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Privacy Policy

A legal disclaimer
Effective date: [18th February 2026]
Last updated: [20th February 2026]

This Privacy Policy explains how Doc Presence (“Doc Presence”, “we”, “us”, “our”) collects, uses, shares, and protects information when you visit our website [yourdomain.com] (the “Website”), contact us, or use our services.

By using our Website, you agree to this Privacy Policy.

Privacy Policy

1) Who this policy applies to

This policy applies to:

  • Visitors to our Website

  • Prospective clients who contact us (e.g., via forms, phone, email, WhatsApp)

  • Clients who purchase our services
     

Important: We are a marketing and digital presence agency for doctors. We are not a healthcare provider, and our Website does not provide medical advice.


2) Information we collect
A) Information you provide to us

When you fill a form, book a call, or contact us, we may collect:

  • Name, clinic/doctor name, specialty

  • Email address, phone number/WhatsApp number

  • City/location and practice details you share

  • Website URL and/or Google Business Profile link

  • Any message, brief, documents, images, or brand assets you share with us


B) Information collected automatically (usage data)

When you browse our Website, we may collect:

  • IP address, browser type, device type, operating system

  • Pages viewed, time spent, clicks, referral source

  • Approximate location (city/region-level)


C) Cookies and similar technologies

We may use cookies and similar tools to:

  • Enable core site functionality

  • Understand traffic and performance

  • Improve user experience

  • Measure marketing effectiveness

You can control cookies through your browser settings. Disabling cookies may affect site functionality.


3) How we use your information

We use information for:

  • Responding to enquiries and scheduling calls

  • Providing proposals, onboarding, and delivering services

  • Managing client accounts, billing, and support

  • Improving our Website, content, and service offerings

  • Sending service updates, operational messages, and (if opted in) marketing communications

  • Preventing fraud, abuse, or security incidents

  • Complying with legal obligations


4) Legal basis for processing (where applicable)

Depending on your location, we process information based on:

  • Consent (e.g., when you submit forms or opt in)

  • Contract (to deliver services you request)

  • Legitimate interests (e.g., improving the Website, securing systems)

  • Legal obligation (e.g., tax/compliance requirements)


5) Sharing of information

We do not sell your personal information.

We may share information with:

  • Service providers / vendors who help run our business (hosting, analytics, email, CRM, payment processors, scheduling tools)

  • Messaging and communication tools (e.g., WhatsApp) when you contact us or request support

  • Platform partners where required for delivery (e.g., Google Business Profile tools, social platforms) — only as needed for the services you request

  • Legal and compliance authorities if required by law, court order, or to protect rights and safety

We share only what is necessary for the intended purpose and expect vendors to protect data.


6) Client content and patient-related information

Our services are built for doctors. During service delivery, clients may share:

  • Doctor/clinic profile details

  • Content drafts, images, videos

  • Scheduling/contact flows and message templates


Patient data: We do not require patient medical records to deliver typical services. If a client shares patient-related data (e.g., phone lists for WhatsApp campaigns), the client remains responsible for:

  • Obtaining all required patient consents

  • Ensuring lawful collection and use

  • Sharing only what is necessary

Where feasible, we recommend using aggregated or anonymized data.


7) WhatsApp communications

If you contact us via WhatsApp or request WhatsApp-based support:

  • We may store your messages and contact details to respond and maintain service continuity.

  • For client campaigns, sending messages must follow opt-in and platform policies. Clients are responsible for consent capture; we can help implement consent-first flows.


8) Data retention

We keep information only as long as needed for:

  • Providing services and support

  • Maintaining business records and legal compliance

  • Resolving disputes and enforcing agreements

Retention periods may vary depending on the type of data and legal requirements.


9) Data security

We use reasonable administrative, technical, and organizational measures to protect information. However, no online system is 100% secure. You use the Website at your own risk.


10) Your rights and choices

Depending on applicable law, you may have rights to:

  • Access the personal information we hold about you

  • Correct or update inaccuracies

  • Request deletion (subject to legal/contractual limits)

  • Withdraw consent (where processing is based on consent)

  • Opt out of marketing messages at any time

To request changes, contact us using the details in Section 14.


11) Third-party links

Our Website may link to third-party websites (e.g., social media platforms). We are not responsible for their privacy practices. Please review their policies directly.


12) International data transfers

If you access our Website from outside the country where our servers/vendors operate, your information may be transferred and processed in other jurisdictions. We take steps to protect information consistent with this policy.


13) Children’s privacy

Our Website is not intended for children under 18. We do not knowingly collect personal information from children.

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