Privacy Policy

Last updated: November 10, 2026

HeyDoc is software for doctors and clinics: medical records, scheduling, notes and an assistant called Ibu. This policy explains what data we process, why, who we share it with and how you can exercise your rights. The Spanish version at heydoc.cc/privacy is the reference text.

Who we are

HeyDoc ("we") operates heydoc.cc and the app at app.heydoc.cc. This policy covers both and the emails we send. Privacy questions: hola@heydoc.cc.

Who decides about each piece of data

Patient data. The clinic or professional using HeyDoc is the data controller and decides what is recorded. HeyDoc processes it as a processor, only to provide the service and on their instructions (see our health data processing page, in Spanish).
Account and usage data. Data about the people who use HeyDoc (professionals, assistants, administrators) and people who write to us is processed by HeyDoc as controller under this policy.

What data we process

Account: name, email, password (stored so that no one can read it), two-factor settings and active sessions.
Clinic: name, country, members, access profiles, plan and plan usage.
Content the clinic enters: patients, appointments, visits, notes, studies and their files, prescriptions, vital signs and conversations with Ibu, including transcribed voice notes.
Ibu's memory: short notes about how you work (for example, scheduling preferences), which you can view, edit or delete in Settings. It never stores patient data.
Security records: who accessed or changed each record and when, and the IP address of sign-in attempts to limit abuse.
Product usage: events such as "an appointment was created", without names, clinical text or health data.
Google Calendar, only if you connect it: see Google user data.

On this website, heydoc.cc, we only measure visits with Google Tag Manager and Google Analytics if you accept (see Cookies and analytics) and, if you join the waitlist, we keep what you type in the form (see Waitlist). It never holds patient data.

How we use it

To provide the service the clinic signed up for and to support you when you ask.
To protect accounts: authentication, two-factor, rate limits and access logs.
To bill the plan and meter study analyses and Ibu messages.
To send service emails (invitations, password resets, security notices) and, unless you unsubscribe, tips about HeyDoc. Each of those includes an unsubscribe link.
To improve the product with usage data that contains no health information.

We do not sell clinic or user data, do not use it for advertising and do not train AI models on it.

Artificial intelligence

Ibu and study analysis send AI models only what is needed to answer your request. Every request requires providers that do not collect the data for training or other purposes and do not retain it (zero data retention, ZDR). Ibu does not act on its own: anything that changes data is shown as a proposal you confirm.

Google user data

You can connect your Google account so HeyDoc takes your Google Calendar into account when showing and finding free time. This section explains what we do with that data.

Data we access

The email address of the connected Google account, to show which account is connected.
Your calendar list (name and ID), so you can choose which calendars HeyDoc should check and mark each one as personal or work.
For calendars you mark as personal, only when you are busy: each event's start, end, all-day flag and busy/free status.
For calendars you mark as work, also each event's title and location, to show them in your schedule. They are stored encrypted.
We never read or store descriptions, attendees or attachments.

How we use it

Only to compute your available time inside HeyDoc, show in your schedule when you are busy (with the title and location, for work calendars) and, when you ask, have Ibu answer about your schedule and suggest free slots. If you turn on copying appointments to Google Calendar, HeyDoc creates, updates or cancels, in a calendar of yours that you choose, only the appointments you book in HeyDoc, titled "your clinic's name agenda - Turno" by default (no patient data; only if your clinic's administrator chooses so, the title carries the patient's initials or name, or the appointment reason) with a link to the appointment in HeyDoc. That permission is only requested when you turn on copying or a work calendar. If you move or delete one of those appointments in Google, HeyDoc lets you know and you decide: it never changes the appointment on its own. Nothing else.

How we store it

Access to your Google account is always stored encrypted.
We keep only events within a window from 7 days back to 90 days ahead; they refresh every 15 minutes and are deleted 8 days after they end.
Data is encrypted in transit and at rest.

Sharing

We share it with no one, except the infrastructure providers that run HeyDoc (see Who we share it with), when required by law, or, with your prior consent, in a merger or acquisition. We never sell it or use it for advertising. Only when you ask Ibu about your schedule is it sent to the AI model that writes the answer (see AI and machine learning, below).

