Privacy Policy

About this Policy

ConsultDoc provides an AI-powered patient communication and appointment management platform designed to support interactions between patients and medical centres. This Privacy Policy explains how we collect, use, store, and disclose personal information when individuals use our platform, mobile application or interact with our services.

We are committed to handling all information in accordance with applicable privacy laws, including the Australian Privacy Act 1988 (Cth), and in line with healthcare data protection expectations.

Overview

ConsultDoc is an AI-powered patient communication and appointment management platform designed for medical centres and healthcare providers. We recognise that patient information is sensitive and are committed to handling all data in accordance with applicable privacy laws and general healthcare data protection standards.

Platform Scope

ConsultDoc enables medical centres to manage patient communication more efficiently by handling inbound calls through an AI assistant. The system captures patient details, understands the reason for the call, and converts this interaction into a structured appointment request that is made available to the clinic via a secure dashboard or mobile app.

Information We Collect

To provide our services, ConsultDoc collects personal information reasonably necessary to facilitate patient communication and appointment management. This typically includes:

• Basic patient details such as name, phone number, and email address.
• Information related to the patient's request, including the reason for the appointment and preferred timing.
• When interacting via voice or mobile app,call recordings, transcripts, interaction data, and mobile-specific information such as device type, operating system, and app usage data.
• Technical and system-related information such as call metadata, platform usage data, and other details to support system performance and security.

ConsultDoc collects personal information only where it is reasonably necessary to perform its functions. Where required, we obtain consent prior to collecting personal information, including sensitive health-related information.

How We Use Information

ConsultDoc uses the collected information to enable the core functionality of the platform, including capturing patient requests and converting them into structured appointment requests for medical centres. Authorised clinic staff may access this information to review, manage, and confirm appointments.

We may also use contact details to support appointment-related communication such as confirmations, reminders, and follow-up notifications. ConsultDoc does not use personal information for unrelated commercial purposes and does not sell personal data.

How Information is Shared

ConsultDoc shares personal information only where it is necessary to provide the service. Patient information is shared with the relevant medical centre to enable appointment scheduling and patient management. We may also share information with trusted third-party service providers who support the operation of our platform, including cloud infrastructure, communication services, and mobile app services. These providers are required to maintain strict confidentiality. In certain circumstances, we may disclose personal information if required to do so by law.

Data Security

We implement a range of technical and organisational measures to protect personal information from unauthorised access, misuse, or disclosure. All data is encrypted both during transmission and when stored. Access to data is controlled through role-based permissions. The platform and mobile application are continuously monitored to detect and respond to potential security risks.

Data Breach Notification

ConsultDoc maintains processes to detect, assess, and respond to data security incidents. In the event of a data breach that is likely to result in serious harm, we will comply with applicable data breach notification obligations under Australian law, including notifying affected individuals and relevant regulatory authorities where required.

Data Retention

ConsultDoc retains personal information only for as long as necessary to fulfil the purposes for which it was collected, including supporting appointment management, communication workflows, and meeting legal or regulatory obligations. When personal information is no longer required, it is securely deleted or de-identified.

Data Storage and Transfers

Personal information is stored using secure infrastructure that may be located in Australia or other trusted regions. Where data is transferred across regions, appropriate safeguards are implemented. ConsultDoc takes reasonable steps to ensure that overseas recipients do not breach the Australian Privacy Principles in relation to that information.

User Rights

Individuals may have the right to access the personal information held about them, request corrections if the information is inaccurate, or request deletion where applicable. Requests relating to personal information can be made through the relevant medical centre or by contacting ConsultDoc directly. We may require verification of identity before processing such requests.

For account and personal data deletion steps, see our Account Deletion Policy.

Cookies and Tracking

ConsultDoc may use cookies and similar technologies to support platform functionality, enhance user experience, and analyse system performance. Users can manage cookie preferences through their browser settings. Mobile app users may also manage certain tracking settings through app permissions and settings.

Third-Party Integrations

ConsultDoc may integrate with third-party systems, such as practice management software or communication tools, to enhance functionality. These third parties operate under their own privacy policies; however, we ensure that all integrations meet appropriate security and data protection standards.

Updates to this Policy

This Privacy Policy may be updated from time to time to reflect changes in our services or legal requirements. The most current version will always be available through our platform and mobile application.

Assurance

ConsultDoc is built to securely manage patient communication and appointment workflows, ensuring that all data is handled with confidentiality, integrity, and reliability. By using the mobile application or platform, you consent to the collection and processing of information as described in this Privacy Policy.