Privacy Policy
Last Updated: January 2026
At Green Doctors, your privacy is our top priority. This policy explains how we collect, use, protect, and share your personal and medical information in compliance with HIPAA regulations and applicable state laws.
Your Data. Your Rights. Our Responsibility.
HIPAA-compliant data protection for every patient
1. Information We Collect
We collect information that you voluntarily provide when using our services, as well as data automatically gathered through your interactions with our platform.
Personal Information
- Full name, date of birth, and gender
- Email address and phone number
- Mailing and billing address
- Government-issued ID for verification
Medical Information
- Medical history and current conditions
- Prescription and medication records
- Uploaded medical documents and reports
- Evaluation results and physician notes
2. How We Use Your Information
We use your personal and medical information strictly for the purposes outlined below. We never sell your data to third-party advertisers or data brokers.
- Account Management: To create and manage your patient account, process registrations, and verify your identity for secure access to our platform.
- Medical Evaluations: To process your medical certificate requests, conduct evaluations with licensed physicians, and issue legally compliant documentation.
- Communications: To send appointment reminders, certificate renewal notifications, service updates, and respond to your support inquiries.
- Legal Compliance: To comply with federal and state healthcare regulations, law enforcement requests, and legal proceedings where required.
3. Medical Data & HIPAA Confidentiality
Your medical data is treated with the highest level of confidentiality in accordance with the Health Insurance Portability and Accountability Act (HIPAA). All evaluations are conducted by licensed medical professionals, and your health records are stored in HIPAA-compliant, encrypted databases.
Important: We never share, sell, or disclose your protected health information (PHI) to third-party advertisers, marketing companies, or unauthorized entities. Your medical records are only accessible to the licensed physician assigned to your evaluation and authorized Green Doctors staff directly involved in your care.
4. Data Storage & Security
We implement industry-leading security measures to protect your information from unauthorized access, alteration, disclosure, or destruction.
256-bit Encryption
All data encrypted in transit (TLS 1.3) and at rest (AES-256)
Access Controls
Role-based access with multi-factor authentication for all staff
Audit Logging
Every data access is logged and monitored for suspicious activity
5. Cookies & Tracking Technologies
We use cookies and similar tracking technologies to improve your browsing experience and analyze site traffic. These include:
- Essential Cookies: Required for basic site functionality like login sessions and security tokens.
- Analytics Cookies: Help us understand how visitors interact with our website to improve the user experience.
- Preference Cookies: Remember your settings, such as language and theme preferences.
You can configure your browser to refuse cookies or alert you when cookies are being sent. Please note that disabling essential cookies may affect the functionality of our platform.
6. Third-Party Sharing & Disclosures
We do not sell your personal information. We may share your data only in the following limited circumstances:
- Licensed Physicians: To conduct your medical evaluation and issue certificates.
- Payment Processors: Secure third-party payment gateways to process transactions (we never store full credit card numbers).
- Legal Obligations: When required by law, court order, or governmental regulation.
- Service Providers: Trusted partners who assist in operating our platform (e.g., cloud hosting, email delivery) under strict confidentiality agreements.
7. Your Rights & Choices
You have the right to control your personal information. Depending on your jurisdiction, you may exercise the following rights:
Request a copy of the personal data we hold about you.
Request that we correct inaccurate or incomplete information.
Request deletion of your personal data (subject to legal retention requirements).
Receive your data in a structured, machine-readable format.
Unsubscribe from marketing emails at any time via the link in each email.
Request limitation of processing in certain circumstances.
8. Data Retention
We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Medical records are retained in accordance with applicable healthcare regulations, which typically require retention for a minimum of 6 to 10 years after the last date of service. When retention is no longer required, data is securely deleted or anonymized using industry-standard methods.
9. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected data from a child under 18, we will take immediate steps to delete such information from our records. If you believe a minor has provided us with personal information, please contact us immediately.
Questions About Your Privacy?
Our Data Protection Officer is ready to help you with any privacy-related queries. We aim to respond to all inquiries within 48 business hours.
Contact Privacy Team