The DocLine Telehealth

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Privacy Policy Overview

Last Updated: October 20, 2025

The DocLine, LLC (“The DocLine,” “DocLine,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains our practices for collecting, using, disclosing, and safeguarding your personal information, including non-health data (e.g., browsing habits) and Protected Health Information (PHI) under HIPAA. It applies to our website (www.thedocline.com and www.doclinetelehealth.com), mobile applications, and telemedicine services (collectively, the “Services”).

For PHI specifically, refer to the Notice of Privacy Practices (NPP) below, which is a required HIPAA document. Non-PHI data (e.g., cookies, analytics) is handled as described in this policy. We comply with HIPAA, the California Consumer Privacy Act (CCPA) where applicable (though limited to FL/VA users), and other laws. If there’s a conflict, the stricter standard applies.

We collect the minimum necessary information to provide Services. Questions? Contact our Privacy Officer at docline@thedocline.com.

Information We Collect

Personal Information: Name, email, phone, address, payment details, device data (e.g., IP address), and usage logs.
PHI: Health details from consultations, as detailed in the NPP.
Automatically Collected: Cookies, pixels, and analytics for site improvement (opt-out via browser settings).

How We Use Your Information
  • To provide Services (e.g., scheduling, communications).
  • For analytics, marketing (with consent), and legal compliance.
  • Non-PHI may be de-identified for aggregate insights.
Sharing Your Information
  • With Providers for care.
  • Vendors (e.g., payment processors) under strict agreements.
  • As required by law (e.g., subpoenas).
Your Choices
  • Opt out of marketing emails.
  • Manage cookies.
  • For PHI rights, see NPP.

Security

We use encryption, access controls, and audits, but no system is perfect.

Changes

We may update this policy; check periodically.

This policy incorporates the NPP below for a comprehensive view.

Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

The DocLine is committed to protecting your privacy and the confidentiality of your health information. As a telemedicine service provider, we comply with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and applicable state laws in Florida and Virginia. This Notice applies to all Protected Health Information (“PHI”) we maintain about you, which is information that identifies you and relates to your past, present, or future physical or mental health, the provision of healthcare to you, or payment for such healthcare.

The DocLine operates as a covered entity under HIPAA for our telemedicine services, facilitating virtual consultations with independent licensed healthcare providers (“Providers”) for non-emergency conditions such as urinary tract infections (UTI) and anxiety. Providers are independent contractors and may have their own privacy practices; however, we require them to adhere to HIPAA through business associate agreements where applicable. This Notice describes our practices regarding PHI generated through our website (www.doclinetelehealth.com), mobile applications, and related services (collectively, the “Services”).

If you have questions about this Notice, contact our Privacy Officer at docline@thedocline.com.

Information We Collect About You

To provide our Services, we collect PHI and other personal information from various sources. This helps us facilitate consultations, process payments, and improve care.

PHI Collected Directly from You
  • During registration or consultations: Your name, date of birth, contact information (email, phone, address), medical history, symptoms, current medications, allergies, and other health-related details you provide via forms, secure messaging, audio/video calls, or chats, which may be recorded for quality and training purposes (with your consent where required).
  • Communications: Records of your interactions with us or Providers, including emails, texts, calls, or video sessions, which may be recorded for quality and training purposes (with your consent where required).
  • Payment information: For our self-pay model, details such as credit card numbers or billing addresses to process your flat consultation fee.
PHI Collected from Third Parties
  • From Providers or other healthcare entities: With your authorization, we may receive medical records, test results, or prior consultation notes to support ongoing care.
  • From devices or apps: If you integrate health data (e.g., from wearables), we collect relevant PHI only with your consent.
Information Collected Automatically
  • Device and usage data: IP address, browser type, device identifiers, location (to verify you are in Florida or Virginia), access times, and navigation patterns on our Sites.
  • Technical logs: Information about your interactions with our platform, such as features used and session duration, to enhance security and functionality.

We only collect the minimum necessary PHI to provide Services, in line with HIPAA’s “minimum necessary” rule.

How We Use and Disclose Your PHI

We use and disclose PHI for treatment, payment, and healthcare operations, as permitted by HIPAA, without your authorization unless otherwise required. All uses adhere to the minimum necessary standard.

For Treatment
  • To provide virtual consultations: We share PHI with Providers to diagnose, treat, or recommend care for your condition.
  • Care coordination: Disclosing PHI to other healthcare professionals (e.g., pharmacists for prescriptions) or for follow-up referrals.
  • Telemedicine-specific: Using PHI from prior sessions to inform new consultations, ensuring continuity in virtual care.
For Payment
  • Processing self-pay fees: Using PHI to bill and collect your consultation payment directly, without involving insurers.
  • Verification: Confirming eligibility and identity for Services.
For Healthcare Operations
  • Quality improvement: Reviewing PHI for audits, training, or enhancing our telemedicine platform.
  • Business management: Using PHI for legal compliance, fraud prevention, or operational analytics (e.g., de-identified data for service trends).
  • Communications: Sending reminders, educational resources, or updates about your care via email, text, or app notifications (you may opt out of non-essential communications).

