Privacy Policy

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At DocDoctor, we are committed to protecting the privacy of the personal information of our clients. We take all reasonable steps to ensure that client information is safe, secure, and confidential, including putting in place internal policies and procedures that comply with Canadian privacy laws and regulations, as well as implementing and using industry-leading methods of securing data and digital work product.

This Policy covers the following information:

• Scope and application;
• How we obtain your consent to collect and use your personal information;
• How and why we collect and use your personal information;
• Details on where your information is stored, how it is secured, and how long it is kept for;
• How to access your personal information that we hold; and
• Who to contact for inquiries regarding your privacy.

Scope & Application of this Policy

Who does this policy apply to?

This policy applies to all clients of DocDoctor, including individuals, groups, and corporate/ organizational clients.

What information does this Privacy Policy apply to?

This policy applies to all personal information that we collect and use to prepare and complete digital work product as per client engagements and the specific requests/ purposes of client orders. 

This includes your name, address, e-mail, how you pay for your services, and any information contained in files, e-mails, or attachments sent by you to us in order to complete the work engaged. 

Consent

How does DocDoctor obtain consent?

Your consent to the collection and use of personal information may be implied or express, through written, oral, electronic, or any other method.

For example, when you provide us with your e-mail address, it is implied that it is used for billing purposes and service provisioning. Similarly, when you provide us with a copy of your personal information in a document for the purposes of re-writing such document, or using the information to inform the creation of a new document, it is implied that it is used for the purposes of service provisioning. 

Withdrawing Consent

The choice to provide DocDoctor with your consent is always yours, however, your decision to withhold such consent may limit our ability to provide you with certain services.

Consent to Text (SMS Messaging)

When you provide your phone number to DocDoctor, you are consenting to receive messages from our business. Your personal info will not be shared with third parties for marketing purposes.  The message frequency (number of messages) will only be specific to your request for services, we do not send marketing or other regular interval text communications. You may reply STOP to opt-out of future messaging, or may reply HELP for more information. Standard message and data rates may apply, as per your carrier's policies and rates.

How & Why We Collect Personal Information

How does DocDoctor collect my personal information?

We collect information about you, from you. We do this when you contact us to request new services through our website or by phone e-mail, when you make changes to your account, and when you get in touch with us by phone or e-mail.  Your information may be collected in the following ways:

• Automatically: When you request a service that we supply.
• From other sources: In certain circumstances we may need to collect information about you from other sources, such as a LinkedIn profile or other online content that you provide to us, but we will endeavour to obtain your consent to do so.
• From our digital channels like our website: When you interact with us via digital channels, we will collect your personal information in different ways, such as through the use of cookies or web beacons.

Why does DocDoctor collect my personal information?

DocDoctor collects personal information for the sole purpose of providing you with the services that we offer, including but not limited to the following:

• To deliver you the services you have purchased from us, and to bill you and collect payment for those services.
• To understand your needs and offer you services appropriate to those needs.
• To perform analytics or request feedback to improve and manage our relationship with you.
• To comply with legal obligations and regulatory requirements.

We may also collect information to manage credit and business risks, collect an outstanding debt, or detect, prevent, manage, and investigate fraud or other unauthorized activity. 

From time to time, information may also be collected for other purposes or as permitted or required by law. We will always identify any additional purpose prior to, or at the time, of collection.

Disclosure

When is my personal information disclosed?

DocDoctor does not disclose any personal information to any third parties. All client information is held internally and used only by administrative staff and/ or the writers/ editors assigned to a particular client file solely for the purpose of completing the service(s) ordered by the client. DocDoctor also does not publicly identify or disclose the names or identities of clients, as all client information is held in strict confidence. 

Where will my personal information be stored?

Personal information about our clients may be stored or processed in or outside Canada. The information will be protected with appropriate safeguards, but may be subject to the laws of the jurisdiction where it is held.

How will DocDoctor ensure my personal information is kept safe?

DocDoctor applies leading technology, security, and safeguard processes and procedures to ensure the information we have about our clients remains safe from theft, loss, or unauthorized access.  

This includes the use of encrypted devices, systems, and servers to store and process client information, as well as the use of leading cybersecurity services to ensure the security of information and to mitigate against the risks of cybersecurity threats.

How long will DocDoctor retain my personal information?

DocDoctor will only retain your personal information for as long as necessary to fulfill the purpose for which it was collected. Information that is no longer required by us will be destroyed or de-identified.

Specific to client files or documents prepared by DocDoctor as per the terms of engagement or service request, all client files are normally held for a period of 2 years (24 months) and then destroyed. Such files are held only to assist in the preparation of future orders or service requests. Clients can always request to have files securely deleted upon order completion, if so desired. 

Access

How to access your personal information 

You may request to access or review the information we have about you. Such requests can be made directly with the editor or writer assigned to your file, or by e-mailing the Editor-in-Chief at info@docdoctor.ca. 

If you would like more information about Privacy Laws in Canada

The Office of the Privacy Commissioner of Canada oversees the handling of personal information within Canada. More information about the Office of the Privacy Commissioner of Canada can be found:

• Website: priv.gc.ca/en
• By Phone: 1 800 282 1376 or 819 994 5444
• By Fax: 819 994 5424
• By TTY: 819 994 6591

Effective Date: January 1st, 2025