Our Mission is to support the clinicians who have dedicated their lives to providing care for others. We endeavor to make teaching, learning from, and collaborating with your peers as simple, efficient and impactful as possible. Central to this mission is our commitment to be transparent about the personal data we collect about you, how it is used, and with whom it is shared.
Last Revision: August 15, 2025
This Privacy Policy applies to the processing of personal data by DocMatter Inc. ("DocMatter", "we," "us," or "our") including on our website available at https://www.docmatter.com/, DocMatter-branded apps, and other DocMatter-related sites, apps, communications, and other services that state that they are offered under this Privacy Policy ("Services").
Disclosure Regarding Sharing of Personal Data with Life Sciences Companies. Companies including pharmaceutical, biologic, and medical device innovators, manufacturers, and distributors may view conversations shared using our Services. Please note, pursuant to our Terms of Service, such companies are not permitted to download, copy, share, or otherwise use or process such viewed conversations. For additional information, please see the "How We Share Personal Data" section below.
Changes to Our Privacy Policy
We reserve the right, at our sole discretion, to change or modify portions of this Privacy Policy at any time. If the Privacy Policy is changed, we will post the changes on this page and will indicate at the top of this page the date this Privacy Policy was last revised. Any changes will become effective upon the date indicated. If required by law, we will also notify you of any material changes to the Privacy Policy. Your continued use of the Services after the date any such changes become effective constitutes your unequivocal acceptance of, and agreement to, the new Privacy Policy (including any and all changes to the Privacy Policy).
When you interact with us through the Services, we may collect personal data and other information from you, as further described below:
We collect personal data from you when you voluntarily provide such information, such as when you contact us with inquiries, register for access to the Services (thus becoming a "Member"), or use certain Services.
You have control over the information you share in your Member profile, as well as content you share through the Services. If you share confidential information through the Services, there is no guarantee that information will stay confidential. Please think about this before you share.
Personal Data from Others
In addition to information we collect from you, we may receive personal data about you through publicly available and other third-party sources, and through others' use of the Services, including other Members and DocMatter partner members. For example, we may acquire clinician or other lists from DocMatter partners.
Personal Data Collected through Your Use of the Services
When you interact with DocMatter through the Services, we may collect and store personal data about your device, such as your Internet Protocol (IP) address, user settings, IMEI, MAC address, cookie identifiers, mobile carrier, mobile device type, details about your browser, operating system or device, and other unique identifiers.
DocMatter may store such information itself or such information may be included in databases owned and maintained by DocMatter agents or service providers. The Services may use such information and pool it with other information to track use of the Services, including, for example, the total number of visitors, the number of visitors to each page, and the domain names of our visitors' internet service providers. Doing this allows us to continuously improve the Services for our Members.
Cookies, Pixels, and Other Technologies
In operating the Services, we may use technologies that are operationally necessary, performance-related, functionality-related, or Targeting-related to automatically collect information through the Services ("Technology" or "Technologies"). Technologies are essentially small data files placed on your computer, tablet, mobile phone, or other devices that allow us to record certain pieces of information whenever you visit or interact with our Services.
One such Technology is called "cookies." A cookie is a piece of information that the computer that hosts our Services gives to your browser when you access the Services. Our cookies help provide additional functionality to the Services, help us analyze usage of the Services more accurately, and ensure you are able to stay logged in when you click "Remember Me" during the sign-in process.
You may stop or restrict the placement of Technologies on your device or remove them by adjusting your preferences as your browser or device permits. On most web browsers, you will find a "help" section on the toolbar. Please refer to this section for information on how to receive notification when you are receiving a new cookie and how to turn cookies off. We recommend that you leave cookies turned on because they allow you to take advantage of some of the features of the Services, such as enabling you to not have to log in each time you want to access the Services from your personal computer's browser.
