DocBid Privacy Policy

Effective Date: December 17, 2025

Privacy Policy

DocBid, Inc. (“DocBid,” “we,” “us,” or “our”) (a Delaware corporation) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you access or use our websites, applications, and services that link to this Privacy Policy (collectively, the “Services”).

This Privacy Policy applies to:

  • Users who create an account; and
  • Visitors who use the Services without creating an account.

By accessing or using the Services, you acknowledge you accept the practices described in this Privacy Policy. If you do not agree, do not use the Services. If you use the Services on behalf of someone else (such as your child), you represent you are authorized to accept this Privacy Policy on their behalf.

This Privacy Policy is incorporated into our Terms of Use (the “Agreement”).

Privacy Policy Table of Contents

  1. HIPAA and PHI
  2. Categories of Personal Data We Collect
  3. Categories of Sources of Personal Data
  4. Purposes for Collecting and Using Personal Data
  5. Data that is Not Personal Data or PHI
  6. How We Disclose Personal Data
  7. Tracking Tools, Cookies, Advertising, and Opt-Out
  8. Data Security
  9. Data Retention
  10. Children’s Privacy
  11. Controlling Your Personal Data and Notifications
  12. California Rights and Disclosures
  13. Other U.S. State Rights and Disclosures
  14. Exercising Your Rights
  15. Changes to This Privacy Policy
  16. Contact Information

1) HIPAA and PHI

Certain health and/or health-related information DocBid may collect on behalf of healthcare providers in connection with providing the Services may be “protected health information” (“PHI”) governed by the Health Insurance Portability and Accountability Act (“HIPAA”). This may apply when: (i) DocBid provides services to a healthcare provider that is a HIPAA “Covered Entity”; (ii) DocBid receives identifiable information on behalf of that provider as a HIPAA “Business Associate”; and (iii) the information is regulated as PHI.

This Privacy Policy does not apply to PHI regulated by HIPAA. If your information is PHI, it is governed by your healthcare provider’s Notice of Privacy Practices and applicable HIPAA requirements.

When DocBid is not acting as a Business Associate, information you provide to DocBid is generally not PHI and is covered by this Privacy Policy (e.g., account creation, searching providers, requesting quotes, posting reviews, device/IP analytics, or communications with DocBid).

2) Categories of Personal Data We Collect

“Personal Data” means information that identifies, relates to, describes, or could reasonably be linked (directly or indirectly) to a particular individual.

The Personal Data we collect depends on how you use the Services.

A. Visitors and Users (may include)

  • Online identifiers (e.g., IP address, device ID, browser type, operating system, domain server, IP-based location data)
  • Web analytics/usage data (e.g., page interactions, referring sources, clickstream, non-identifiable request IDs, session activity)
  • Geolocation data (e.g., approximate location from IP address; location, city, address, or ZIP code if you provide it)
  • Demographic data you provide (e.g., gender, date of birth if submitted)
  • Communications you send us (e.g., emails, support requests, messages, feedback)

B. Users Only (account holders may also provide)

  • Personal identifiers (e.g., name, email, phone number, mailing address, ZIP code)
  • Commercial/payment information (e.g., billing contact info, payment card type and last four digits; payment is typically processed by a payment processor)
  • Credentials or other information you choose to provide (e.g., social login credentials, profile details, free-form content)

C. “Sensitive” Personal Data (may be collected depending on features you use)

Some information may be considered “sensitive” under certain state privacy laws. DocBid does not collect sensitive information to infer characteristics about you, but we may collect it to provide the Services, such as:

  • Appointment/booking data (e.g., appointment date/time, provider, procedure type, new patient status)
  • Health information you provide (e.g., reasons for visit, conditions, history, dates of visit)
  • Insurance information you provide (e.g., plan name, member ID, group ID, payer ID)
  • Sensitive demographic data you provide (e.g., gender identity, race, sexual orientation)

3) Categories of Sources of Personal Data

We collect Personal Data from:

A. From You

  • When you create an account, submit forms, request quotes, or use interactive tools
  • When you schedule/submit appointment or service requests
  • When you post reviews, complete surveys, or enter free-form text
  • When you contact us

B. Automatically When You Use the Services

  • Through cookies and similar technologies (see Section 7)
  • Through mobile or browser data (e.g., device info, log data, approximate location)
  • Through activity logs and analytics tools

C. From Third Parties

  • Service providers (support, analytics, infrastructure, payment processors)
  • Analytics partners (traffic and product usage analysis)
  • Healthcare providers (to facilitate bookings, services, referrals, virtual care, or as requested by you)
  • Social networks (if you choose social login)
  • Advertising partners (marketing measurement and ad delivery)

4) Purposes for Collecting and Using Personal Data

We use Personal Data for the following purposes:

  • Providing, customizing, and improving the Services (accounts, quotes/requests, support, analytics, security, debugging)
  • Marketing (promotions, measurement, interest-based ads where permitted)
  • Corresponding with you (service messages, support, updates)
  • Legal and safety (compliance, fraud prevention, dispute resolution, enforcement)

5) Data that is Not Personal Data or PHI

We may create aggregated and/or de-identified data and use/share it for lawful business purposes, so long as it does not reasonably identify you.

We may use session replay/screen recording tools to improve usability and may use AI tools to enhance or operate certain features (e.g., chat/support).

6) How We Disclose Personal Data

We may disclose Personal Data to:

  • Service providers (hosting, storage, analytics, customer support, security, payment processing, etc.)
  • Healthcare providers you choose to interact with
  • Insurance/HIE partners (where applicable and requested/authorized)
  • Advertising partners (see Section 7)
  • Third-party logins/integrations you choose to use
  • Legal authorities when required/permitted
  • Successors in a merger/acquisition/business transfer

7) Tracking Tools, Cookies, Advertising, and Opt-Out

We use cookies and similar technologies for essential functions, preferences, analytics, security, and advertising measurement/delivery. You can manage cookies via browser settings and device controls. Some features may not work if cookies are disabled.

Where required by applicable law, we will treat recognized opt-out preference signals as requests to opt out of “sale,” “sharing,” or targeted advertising, as applicable.

8) Data Security

We use reasonable safeguards designed to protect Personal Data, but no system is completely secure. Protect your credentials and devices.

9) Data Retention

We retain Personal Data as needed to provide the Services and for legitimate business purposes (security, compliance, dispute resolution, enforcement). We may retain de-identified/aggregated data longer.

10) Children’s Privacy

The Services are not directed to children under 18. If you believe a minor provided Personal Data, contact us and we will take appropriate steps.

11) Controlling Your Personal Data and Notifications

If you have an account, you may be able to update certain information via settings. To close your account or submit privacy requests, contact us (see Section 16). Notify us promptly if your account is compromised.

12) California Rights and Disclosures (CCPA/CPRA)

California residents may have rights to know/access, delete, correct, opt out of “sale/share,” limit certain uses of sensitive data, and not be discriminated against for exercising rights, subject to legal exceptions.

13) Other U.S. State Rights and Disclosures

Depending on your state, you may have rights to access, correct, delete, portability, opt out of targeted advertising, and appeal certain denials, subject to legal limitations/exceptions.

14) Exercising Your Rights

To exercise applicable privacy rights, email us with enough information to verify your identity and understand your request.

Email: privacy@mydocbid.com
Suggested subject line: “Privacy Rights Request”

15) Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice through the Services or by other appropriate means. The effective date above indicates when this version took effect.

16) Contact Information

DocBid, Inc. (Delaware corporation)
Email: support@mydocbid.com
Mailing Address: 8954 Reseda Blvd, Suite 200, Northridge, CA 91324