Privacy policy

1. Roles

The practitioner determines why and how patient data is used and acts as controller. DocTime processes that data only to provide the service and acts as processor. The DocTime publisher is controller for account and commercial relationship data.

2. Data processed

• Practitioner account, settings and language.
• Subscription billing details: legal or business name, address, country, company number and VAT number where applicable.
• Patient identity, contact and administrative information.
• Appointments, clinical notes, medical history, allergies, treatments and uploaded documents.
• Fees, amounts, payment status and method, and receipts.
• Technical data required for authentication, security and service operation.
• Optional Google Calendar data: limited identity according to the selected setting, date, time, duration and location.

3. Purposes and legal grounds

Account data is used to provide and secure the service, support the practitioner and manage the contract. The practitioner remains responsible for determining the legal grounds applicable to patient records under Articles 6 and 9 GDPR. Medical data is not reused for advertising.

4. Recipients and authorised users

Data is available to the signed-in practitioner and the technical providers strictly required to operate the service. When cabinet mode is enabled, practitioners may create named accounts for secretarial or accounting staff. Secretarial staff can access only patient administrative details and appointments, with no clinical or financial data. Accountants can access only amounts, payments, receipts and the necessary administrative references, with no patient contact details or clinical data. Practitioners can revoke each access and activity is logged.

Google Calendar is optional and can be disconnected at any time.

5. Location and transfers

The main database is configured in the European Union. Some Firebase, Google Cloud or Google Calendar services may process data outside the EEA. Applicable Google contractual safeguards and minimisation measures are documented in the processing agreement.

6. Retention and departure

DocTime applies no automatic purge to patient records in an active account. Practitioners can create a complete archive and request closure from their preferences. Closure becomes final after a 14-day cancellation period; DocTime then deletes the account, active data, documents and external connections. Temporary archives are deleted after 24 hours. Technical backup deletion periods will be specified in the processing agreement.

Practitioners remain responsible for retaining and transferring patient records after departure. Belgian healthcare quality law provides for retention for at least 30 and no more than 50 years after the last patient contact.

7. Security

Firebase encrypts traffic and stored data. Database and storage access rules isolate each account. Email verification is mandatory and two-factor authentication can be enabled. Practitioners must protect credentials, lock devices and report suspicious access promptly.

8. Rights and contact

Patients exercise their rights through their practitioner. DocTime users may request access, correction, export or, where legally permitted, deletion from the publisher. Erasure is not absolute where retention is necessary to meet a legal obligation.