We may also use a "pixel tag" (also known as a "web beacon"), which is a piece of code embedded within the Services that collects information about users' engagement on the Services. The use of a pixel tag allows us to record, for example, that a user has visited or clicked on a particular web page. We may also include web beacons in emails to understand whether messages have been opened, acted on, or forwarded.
We may collect personal data about your use of the Services, such as the pages that you visit, items that you search for, the types of content you interact with, information about the links you click, the frequency and duration of your activities, and other information about how you use the Services.
We may also use MixPanel to collect information regarding visitor behavior and visitor demographics on some of our Services, and to develop content. For more information about MixPanel, please visit https://mixpanel.com/legal/privacy-policy/. You can opt out of MixPanel's collection and processing of data generated by your use of the Services by following the procedure described at https://help.mixpanel.com/hc/en-us/articles/360001113426-Opt-Out-of-Tracking#do-not-track-settings.
Services Via Mobile Devices
DocMatter provides Services that are specifically designed to be compatible and used on mobile devices. DocMatter will collect certain information that your mobile device sends when you use such Services, like a device identifier, user settings, location information, mobile carrier, and the operating system of your device. Mobile versions of DocMatter's Services may require that users log in with an account. In such cases, information about use of mobile versions of the Services may be associated with accounts. In addition, DocMatter may enable individuals to download an application, widget, or other tool that can be used on mobile or other computing devices. Some of these tools may store information on mobile or other devices and may transmit personal data to DocMatter to enable individuals to access accounts and to enable DocMatter to track use of these tools.
Protected Health Information and Other Patient Information
DocMatter does not intentionally collect protected health information (as such term is defined in the Health Insurance Portability and Accountability Act of 1996 and the rules promulgated thereunder ("HIPAA")), personally identifiable information of patients, or other patient information. It is your responsibility to comply with HIPAA and any other confidentiality obligations that apply to you. If you have reason to believe that any such information is available through the Services, please contact us (contact information below).
DocMatter uses personal data for a variety of business purposes consistent with applicable law and this Privacy Policy, or as otherwise communicated to you at the point of collection.
We may use personal data to provide the Services, such as:
We use personal data to operate our business, such as:
We may also use personal data and other information collected through the Services to help us improve the content and functionality of the Services and to develop new products and services, such as:
DocMatter may use personal data (i) where you have consented, (ii) as otherwise directed by you, or (iii) any other purpose disclosed to you (including through this Privacy Policy) at the time you provide personal data or with your consent.
DocMatter is not in the business of selling information. We consider information to be a vital part of our relationship with you. There are, however, certain circumstances in which we may share personal data with certain third parties without further notice to you, as set forth below:
Your Member Profile
Any personal data included in your profile will be available to other Members. Your contact information (email and phone number) will not be included in your profile, but we do include, for example, your institution, profile photo, hospital affiliations, publications, etc. You can edit the information available in your Member profile.
Business Transfers
As we develop our business, we may sell or buy businesses or assets. In the event of a corporate sale, merger, acquisition, financing, reorganization, bankruptcy, receivership, purchase or sale of assets, transition of service to another provider, dissolution, or similar event, personal data (public and nonpublic) may be part of the transferred assets. In such event, DocMatter will endeavor to direct the transferee to use personal data in a manner that is consistent with the Privacy Policy in effect at the time such personal data was collected.
Agents, Consultants, and Related Third Parties
DocMatter, like many businesses, sometimes hires other companies to perform certain business-related functions and we may share any personal data we collect with our third-party service providers for the purpose of maintaining and/or improving the Services. Examples of such functions include mailing information, hosting services, customer service, AI or machine learning services, IT support, and maintaining databases.
Other Users You Share or Interact With
The Services may allow DocMatter users to share personal data or interact with other users of the Services.
Third-Party Services You Share or Interact With
The Services may link to or allow you to interface with, interact with, share information with, direct us to share information with, access, and/or use third-party websites, applications, services, products, and technology (each a "Third-Party Service").
