Privacy Notice

FastDoc is a trading name of EMS Digital Ventures UK Limited. We are committed to protecting your personal data.

This Privacy Notice explains how we collect, use, store, share and secure personal information when you use our website, platform, services and related tools. It also explains your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the data controller of the personal information that you provide to us. Our registered address is:

FastDoc
2 Gladwyn Rd, SW15 1JY, London, United Kingdom
Email: privacy@fastdoc.co.uk
Company Number: 17013277

When clinicians working with us assess your submissions, they act as independent controllers of clinical information for the purposes of the healthcare they provide, with their own professional obligations.

We collect personal data in the following ways:

• Directly from you when you complete forms, submit requests, upload documents, contact us by email or use our services.
• Automatically when you visit our website or interact with it (e.g. cookies and analytics).
• From third parties, such as payment processors and secure hosting providers.

If you choose not to provide certain personal data, we may not be able to provide you with our services.

Personal & Contact Details

• Full name, email address, postal address, phone number, date of birth.

Health & Clinical Information (Special Category)

• Symptoms, medical history, current medications.
• Details relevant to certificates or clinical decisions, uploaded documents and images.
• Any clinical communication you submit.

Health data is special category data and is treated with enhanced safeguards.

Service Usage Data

• Records of certificates, assessments, clinical outcomes and communications with clinicians.

Technical Data

• IP address, device/browser data, cookies and interaction logs.

Billing & Payment Details

• Payment card information, billing address, transaction history.

We use personal data to:

a. Provide and manage services
To assess your requests, connect you with clinicians, deliver certificates and support documents, manage payments and communicate with you.

b. Communication
To send you service updates, notifications, reminders, responses to your queries and other operational messages.

c. Service improvement
To analyse data to improve service quality, user experience and security.

d. Legal & regulatory compliance
To comply with legal obligations, medical record keeping duties and professional governance.

e. Marketing (with consent)
To send promotional messages only where you have opted in. You can withdraw consent at any time.

We rely on legal bases including contract performance, consent (where required), legitimate interests and legal obligations.

We may share your personal data with:

• Clinicians and healthcare professionals who assess your request.
• Payment processors for billing.
• IT, hosting and cloud providers who support our systems.
• Regulatory authorities where required by law.
• Third parties for fraud prevention or legal defence.

We do not sell personal data for marketing purposes.

Clinicians and third parties with access to personal data are required to comply with UK data protection law.

If your data is processed or stored outside the UK, we ensure appropriate safeguards are in place, such as UK adequacy or data transfer agreements (e.g. UK standard contractual clauses).

We use reasonable technical and organisational measures to protect personal data, including:

• HTTPS encryption
• Secure cloud storage
• Access controls
• Logging and monitoring

Our security measures are regularly reviewed. Access to health data is limited to authorised personnel.

We retain personal data only for as long as necessary for the purposes it was collected and to satisfy legal, regulatory or clinical retention requirements.

Medical records are retained in line with UK clinical guidance (typically at least 8 years for adults). After retention periods expire, data is securely deleted or anonymised.

Under UK GDPR, you have rights including:

• Access to your personal data
• Correction of inaccurate data
• Deletion (where lawful)
• Restricting processing
• Objection to processing
• Data portability
• Withdrawing consent (where relied upon)

To exercise your rights, contact us at privacy@fastdoc.co.uk

You can also complain to the UK Information Commissioner's Office (ICO) if you believe we have breached data protection law.

We use cookies and similar tracking technologies on our website to:

• Enable core functionality
• Understand how visitors use our site
• Improve performance

A separate Cookie Policy may be provided. You can control cookies via browser settings.

We may update this Privacy Notice from time to time. The latest version will be published on our website with an updated date.

If you have questions about this policy or how we use your personal data, contact:

FastDoc
Email: privacy@fastdoc.co.uk
Address: 2 Gladwyn Rd, SW15 1JY, London, United Kingdom