AI and machine learning

When you ask Ibu about your schedule, we send the AI model that writes the answer what it needs to answer you: when you are busy and, for work calendars, the events' titles and locations. We do this only for that request you made, with zero data retention (ZDR) providers: the provider does not keep the data or use it for any other purpose. For personal calendars, only when you are busy is sent.

Google user data is never used to develop, improve or train generalized AI or machine learning models, ours or anyone else's.

Human access

No one at HeyDoc reads this data, except with your consent (for example, a support case you ask us to look into), for security reasons or to comply with the law.

Revoking access and deleting data

In HeyDoc, Settings, Calendars, "Disconnect": we revoke access at Google and delete the stored access, linked calendars and stored events.
You can also remove access at myaccount.google.com/permissions.
To request full deletion of your data, email hola@heydoc.cc.

Limited Use

HeyDoc's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of information received from Google Workspace scopes will adhere to the Google Workspace API User Data and Developer Policy, including the Limited Use requirements.

We use subprocessors to run HeyDoc. Each processes data only to provide its service to us. The full list, with what each one does and where, is on Subencargados (in Spanish).

Email you send to hola@heydoc.cc is received by our email provider. Otherwise we only share data when required by law.

International transfers

HeyDoc's servers are in the United States. If you use HeyDoc from another country, your data is transferred there under contractual safeguards with the clinic and our providers, such as the model clauses your country's law requires where applicable.

Retention

Medical records are kept while the clinic uses HeyDoc and for the period its country's law requires. Corrections are amendments; deletions are soft and audited.
When the service ends, we coordinate with the clinic the handover of its data and then its deletion.
Files sent to Ibu that are not saved to a record are deleted after 24 hours.
Read notifications are deleted after 90 days, unread ones after 180 (except unreviewed critical values).
Technical logs contain no health data and are kept for at most 400 days.
Product usage events are kept for 13 months.
Waitlist data is kept until we invite you or for at most 12 months (see Waitlist).

Your rights

Depending on your country's law, you can request access, rectification, deletion or objection, and in some cases portability. Users can email hola@heydoc.cc. Patients should contact their clinic or professional, who controls their record; we help the clinic respond, and if you write to us we will put you in touch with it.

Cookies and analytics

On heydoc.cc

We use Google Tag Manager and Google Analytics (Google LLC) to know how many people visit the site, where they come from and how our campaigns perform.
Until you choose, everything is denied by default (Google Consent Mode): no analytics or advertising cookies are stored. If you choose "Solo necesarias" (necessary only), it stays that way. Depending on how Google Analytics is configured, Google may receive cookieless signals that do not identify you, to estimate visits.
If you choose "Aceptar" (accept), Google may store analytics and campaign measurement cookies in your browser. Google processes that data under its privacy policy.
Your choice is stored in your browser (not on our servers). Change it any time with "Preferencias de cookies" in the footer, or by clearing this site's data. You can also block Google Analytics with Google's opt-out browser add-on.

In the app

app.heydoc.cc uses no Google Tag Manager and no third-party analytics. It only uses the cookies needed to keep you signed in (first-party, on app.heydoc.cc).

Waitlist

HeyDoc is invitation only. If you join the waitlist on heydoc.cc, we process what you type in the form: your email and, if you fill them in, your name, specialty, country and the name of your clinic or practice, along with the campaign or link that brought you (for example, a newsletter) and the date.

Purpose: to tell you when you can start using HeyDoc, invite you and share the launch benefits. We send nothing else with this data and do not share it with third parties for advertising.
Basis: your consent, given by ticking the box in the form. You can withdraw it at any time.
Form protection: to stop automated submissions, the form goes through an anti-abuse check that looks at technical signals from your browser and your IP address when you submit. We do not store those signals with your entry.
Retention: until we invite you or for at most 12 months from your last submission. Then we delete it.
Leaving the list: email hola@heydoc.cc and we delete your data.

Changes and contact

If we change this policy we update the date above and, for important changes, notify you by email or in the app. HeyDoc is not intended for minors as users. Questions: hola@heydoc.cc.