How Dial In Doctor handles personal information.

Scope of this notice

This notice applies to:

• the public Dial In Doctor website;
• the consultation-request form;
• the feedback form;
• Careers job applications; and
• the direct contact channels linked from this website.

It does not cover independently operated websites or services that you reach through a link from this website. Those operate under their own notices.

Information collected

Consultation requests

The consultation-request form asks for first name, last name, email address, gender, date of birth, phone number, a preferred date, a preferred time, a health concern selected from a list, and a free-text description of what you would like to discuss.

Feedback

The feedback form asks for your name, email address, a rating from 1 to 5, a short subject describing what the feedback is about, and your written comments.

Recruitment

A job application asks for your full name, email address, phone number, an optional cover letter, and a CV document in PDF or DOCX format up to 5 MB.

Communications

If you contact us by phone, email or messaging using the details published on the Contact page, we receive whatever information you choose to include in that message.

Technical and security information

Ordinary technical information is processed when you use the site. This is described under Cookies and technical information.

The public forms do not ask for national-identity numbers, payment-card details or medical records, and accept no document upload other than the Careers CV.

How information is used

• to record and review consultation requests and to arrange the appropriate next step;
• to send an acknowledgement to the email address provided on a form;
• to operate the feedback workflow and route comments for review;
• to assess job applications;
• to maintain the security and availability of the website, including limiting excessive automated requests;
• to diagnose technical problems; and
• to meet operational or legal obligations where these apply.

Feedback comments may be processed by an internal sentiment-classification component to support feedback categorisation. This supports routing and review only. It is not used to make clinical decisions.

Consultation requests are not assessed automatically. Submitting a request does not by itself confirm an appointment.

Consultation and health-related information

A consultation request may contain health-related information, including the health concern you select, the description you write, and your scheduling preferences.

• Please provide only the information needed to understand your request.
• Do not use the public forms for an emergency.
• Do not submit clinical details through the Careers or feedback channels; those are not clinical routes.

Recruitment information

A job application is recorded together with the CV document you upload. Where a recruitment contact address is configured, the application details and the CV are also sent to that address for review.

• Please include employment-relevant information only.
• Do not include national-identity numbers, payment information or unnecessary health information in a CV or cover letter.
• Dial In Doctor does not request payment as part of a job application. Do not send bank details, payment-card information or payment screenshots in response to any recruitment message.

Feedback and communications

Feedback submitted through the feedback form is recorded and reviewed as private service feedback. It is not automatically published as a testimonial or public review.

An acknowledgement is sent to the email address you provide. An acknowledgement confirms receipt only and does not guarantee an individual reply.

Cookies and technical information

This website uses a small number of operational technologies:

• Session cookie. Used to keep a browsing session working correctly. It is marked as essential and expires after a period of inactivity.
• Anti-forgery protection. Used on forms so that a submission can be confirmed as coming from this website.
• Request-rate limiting. The network address a request comes from is used to limit how many requests are accepted in a short period, which helps reduce automated abuse.
• Server logs. Ordinary web-server and application logs are produced while the service runs.

No advertising, analytics or profiling technology is used on this website. Because only essential operational technologies are in use, no cookie-consent banner is presented.

Some page assets, such as icon sets and web fonts, are delivered by external providers. When your browser loads them, those providers receive routine request information such as your network address and browser headers.

Third-party services and external links

The following categories of third party are involved in operating this website:

• Hosting and database infrastructure used to run the application and store submitted records.
• Email-delivery infrastructure used to send acknowledgements and recruitment notifications.
• External asset providers that deliver icon sets and web fonts to your browser.

The website also links to external destinations that you choose to open, including a messaging application, telephone and email links, and social-media profiles. Opening one takes you to a service operated by another organisation under its own notice and terms.

Information sharing

Information may be accessible to authorised personnel and to service providers involved in operating the relevant workflow, such as hosting, database and email-delivery infrastructure.

Information may also be disclosed where this is required to meet a legal or regulatory obligation that applies to Dial In Doctor.

Storage, security and retention

Submitted records are stored in the application database. An uploaded CV is stored with the application record rather than being published on the website.

Operational safeguards include access controls, validation of submitted input and restricted handling of uploaded documents.

Information is retained for as long as reasonably necessary for the purpose for which it was collected, operational requirements, dispute handling and applicable obligations.

Your choices and privacy requests

You may contact Dial In Doctor to:

• ask what information a specific request or submission collected;
• ask for information to be corrected;
• raise a privacy concern; or
• request deletion, where that is operationally and legally possible.

Requests are handled through the Contact page. Verification of your identity may be required before a request about personal information can be actioned, and some requests may be limited by operational or legal requirements. Submitting a request does not guarantee that it can be fulfilled.

The website does not currently provide a self-service facility to download or delete your own records.

Children’s information

The public website is not designed for children to submit service requests independently. A parent, guardian or authorised adult should assist where appropriate.

Emergencies and clinical care

Changes to this notice

This notice may be updated when services change or when the way information is handled changes. The version published on this page is the current one.