We may also use or disclose PHI to contact you about health-related benefits or services that may interest you, but only if related to your current treatment.

Other Permitted Uses and Disclosures Without Authorization

We may use or disclose PHI without your authorization when permitted or required by law, including:

  • Public health activities: Reporting diseases, vital events, or product recalls to authorities.
  • Abuse or neglect reporting: To protect victims, as required by Florida or Virginia law.
  • Health oversight: For audits, investigations, or licensing by government agencies.
  • Legal proceedings: In response to court orders, subpoenas, or discovery requests.
  • Law enforcement: For locating suspects, fugitives, or missing persons, or reporting crimes.
  • Coroners, medical examiners, or funeral directors: For identification or determining cause of death.
  • Organ donation: If applicable.
  • Research: For approved studies with de-identification or waivers.
  • Serious threats: To prevent harm to you or others.
  • Workers’ compensation: If related to work injuries.
  • Specialized government functions: Such as military or national security needs.

In telemedicine contexts, we may participate in health information exchanges (HIEs) to securely share PHI for better care coordination, but you can request restrictions (see below).

Uses and Disclosures Requiring Your Authorization

For any use or disclosure not described above, we must obtain your written authorization. This includes:

  • Most marketing communications using your PHI.
  • Sale of your PHI.
  • Psychotherapy notes (if applicable).
  • Disclosures for research not otherwise permitted.

You may revoke an authorization in writing at any time, except where we have already relied on it. Contact our Privacy Officer to revoke.

Your Rights Regarding Your PHI

You have the following rights under HIPAA and state laws. To exercise them, submit a written request to our Privacy Officer at docline@thedocline.com. We will respond within 30 days (or 60 with extension) and may charge reasonable fees for copying or mailing.

Right to Inspect and Copy
  • Access your PHI in our designated record set (e.g., consultation notes, billing records).
  • Request electronic or paper copies; we may deny access in rare cases (e.g., if harmful to you), with appeal rights.
Right to Amend
  • Request corrections if PHI is inaccurate or incomplete.
  • If denied, you may submit a statement of disagreement for inclusion in your records.
Right to an Accounting of Disclosures
  • Receive a list of PHI disclosures over the past 6 years (excluding those for treatment, payment, operations, or with authorization).
  • First request per year is free; subsequent may incur fees.
Right to Request Restrictions
  • Request limits on uses/disclosures for treatment, payment, or operations.
  • We are not required to agree, except for restrictions on disclosures to health plans if you pay out-of-pocket in full (mandatory under HIPAA).
  • For telemedicine, you may restrict sharing via HIEs.
Right to Confidential Communications
  • Request PHI be sent via alternative means or locations (e.g., email instead of mail), if reasonable.
Right to a Paper Copy of This Notice
  • Available upon request, even if you agreed to electronic receipt.
Right to File a Complaint
  • If you believe your privacy rights were violated, complain to us or the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (www.hhs.gov/ocr).
  • We will not retaliate against you for complaints.

For Florida and Virginia residents, additional state rights apply (e.g., Virginia’s right to opt out of certain data sales under VCDPA, though we do not sell PHI).

How We Protect Your PHI

We implement administrative, physical, and technical safeguards to protect PHI, including:

  • Encryption for data in transit (e.g., during video consultations) and at rest.
  • Access controls, firewalls, and secure servers.
  • Employee training on privacy and security.
  • Business associate agreements requiring vendors (e.g., payment processors) to protect PHI.
  • Regular audits and risk assessments.

Despite these measures, no system is infallible; electronic transmissions carry risks like interception. You acknowledge these risks in using our telemedicine Services. We notify affected individuals of breaches as required by HIPAA and state laws (e.g., Fla. Stat. § 501.171 for data breaches).

Changes to This Notice

We may revise this Notice at any time to reflect changes in laws or practices. Revisions apply to all PHI we hold. The updated Notice will be posted on our website with the new effective date and available upon request. We will notify you of material changes via email or app notification.

Contact Information

For questions, requests, or complaints: Privacy Officer The DocLine, LLC 

Email: docline@thedocline.com 

This Notice complies with HIPAA and is incorporated into our Terms of Service and Privacy Policy.

Additional Resources

  • Financial Consent Form (PDF): Details payment responsibilities and consents.
  • Telemedicine Informed Consent Form (PDF): Outlines risks, benefits, and alternatives for virtual care.
  • Notice of Privacy Practices (PDF): Describes how your protected health information is handled.
  • HIPAA Privacy Acknowledgment & Record Retention Form (PDF): Acknowledgment of privacy practices and our 7-year record retention policy.
  • Transmission of Records Authorization Form (PDF): Form to authorize the release or transmission of your medical records.
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