Privacy Policy

Updated: April 13, 2025

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. ### Please Review It Carefully.

At Doctronic, accessible from https://www.doctronic.ai, one of our main priorities is the privacy of our visitors. This Privacy Policy document contains types of information that is collected and recorded by Doctronic and how we use it. This Privacy Policy applies to our online activities and is valid for visitors to our website, app, and services with regards to the information that they shared and/or collect in Doctronic. This policy is not applicable to any information collected offline or via channels other than this Website, our Apps, or via our Service.

Your Information. Your Rights. Our Responsibilities

We understand the importance of protecting your health information. We are committed to maintaining the privacy and security of your information and providing you with information about your rights and our responsibilities.

Anonymous Usage vs. Member Accounts

Doctronic offers two ways to use our service:

• Anonymous Usage: By default, Doctronic provides anonymous access where no personal information is saved. Your interactions are not linked to your identity, and no identifying information is retained after your session ends.
• Member Accounts: Users who choose to create member accounts can save their medical information, track their health history, and access additional features. The rights and policies described in this document primarily apply to users with member accounts, as anonymous users do not have stored information.

When using Doctronic anonymously, your privacy is maximized as we do not collect or store personally identifiable health information. The remainder of this policy primarily addresses how we handle information for users with member accounts.

Consent

By using our Website, app, and services, Apps, Content, or Service, you hereby consent to this Privacy Policy and agree to its terms.

Your Rights

When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.

Access Your Medical Record

• For users with member accounts, you can access your medical record and health information directly through your secure Doctronic account at any time.
• All information is available digitally through our secure platform. We do not provide paper copies of records.
• Anonymous users do not have stored medical records to access, as no medical records are linked to users for anonymous users.

Update Your Medical Record

• Members with accounts can update their own medical record directly through their Doctronic account.
• You are responsible for ensuring that all information you provide is accurate and complete.
• Anonymous users do not have stored medical records to update.

Confidential Communications

• All communications with Doctronic occur through our secure website and app, which are designed to protect your privacy.
• We do not communicate with users through non-secure channels such as regular email or SMS.

Ask Us to Limit What We Use or Share

• For member accounts, you can ask us not to use or share certain health information for treatment, payment, or our operations.
• We are not required to agree to your request, and we may say "no" if it would affect your care.
• If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer.
• We will say "yes" unless a law requires us to share that information.

Get a Copy of This Privacy Notice

• You can download or print a copy of this notice at any time from our website.

Choose Someone to Act for You

• If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
• We will make sure the person has this authority and can act for you before we take any action.

File a Complaint if You Feel Your Rights Are Violated

• You can complain if you feel we have violated your rights by contacting our Privacy Officer using the information at the end of this notice.
• You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/hipaa/for-individuals/guidance-materials-for-consumers/index.html.
• We will not retaliate against you for filing a complaint.

Your Choices

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

You Have Both the Right and Choice to Decide

• Whether to use Doctronic anonymously or create a member account
• Whether to use Doctronic to communicate with your primary care physician
• What information you provide to Doctronic
• Whether to receive marketing communications from us (you can opt out at any time)

In emergency situations or if we believe there is a serious and imminent threat to health or safety, we may take appropriate action to protect you or others.

In These Cases We Never Share Your Information Unless You Give Us Written Permission

• Sale of your information
• Most sharing of psychotherapy notes
• Sharing your health information with third parties for their marketing purposes

Information We Collect

Anonymous Usage

When using Doctronic anonymously:

• No personal health information is linked to your identity
• We may collect minimal technical information needed to provide the service, such as IP address and browser type
• We do not associate your interactions with your identity

Member Accounts

When you create a member account, the personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.

If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

When you register for an Account, we may ask for your contact information, including items such as name, address, email address, and telephone number.

Our Uses and Disclosures

How do we typically use or share your health information? We typically use or share your health information in the following ways:

Help Facilitate Communication with Your Healthcare Provider

• For members with accounts, we use your health information to help you communicate effectively with your primary healthcare provider.
• Example: Doctronic processes information you provide to format it in a way that is helpful for discussing with your doctor.

Run Our Organization

• We can use and share your health information to run our platform, improve your experience, and contact you when necessary.
• Example: We use health information to develop better ways of helping users communicate with their doctors.

Limited Information Sharing

We strictly limit the sharing of your information:

• We only share information with contracted medical professionals working directly for Doctronic who help improve our AI systems and services.
• All contracted professionals are bound by strict confidentiality agreements.
• We do not share your information with third-party providers, advertisers, or other outside entities.
• We do not sell your information under any circumstances.

How Else Can We Use or Share Your Health Information?

We are allowed or required to share your information in other ways - usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes. For more information see: https://www.hhs.gov/hipaa/for-individuals/notice-privacy-practices/index.html.

Comply with the Law

• We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we're complying with federal privacy law.

Address Serious Threats to Health or Safety

• We may share your information when necessary to prevent a serious and imminent threat to your health or safety or the health or safety of others.

Respond to Lawsuits and Legal Actions

• We can share health information about you in response to a court or administrative order, or in response to a subpoena.

Log Files

Doctronic follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this as part of hosting services' analytics. The information collected by log files includes internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users' movement on the website, and gathering demographic information.

Cookies and Web Beacons

Like any other website, Doctronic uses 'cookies'. These cookies are used to store information including visitors' preferences and the pages on the website that the visitor accessed or visited. The information is used to optimize the users' experience by customizing our web page content based on visitors' browser type and/or other information.

SMS and Text Messaging

We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, and any other vendors who assist us in the delivery of text messages.

CCPA Privacy Rights (Do Not Sell My Personal Information)

Doctronic does not sell personal information. Under the CCPA, among other rights, California consumers have the right to:

• Request that a business that collects a consumer's personal data disclose the categories and specific pieces of personal data that a business has collected about consumers.
• Request that a business delete any personal data about the consumer that a business has collected.
• Request that a business that sells a consumer's personal data not sell the consumer's personal data.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

GDPR Data Protection Rights

We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

• Right to Access: You have the right to request copies of your personal data. We may charge you a small fee for this service.
• Right to Rectification: You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.
• Right to Erasure: You have the right to request that we erase your personal data, under certain conditions.
• Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.
• Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us using the information provided at the end of this notice.

Children's Information

Doctronic's website and services are for adults over the age of 18 only. Doctronic does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, app, and services, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.

Our Responsibilities

• We are required by law to maintain the privacy and security of your protected health information.
• We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
• We must follow the duties and privacy practices described in this notice and give you a copy of it.
• We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

For more information see: https://www.hhs.gov/hipaa/for-individuals/notice-privacy-practices/index.html.

Changes to the Terms of This Notice

We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our web site.

Contact Information

If you have any questions about this Privacy Policy, wish to exercise your rights, or file a complaint, please contact our Privacy Officer:

Privacy Officer
Doctronic Inc.
170 W 73rd St
New York, NY 10023
Email: privacy@doctronic.ai
Phone: (424) 444-4543