Privacy policy

This policy explains how Differential Diagnosis Doctor Pte. Ltd. ("we"), a company in Singapore, handles personal data in ddxdoctor.com. We follow Singapore's Personal Data Protection Act 2012 and, for users and patients in Vietnam, Decree 13/2023/ND-CP on personal data protection, as well as other laws that apply where you practise.

1. Data we collect

About you

• Account details: name, email, password (stored only as a salted hash), profession, specialty, registration or membership number.
• Letterhead details you choose to add: title, qualifications, provider number, clinic name, address, phone and email.
• What you do in the service: your questions, answers, chats, saved memory notes, feedback, and settings.
• Security records: sign-ins and an audit log of actions, kept to protect accounts and show how AI output was reviewed.

About patients, when you enter it

• Patient records you upload, consultation transcripts, visit notes, handouts, and readings of images you attach.
• For patient data, you decide what is entered and why; we process it on your behalf to provide the service. You are responsible for having a lawful basis, including any consent required.
• Audio recordings and attached images are processed and not stored. Uploaded record files are stored encrypted.

2. How we use it

• To provide the service: answering questions, reading records, drafting notes and handouts, and saving your work.
• To check that you are a registered practitioner, and to keep the service secure.
• To send account emails, such as email confirmation, and documents you choose to email.
• To improve the service, using aggregated or de-identified information.

We do not sell personal data, and we don't use it for advertising.

3. Who we share it with

We use service providers to run the service. They may process data only to provide their service to us:

• AI model providers, to generate answers, read documents and images, transcribe speech and read answers aloud. They receive the text, records or media needed for the task you ask for.
• Search services (web search and PubMed). They receive only the question text, never patient records.
• Email delivery (Resend), for account and document emails.
• Hosting and network providers, including Cloudflare, which carries traffic to the site.

We may also disclose data if the law requires it.

4. Where it is stored

ddxdoctor.com is a hosted service. We store your data in-region, in line with the data protection laws of the country where you practise; for example, data for users in Vietnam is stored on servers in Vietnam. Some providers above process data in other countries. Where personal data is transferred across borders, we take the steps the law requires so it receives comparable protection.

5. How we protect it

• The database and uploaded files are encrypted at rest, and connections use HTTPS.
• Access is by role; patient records are visible only to the clinician who entered them.
• Backups stay encrypted, and the keys are kept separately from them.

6. How long we keep it

We keep account data while your account is open, and delete or de-identify it within a reasonable time after you close it, unless the law requires us to keep it longer. You can delete chats, records and patients yourself at any time.

7. Your rights

You can ask to access or correct your personal data, withdraw consent, or have it deleted, and, where the law provides, object to or restrict processing. Patients who want to exercise rights over information a clinician entered should contact that clinician first. Email [email protected]; we will respond within the time the law requires.

8. Cookies

We use one essential cookie to keep you signed in, and store your language choice in your browser. We don't use advertising or tracking cookies.

9. Changes

We may update this policy and will show the new date above. For material changes we will tell you in the service or by email.

10. Contact and data protection officer

Differential Diagnosis Doctor Pte. Ltd., Singapore. Data protection officer: [email protected]