Business Transfers: In case of a merger, acquisition, or sale of assets.

We do not sell your personal data to third parties.

6.1. Calendar Integrations and External Services

If a clinic chooses to connect Google Calendar or other external scheduling services, tDoc may access calendar event times and structured scheduling data to support appointment management.

In some cases, event text may be interpreted using automated processing to determine scheduling intent. Original event descriptions are not stored verbatim in tDoc.

tDoc securely stores the account identifiers and authorization tokens required to maintain these connections.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience with our services. These technologies help us understand user behavior, personalize content, and analyze website performance.

8. International Data Transfer

Your personal data may be transferred to and processed in countries other than your own. We take appropriate measures to ensure your data is protected in accordance with applicable laws.

9. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law.

Call recordings, transcripts, and message history generated through clinic communications are retained for a default period of 30 days unless a clinic configures a different retention period within tDoc settings.

Other information is retained only as long as necessary to provide the service, maintain system security, comply with legal obligations, or as directed by the clinic.

10. Jurisdiction and Governing Law

This Privacy Policy is governed by the laws of the Province of Ontario, Canada.

11. Contact Us

Email: info@tdoc.io
Phone: (+1) 416-224-2830