Any personal data shared with a Third-Party Service will be subject to the Third-Party Service’s privacy policy. We are not responsible for the processing of personal data by Third-Party Services.
Disclosures to Protect Us or Others
We may access, preserve, and disclose personal data, other account information, and content if we believe doing so is required or appropriate to: (i) comply with law enforcement or national security requests and/or legal process, such as a court order or subpoena; (ii) respond to your requests; (iii) protect the rights, property, or safety of you, DocMatter, or others; (iv) to enforce DocMatter policies or contracts; (v) to collect amounts owed to DocMatter; (vi) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss, or in connection with an investigation or prosecution of suspected or actual illegal activity; or (vii) if we, in good faith, believe that disclosure is otherwise necessary or advisable.
By using the Services, DocMatter will transfer data to the United States. By choosing to utilize the Services or otherwise providing information to us, you agree that any dispute over privacy or the terms contained in this Privacy Policy will be governed by the laws of the United States, and the adjudication of any disputes arising in connection with DocMatter or the Site will be in accordance with the Terms of Service.
If you are visiting from the European Union, Switzerland, the United Kingdom, or other regions with laws governing data collection and use, please note that you are agreeing to the transfer of your information to the United States and to processing of your data globally. By providing your personal data, you consent to any transfer and processing in accordance with this Privacy Policy. If we transfer personal data from the European Economic Area, Switzerland, and/or the United Kingdom to a country that does not provide an adequate level of protection under applicable data protection laws, one of the safeguards we may use to support such transfer is the EU Standard Contractual Clauses.
For more information about the safeguards we use for international transfers of your personal data, please contact us as set forth below.
You agree that all personal data collected via or by DocMatter may be transferred, processed, and/or stored anywhere in the world, including but not limited to, the United States, the European Union, in the cloud, on our servers, or on the servers of our service providers. Your personal data may be accessible to law enforcement or other authorities pursuant to a lawful request. By providing information to DocMatter, you explicitly consent to the storage of your personal data in these locations.
If you choose not to provide certain elements of personal data, you may not be able to use certain Services.
Your Privacy Rights
Consistent with applicable laws, you may have the right to request:
If you would like to exercise any of these rights, please contact us at legal@docmatter.com. Please include your full name, email address associated with your account, and a detailed description of your data request. We will process such requests in accordance with applicable laws. Although DocMatter makes good faith efforts to honor individual requests with respect to personal data, there may be circumstances in which DocMatter is unable to do so, including but not limited to: where the information contains legal privilege; would compromise others' privacy or other legitimate rights; where the burden or expense would be disproportionate to the risks to the individual's privacy in the case in question; or where it is commercially proprietary. If DocMatter determines that your rights should be restricted in any particular instance, we will provide you with an explanation of why that determination has been made and a contact point for any further inquiries. To protect your privacy, DocMatter will take commercially reasonable steps to verify your identity before fulfilling your request.
Your Privacy Choices
Email Communications. If you receive an unwanted email from us, you may reply to the email requesting to opt out of receiving future emails. We will process your request within a reasonable time after receipt. We may also send you certain non-promotional communications regarding DocMatter and our Services, and you will not be able to opt out of those communications (e.g., communications regarding updates to our Terms or this Privacy Policy).
Mobile Devices. We may occasionally send you push notifications through our mobile application with notices that may be of interest to you. You may at any time opt out from receiving these types of communications by removing the mobile application from your mobile device or by adjusting the settings on your device to prevent the app from pushing notices. We may also collect location-based information if you use our mobile application. You may opt out of this collection by removing the mobile application from your mobile device or by adjusting the settings on your device to prevent the app from collecting your location.
"Do Not Track." Do Not Track ("DNT") is a privacy preference that users can set in certain web browsers. DNT is a way for users to inform websites and services that they do not want certain information about their webpage visits collected over time and across websites or online services. Please note that we do not respond to or honor DNT signals or similar mechanisms transmitted by web browsers.
