Privacy policy

Last updated: 12 September 2026

Who is responsible for your information?

MedDocCall Ltd, company number 16943768, registered in England and Wales. Registered office: 50 Princes Street, Ipswich, England, IP1 1RJ. MedDocCall Ltd is the data controller for the information it uses to respond to enquiries and provide its coordination services. Contact hello@meddoccall.co.uk or +44 7344 044509. Website: https://meddoccall.co.uk. You may also write to our registered office.

Who this policy covers

This policy covers website visitors, people enquiring about our services, customers and patients whose arrangements we coordinate, and people contacting us on behalf of a child or another adult. MedDocCall coordinates care; independent healthcare providers deliver medical advice, diagnosis and treatment.

Information collected through this website

The enquiry form collects your name, email address, optional phone number, contact preference, requested service and specialist area, the patient’s country, your relationship to the patient, intended timing, optional hospital or appointment preference, and an optional practical message. We also record the enquiry reference, submission time, consent version, enquiry status and email-sending status. Please do not enter symptoms, diagnoses, medical records, identification documents or another person’s health details in the form. A service or specialist preference may itself reveal information about health.

Information collected as arrangements progress

If needed for an agreed service, we may request further contact or appointment details and information supplied by you or an authorised representative. Where medical records are required for a consultation, we explain the agreed sharing process and obtain separate explicit consent before handling or sharing them. Do not send medical documents through the website or in reply to an automated email. Any necessary identity, authority, billing or payment information is requested separately; this website does not collect card details or document uploads.

How information reaches us

We receive information from the website form, your emails and calls, and other communication channels you choose to use with us. With the appropriate permission, information may also come from your representative or the healthcare provider involved in your arrangements. We explain the use and source of information to the person concerned where required.

Responding to enquiries and providing support

We use the information to respond, clarify your requirements, check availability, coordinate agreed appointments and provider communication, provide practical follow-up, and manage fees or complaints where applicable. We rely on your consent for the initial enquiry as described on the form. For agreed coordination services, we may rely on steps you request before a contract or performance of that contract. We use information where necessary to comply with legal obligations. Our legitimate interests include maintaining the security of our service and managing or defending complaints and legal claims, subject to your rights.

Health-related information and consent

Where your enquiry includes health-related preferences, we ask for your explicit consent to use that information to respond to the request. Detailed medical-record handling and sharing use a separate consent process identifying the purpose and intended recipients. Merely browsing the website or accepting service terms is not explicit consent to use medical records or transfer them overseas. Where explicit consent is our basis or special-category condition, you can withdraw it by contacting us; withdrawal does not undo lawful processing already carried out and may affect arrangements we can continue. Any exceptional use required for a legal claim or obligation must have its own applicable lawful basis and special-category condition.

Enquiring for someone else

Please share only the information you have permission and appropriate authority to provide. Being a relative does not automatically authorise you to disclose another adult’s medical information. Before handling patient records or coordinating information sharing, we confirm the relevant patient consent or representative authority. Where a child is involved, we work through a parent or legal guardian and consider the child’s rights and circumstances.

The enquiry desk and email confirmations

Website enquiries are saved in a MySQL database hosted through Hostinger. Authorised MedDocCall staff view them in a password-protected enquiry desk. Hostinger Mail sends a confirmation to the email address supplied and a notification to our team at meddoccall.uk@gmail.com. These automated messages contain a reference and practical next steps, rather than the full enquiry or medical records. The team notification links to the authenticated portal. Email delivery can be delayed or fail; the reference on the website confirms that the enquiry was saved. Form progress is held in the current page and is not saved to browser storage.

Who receives information

Information is available to authorised MedDocCall staff and the hosting, database, email and communication services used to run our operations, including Hostinger and Google for our team mailbox. Where agreed and necessary, information may be shared with the relevant independent hospital, doctor, diagnostic provider or insurance provider, and with professional advisers or authorities where justified or required. Initial website enquiries are not automatically forwarded to Kinder, Futureace or any other hospital. Independent providers may act as separate controllers and have their own privacy notices.

Information shared outside the UK

Coordinating care may involve sharing information with providers in India, including Kinder or Futureace where relevant to your arrangements. Hosting and communication providers may also process information outside the UK. Before a restricted transfer, the applicable transfer arrangements must be established: UK adequacy regulations where available, appropriate safeguards such as an applicable transfer agreement and assessment, or a legally permitted exception. Our separate records-sharing process explains the intended recipients and purpose. Contact us for information about the safeguards applicable to your proposed arrangements and how to obtain a copy where available. Consent to receive a reply is not blanket permission to send records abroad.

Technical information and cookies

The application uses technical request information, including a hashed network-address value for rate limiting, to help protect the enquiry and sign-in services. Hosting providers may keep security and operational logs. The admin portal uses an essential sign-in cookie with an eight-hour lifetime. Google Analytics, advertising trackers and embedded third-party chat, maps or video tools are not configured in this website. See the Cookie Policy for details.

Marketing and automated decisions

We send marketing communications only with an appropriate separate opt-in, and provide a way to withdraw it. Submitting an enquiry does not sign you up for marketing. Enquiry confirmations and replies are service communications. We do not sell personal data or use this enquiry system to make automated clinical or eligibility decisions.

How long information is kept

Information is retained only for as long as needed for its purpose and any applicable legal obligations. Relevant factors include whether the enquiry or agreed support remains active, necessary follow-up, outstanding payments, complaints or disputes, and record-keeping obligations. Different records, including enquiries, correspondence and backups, may need different retention arrangements. Closing an enquiry in the portal does not itself delete it. Contact us to ask about the retention applicable to your information or request erasure; any continuing need to retain it will be considered under the applicable rules.

Keeping information secure

The website uses HTTPS, server-side access checks and a secure admin sign-in cookie. Access is intended for authorised staff only. The initial form does not accept medical-document uploads, and separate arrangements are used when records are needed. Please follow the sharing instructions provided to you. No website or communication method can be guaranteed completely secure.

Your rights

Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your information, object to processing, and withdraw consent where we rely on it. Some rights are subject to conditions or exceptions. Contact hello@meddoccall.co.uk; we may need proportionate information to verify your identity or authority before responding. You may complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/. You do not have to contact us first, although we welcome the opportunity to address your concern.

Updates and contact

We update this policy when our services or information-handling arrangements change. The date above identifies the latest website revision. Where appropriate, we will bring material changes to your attention. Contact hello@meddoccall.co.uk or +44 7344 044509. Website: https://meddoccall.co.uk. You may also write to our registered office.

Questions? Contact MedDocCall.