Privacy Policy

Effective Date: 17/07/2025

At PingMeDoc.net, we value your trust and are dedicated to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our services across Europe. It also describes your rights and how you can exercise them. We aim to be as transparent as possible, so you always know how your data is handled.

By visiting our website, creating an account, booking a consultation, or requesting a medical certificate, you accept the practices described in this Privacy Policy. If you do not agree, we kindly ask that you do not use our services.

Who We Are

PingMeDoc.net is an online platform providing access to certified medical certificates and consultations with licensed doctors. We operate primarily across the European Union, the United Kingdom, and the EEA. Our goal is to make obtaining professional medical documentation seamless, secure, and accessible.

What Information We Collect

When you use our platform, we collect a range of personal data to deliver our services properly. The data we gather depends on how you interact with us.

Depending on how you interact with us, we may collect the following types of personal data:

Identity data: your full name, gender, date of birth, nationality.
Contact data: your email address, mobile or landline number, and mailing address.
Health data: details of your symptoms, medical history, diagnostic records, prescriptions, and doctor assessments.
Payment data: billing details and transaction information (handled by secure payment processors, we do not store card data).
Usage data: information about how you use our website or Services, including browser type, pages viewed, IP address, and device information.
Communication data: records of emails, chats, or other interactions with our support team.
Consent records: where you have given us specific permissions (such as marketing preferences).
Other data: any information you provide voluntarily, such as through forms, surveys, or additional documentation for your case.

How We Use Your Information

We only process your personal data when we have a valid legal reason to do so under the GDPR. These include performing a contract (such as providing the medical certificate you requested), complying with legal obligations, securing your explicit consent (especially for health data), or pursuing our legitimate interests, provided these do not override your rights.

The primary reason we collect your information is to provide the service you have asked for. Without your data, we cannot arrange for a licensed doctor to review your case or prepare a certified medical document.

We also use your data to:

Communicate with you, including confirming appointments, sharing updates about your certificate, or responding to any questions you may have.
Maintain accurate records, comply with healthcare regulations, and fulfill our legal and professional responsibilities.
Improve our services by analyzing how users navigate our site, helping us identify any difficulties or areas for enhancement.
Ensure security and prevent fraud or misuse of our platform.
Occasionally, with your consent, send you newsletters, surveys, or special offers that might interest you.

We never use your sensitive health information for advertising without explicit consent. Any marketing is always based on your choice, and you can withdraw this consent at any time.

How We Share Your Data

Protecting the confidentiality of your data is one of our top priorities. We only share your personal information when necessary to fulfill our services or comply with applicable laws.

Your information is primarily accessed by our team and licensed medical practitioners who review your medical forms, hold video consultations, and issue your certificate. These doctors are bound by strict professional confidentiality obligations.

We also work with carefully selected third-party service providers who help us run our business. For example, we use secure hosting companies to store data, payment processors to handle transactions, software developers who maintain our platform, and data analytics services that help us understand how users interact with our website.

Whenever we share data with these partners, we ensure they comply with strong data protection standards and sign data processing agreements that require them to keep your information secure and confidential.

In rare situations, we may need to share your data with regulatory authorities, law enforcement agencies, or courts if we are legally required to do so. This might happen in cases of fraud investigations, disputes over medical records, or compliance audits.

We want to reassure you that we do not sell your data to any third parties, ever.

International Data Transfers

PingMeDoc.net primarily operates across Europe. However, some of our technical providers may be located outside the EU or EEA. When this happens, we make sure that your data is still protected by strong safeguards.

We rely on mechanisms such as Standard Contractual Clauses approved by the European Commission, or work with providers in countries recognized by the EU as having adequate data protection laws. This ensures that even if your data is processed outside Europe, it remains covered by protections equivalent to those under the GDPR.

Keeping Your Data Secure

We know that medical and personal data is highly sensitive. That’s why we apply rigorous security standards to protect it.

All personal and medical information is stored on secure servers with advanced encryption. We use strict access controls, meaning only authorized team members or doctors involved in your care can view your files. Our site uses HTTPS protocols to protect data as it travels across the internet.

We regularly update our security systems, perform audits, and train our staff on privacy best practices to reduce risks of data breaches.

While we do everything possible to safeguard your data, no system can guarantee absolute protection against cyber threats. We therefore also recommend that you keep your own devices secure and let us know immediately if you suspect any unauthorized use of your account.

How Long We Keep Your Data

We will only keep your personal information for as long as necessary to provide our services and fulfill our legal and regulatory obligations.

Typically, we retain medical records and related documentation for the minimum period required under healthcare laws in your country, which often means several years to meet professional standards or comply with audits.

For marketing or website analytics data, we store it only as long as needed for these purposes and always respect your right to opt out.

When your data is no longer required, we either securely delete it or anonymize it so that it can no longer be linked back to you.

Your Rights Under Data Protection Laws

Because we operate under the GDPR and local European regulations, you have important rights over your data. These include:

Access: You can request a copy of the personal information we hold about you.
Correction: If you believe any details are incorrect or incomplete, you can ask us to fix them.
Deletion: Also called the “right to be forgotten,” you can ask us to delete your data under certain circumstances.
Restriction: You can ask us to limit how we process your data, for example, if you contest its accuracy.
Portability: You can request your data in a structured format to transfer to another service provider.
Objection: You can object to us processing your data for direct marketing at any time, or based on our legitimate interests in other situations.
Withdraw consent: If you’ve given us consent to process specific data, like your health information, you can withdraw this consent whenever you like.

Cookies and Similar Technologies

Our website uses cookies and similar tracking tools. These help us run the site smoothly, remember your preferences, and understand how visitors use our pages. Some cookies are essential for the website to function, while others help us improve your experience or show relevant information.

When you first visit our site, we display a cookie consent banner so you can choose your preferences. You can also adjust your browser settings to block cookies, though some site features may not work properly if you do.

Links to Other Websites

Our platform may include links to third-party sites. Once you click on these links, we have no control over their privacy practices or content. We encourage you to read the privacy policies of any external sites you visit.

How to Contact Us

If you have any questions about this Privacy Policy, how we handle your data, or if you wish to exercise your data protection rights, please contact us at:

care@pingmedoc.net

We take every privacy concern seriously and will do our best to resolve your questions promptly and fairly.

Updates to This Policy

From time to time, we may update this Privacy Policy to reflect changes in our practices or new legal requirements. When we do, we will post the updated policy on our website with the new effective date. We encourage you to review it regularly to stay informed about how we protect your data.

Thank you for trusting PingMeDoc.net with your personal information. We are committed to providing you not just with reliable medical documentation, but also with the assurance that your privacy is respected every step of the way.