DOC Privacy Policy

Effective date: August 25, 2026
Last updated: September 3, 2026

Doctor Office Communicator, Inc. ("DOC," "we," "us," or "our") provides an office-scoped clinical communication service through iPhone, Apple Watch, notifications, Live Activities, and related services (the "Service"). This Privacy Policy explains how we collect, use, disclose, retain, and protect information when authorized users use the Service.

DOC is intended for authorized workforce members of participating healthcare offices. It is not intended for patients, emergencies, diagnosis, treatment recommendations, or personal health tracking.

1. Your Office and DOC

Your healthcare office controls membership in its DOC workspace and determines how its authorized workforce uses the Service. Sign in with Apple verifies identity but does not grant operational access. Operational access requires an active, enabled membership in a currently selected office.

This policy is not a healthcare provider's Notice of Privacy Practices and does not replace any notice your employer or healthcare office must provide. Questions about an office's use of information, employment records, or patient records should be directed to that office.

The beta Service is limited to synthetic, fictional, or otherwise non-PHI information. Beta users must not enter protected health information ("PHI"), patient identifiers, or real patient clinical information. DOC does not represent that the beta Service is approved for PHI or that a Business Associate Agreement is in effect.

2. Information We Collect

We may process:

  • Account and identity information: a Sign in with Apple identifier; name and email address, including an Apple private relay address; internal account and installation identifiers; and authentication and account-status information.
  • Office, membership, and directory information: office name, address, configured location, membership, role, specialty, approval, enabled and duty status, directory information, and an optional profile photograph.
  • Communications and workflow information: alerts, severity, recipients, sender, timestamps, acknowledgements, resolutions, delivery and read state, text and voice messages, transcripts, reactions, and office workflow configuration.
  • Device and technical information: push-notification and Live Activity tokens, device-scoped identifiers, notification preferences and delivery information, Apple Watch synchronization state, and limited diagnostic, security, request, and error information.

Beta users must use only synthetic or non-PHI information in all communication and workflow fields. DOC does not use third-party behavioral advertising technology, and we do not sell personal information.

3. Optional Device Permissions

DOC may request microphone access to record voice messages; camera or photo-library access for an optional profile image; location access to configure a work location and provide duty reminders; and notification access to deliver office alerts and updates.

When location reminders are enabled, the device may monitor entry to or exit from the configured work area. A work coordinate selected from the device's location is stored locally for geofencing. An office's configured address and location are stored as office data. You may change device permissions in iOS Settings, but disabling a permission limits the related feature.

4. How We Use Information

We use information to authenticate users; resolve office and membership; provide office-scoped alerts, messaging, directory, duty-status, notification, Live Activity, and Apple Watch features; route communications to authorized recipients; maintain workflow state; administer membership and office settings; operate, secure, troubleshoot, and support the Service; prevent misuse; enforce our agreements; and comply with applicable law.

We do not use communication content for advertising.

5. AI Processing

DOC uses artificial-intelligence service providers only for specific optional features. Before DOC sends voice audio to OpenAI for transcription, the signed-in user is shown a disclosure identifying OpenAI and must expressly allow voice transcription. If the user does not allow transcription, voice messages remain available, but DOC does not request a transcript or send the recording to OpenAI for transcription. The user's choice is account-scoped and may synchronize across devices signed in to the same DOC account.

Anthropic may process answers supplied during office setup to propose office workflow configuration. Before those answers are sent to Anthropic, the signed-in user is shown a disclosure identifying Anthropic and must expressly allow that processing. Declining AI processing prevents the proposed AI-generated configuration but does not prevent the user from using DOC's non-AI features.

A user may turn voice transcription off at any time in Settings > AI Processing > Voice Transcription. Turning it off applies to future voice messages and messages not yet being processed. It cannot retract audio whose transcription processing has already begun. DOC checks the user's current choice before transcription processing begins.

During beta, users must not submit PHI, patient identifiers, or real patient clinical information to these or any other DOC feature. AI-generated content may be incomplete or inaccurate and must be reviewed by the user.

6. How We Disclose Information

We may disclose information:

  • within the applicable office to authorized members and administrators as required by the intended workflow;
  • to service providers supporting hosting, databases, storage, authentication, serverless processing, notification delivery, and AI processing, including Google Firebase/Google Cloud, Apple, OpenAI, and Anthropic;
  • at a participating office's direction;
  • when reasonably necessary to comply with law, protect rights or safety, investigate misuse, or secure the Service; and
  • in connection with a merger, financing, acquisition, reorganization, or sale of assets, subject to appropriate safeguards.

DOC's operational model does not permit one office to access another office's operational data.

7. Retention and Deletion

We retain information for as long as reasonably necessary to provide and secure the Service, meet contractual obligations, resolve disputes, and comply with law. Different categories have different lifecycles. Communications may expire on short operational schedules, while membership, office configuration, security, administrative, and legally required records may be retained longer. Deletion and backup cleanup may not be instantaneous.

To delete your DOC account, use the in-app Delete Account action—located in Settings for active members and beside Sign Out when office access is blocked or pending—type DELETE, and complete fresh Sign in with Apple verification. If another active administrator exists, this deletes only your account. If you are an office's sole active administrator, continuing permanently closes that office, deletes its office-scoped data, and ends every remaining member's access to it.

You may also contact privacy@doc.healthcare with privacy questions or requests concerning other personal information. Legally required security or deletion records outside the closed office may be retained where permitted or required by law.

8. Security

We use administrative, technical, and physical safeguards designed to protect information, including authentication, office-scoped authorization, access controls, and encrypted transmission through our platform providers. No security measure can guarantee absolute security.

Protect your device and credentials and promptly report suspected unauthorized access to your office administrator and hello@doc.healthcare.

9. Your Choices and Rights

Depending on applicable law, you may have rights to request access to, correction of, or deletion of personal information, or to object to or restrict certain processing. Because a participating office controls its workspace and may control information processed through DOC, requests concerning office records may need to be directed to that office.

You may contact privacy@doc.healthcare to make a privacy request. You may also change camera, photo, microphone, location, and notification permissions in iOS Settings; turn optional voice transcription on or off in DOC Settings > AI Processing > Voice Transcription; and ask your office administrator to update directory or membership information. Turning transcription off does not disable voice messaging.

10. Children's Privacy

DOC is a workforce communication tool and is not directed to children under 13. We do not knowingly allow children under 13 to create accounts.

11. United States Processing

DOC and its service providers may process information in the United States and other locations where they operate. By using the beta Service, you understand that information may be processed outside your state or country, subject to applicable law.

12. Changes to This Policy

We may update this policy to reflect changes to the Service, our practices, or applicable law. We will post the revised policy with a new "Last updated" date and provide additional notice when required.

13. Contact Us

Doctor Office Communicator, Inc.
Attn: Privacy
3675 Hendricks Ave
Jacksonville, FL 32207
privacy@doc.healthcare

Terms Privacy
© 2026 Doctor Office Communicator, Inc.