Privacy Notice & Patient Consent — [Patient Full Name]

1. Who We Are

The data controller responsible for your personal information is HelloDoc Jamaica Limited, operating through the HelloDoc platform.

2. Purpose of Collection

HelloDoc Jamaica Limited uses HelloDoc to collect and store the following personal and care-related information for the purpose of providing and coordinating your healthcare, sending appointment reminders, documenting care, and communicating important health-related notices:

Information Collected	Purpose
Full Name and Date of Birth	Patient identification and record-keeping
Telephone Number	Appointment reminders and follow-up calls
Email Address	Appointment confirmations and reminders
Clinical documents created during care	Care delivery, referral handoff, diagnostic requests, specialty records, and legally required medical record retention

Clinical documents may include notes, prescriptions, referrals, diagnostic and imaging records, uploaded files, dental documents, physiotherapy records, pediatric and maternity summaries, and other records created by your treating healthcare provider.

3. How Your Information May Be Used

Your contact information may be used to:

Book and manage your appointments at the clinic
Send appointment confirmations and reminders
Create, store, print, export, and share clinical documents needed for your care
Operate and improve the HelloDoc platform
Contact you in case of a medical emergency

4. Legal Bases for Processing

Under the Jamaica Data Protection Act, 2020, we rely on:

Consent — your explicit consent to have your data processed for appointment scheduling, care coordination, and consent-gated sharing.
Legitimate interests — our interest in managing appointments and clinical workflows efficiently to deliver healthcare services.

5. Who Has Access to Your Information

Access is strictly limited to:

Your treating doctor and authorised doctors at your treating facility for continuity of care.
An internally referred-to doctor, when your doctor creates a referral handoff in HelloDoc, for records authored by the referring doctor.
Nurses / Receptionists — to manage bookings and check-ins.
Some patient-entered baseline history remains consent-gated per doctor and can be granted/revoked in Privacy & Data Settings.

6. Where Your Information Is Stored

Your personal information is stored securely on Supabase, a cloud-based platform with encryption in transit and at rest, role-based access controls, and compliance with international security standards. As a cloud service, data may be processed outside Jamaica; however, appropriate safeguards are in place consistent with the Jamaica Data Protection Act.

7. Retention of Information

Your personal contact information will be retained for as long as you remain a patient of this practice and for a minimum period required by applicable law thereafter. Clinical records are retained in accordance with HelloDoc's medical records retention policy. When information is no longer required, it will be securely disposed of in accordance with our data retention policy.

8. Your Rights

You have the right to:

Request access to the personal contact information we hold about you
Request that we correct any inaccurate or incomplete information
Withdraw consent-gated sharing at any time by notifying our office in writing or using Privacy & Data Settings
Request restrictions on how your information is used for communications
Lodge a complaint with the Office of the Information Commissioner — info@oic.gov.jm | Masonic Building, 2nd Floor, 45–47 Barbados Avenue, Kingston 5 | (876) 929-8568 / (876) 960-0874

To exercise any of the rights listed above, please contact our office at the clinic phone number or email address provided at registration. A member of our team will guide you through the steps required.

We will respond to all rights requests within 30 days of receipt. In cases of complexity or where multiple requests are received, we may extend this period by a further two months, in which case we will notify you within the initial 30-day period and explain the reason for the delay.

Patient Consent Declaration

I, the undersigned, hereby confirm that:

I have read and understood the Privacy Notice set out above.

I consent to HelloDoc Jamaica Limited and HelloDoc collecting, storing, and using my personal information and clinical records — including my full name, telephone number, email address, appointment details, and care documents created during treatment — for the purposes described in this Notice, including facility-based care continuity and internal referral handoff where applicable.

I understand that my data will be retained for the duration of my care and in accordance with the HelloDoc data retention policy, and will then be securely deleted unless I separately consent to its continued use.

I understand that I may withdraw consent-gated sharing at any time via the Privacy & Data Settings section in my profile, or by notifying the clinic in writing, and that withdrawal will not affect data already lawfully processed or access required for active facility care and referral handoff.

(If applicable) I confirm that I am 18 years of age or older. OR (for minors) I am the parent / legal guardian of the patient named below and I consent on their behalf.

Patient Full Name (Print)

Please print clearly

Date of Birth

DD / MM / YYYY

Telephone Number

Email Address

Patient Signature

Sign above

Date

DD / MM / YYYY

Signature of Parent / Guardian (if patient is a minor)

If applicable

Relationship to Patient (if signed by Guardian)

If applicable

For Office Use Only

Staff Name

Staff Signature

Date

DD / MM / YYYY

Patient Consent Form Template

Patient Consent Form Template