Cookies. As noted above, you may stop or restrict the placement of cookies on your computer or remove them from your browser by adjusting your web browser preferences. Please note that cookie-based opt-outs are not effective on mobile applications. However, on many mobile devices, application users may opt out of certain mobile ads via their device settings by following the instructions for Android, iOS, and other mobile operating systems.
The online advertising industry also provides mechanisms that may allow you to opt out of receiving targeted ads from organizations that participate in self-regulatory programs. To learn more, visit the Network Advertising Initiative, the Digital Advertising Alliance, and the European Digital Advertising Alliance.
Our Services are not directed to children under 13 (or other age as required by local law), and we do not knowingly collect personal data from children. In addition, you are not permitted to use our Services if you do not meet the minimum age requirement applicable to our Services in your jurisdiction. If we learn that we have collected any personal data about a child in violation of applicable laws, we will promptly take steps to delete such information and terminate the child's account.
DocMatter retains the personal data we receive as described in this Privacy Policy for as long as you use our Services or as necessary to fulfill the purpose(s) for which it was collected, provide our Services, resolve disputes, establish legal defenses, conduct audits, pursue legitimate business purposes, enforce our agreements, and/or comply with applicable laws. Unless DocMatter is otherwise obligated to retain data, upon a Member's request that their account be terminated and data deleted, DocMatter will endeavor to delete such Member's account and data.
DocMatter takes reasonable steps to protect the data (personal, public, non-public, and otherwise) provided via the Services from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. However, the Internet cannot be guaranteed to be 100% secure, and we cannot ensure or warrant the security of any information you provide to us. We do not accept liability for any unintentional disclosures.
By using the Services or by providing personal data to us, you agree that we may communicate with you electronically regarding security, privacy, and administrative issues relating to your use of the Services. If we learn of a security system's breach, we may attempt to notify you electronically by posting a notice on the Services or sending an email to you. You may have a legal right to receive this notice in writing.
This Privacy Policy applies only to the Services. The Services may contain links to other websites, not operated or controlled by DocMatter. The Privacy Policy does not apply to third-party websites. Any links from the Services to third party websites or content do not imply that DocMatter endorses or has reviewed the third-party websites or content. We recommend contacting those third-party websites directly for information on their privacy policies.
This Supplemental Notice for EU/UK GDPR applies only to our processing of personal data that is subject to the EU or UK General Data Protection Regulation.
In some cases, providing personal information may be a requirement under applicable law, a contractual requirement, or a requirement necessary to enter into a contract. If you choose not to provide personal information in cases where it is required, we will inform you of the consequences at the time of your refusal to provide the personal information.
DocMatter's processing of your personal information may be supported by one or more of the following lawful bases:
| Privacy Policy Section | Lawful Basis: Performance of a Contract (i.e., to provide the Services to you) | Lawful Basis: Legitimate Interest | Lawful Basis: Consent | Lawful Basis: For Compliance with Legal Obligations |
|---|---|---|---|---|
| Section 2A: Provide the Services | ✓ | ✓ | ✓ | ✓ |
| Section 2B: Operate Our Business | ✓ | ✓ | ✓ | ✓ |
| Section 2C: Improve the Services and Develop New Products and Services | ✓ | ✓ | ✓ | ✓ |
| Section 2D: With Your Consent or Direction | ✓ | ✓ | ✓ |
If we process personal data that is considered a "special category of personal data," then our processing of this personal information may be supported by one or more of the following conditions:
If you are located in the European Economic Area, you have the right to lodge a complaint with a supervisory authority if you believe our processing of your personal data violates applicable law.
Please feel free to contact us if you have any questions about DocMatter's Privacy Policy, or the information practices of the Services, or for any purpose described above or otherwise, at (855) DOC-MATTER, legal@docmatter.com, or via mail:
To reach our Data Protection Officer, please call (855) DOC-MATTER,
email dataprotection@docmatter.com, or send correspondence to: