Privacy Policy
Effective Date: 1 January 2023
Reviewed and Updated for Compliance with the Data Protection Act (2021 Revision)
1. Introduction
Doctors Express (“we”, “us” or “our”) is committed to safeguarding the personal data of our patients, scholarship applicants and website visitors. This Privacy Policy outlines how we collect, use, store and share personal information in compliance with the Cayman Islands Data Protection Act (2021 Revision) (“the Act”).
This policy applies to all personal data collected through our website https://www.doctorsexpress.ky, our operations, and interactions initiated by individuals using our services or submitting data to us.
For questions or data requests, please contact:
📧 legal@doctorsexpress.ky
2. Scope
This policy governs all personal data we process from:
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Patients and prospective patients
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Scholarship applicants
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Website users and online enquirers
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Individuals submitting forms, uploads or requests through our systems
It applies to electronic and physical records under our control.
3. What Personal Data We Collect
a. Website Visitors
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Name, email and contact details (if provided)
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IP address, browser type and usage metrics
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Cookie and analytics data
b. Patients
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Full name, contact and demographic details
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Government-issued identification
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Health records, diagnostic results, treatment notes
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Insurance, billing and financial data
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Appointment history and communications
c. Scholarship Applicants
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Name and contact details
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Date of birth and proof of Caymanian status
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Educational records, GPA or degree classifications
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Transcripts, references, and uploaded documents
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Personal statements and responses to application questions
4. Why We Process Your Data
We collect and process personal data for the following purposes:
For Patients:
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To provide healthcare services and manage your clinical care
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To maintain medical records
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To bill and liaise with insurers or payors
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To comply with legal and regulatory requirements
For Website Visitors:
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To respond to enquiries or contact requests
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To monitor site usage and security
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To improve website experience and performance
For Scholarship Applicants:
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To evaluate eligibility and review applications
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To verify academic status and Caymanian status
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To contact you regarding your application
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To notify you of future opportunities, if you have opted in
5. Legal Bases for Processing
We rely on the following lawful grounds, as defined in the Data Protection Act:
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Consent – when you voluntarily provide information or agree to specific processing
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Contractual necessity – to deliver medical services or evaluate scholarship applications
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Legal obligation – to comply with health, financial, or regulatory laws
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Legitimate interest – to operate efficiently and communicate with you effectively
Special category data, such as health information, is processed only where strictly necessary and lawful.
6. Email Communications and Electronic Data
We may communicate with you via email, including about appointments, billing matters, or scholarship applications. This may include attachments or personal data such as identification or educational documents.
While our internal systems are secured, you acknowledge that unencrypted email over the internet may not be fully secure.
By providing your email and submitting data, you consent to communication by email and accept the associated risks, unless you explicitly request a secure alternative. If you prefer encrypted or alternate communications, please contact:
📧 legal@doctorsexpress.ky
7. Data Retention
a. Patient Records
We retain patient data in accordance with medical, ethical, and legal obligations, which may include retention for the duration of the patient’s life or indefinitely depending on clinical relevance, statutory requirements or institutional policy.
We do not apply arbitrary time limits to the retention of medical records.
b. Scholarship Data
We retain scholarship application data for up to 12 months after the end of the application cycle, unless you opt in to remain on file for future opportunities.
c. General Enquiries
General enquiry or contact form data that is unrelated to clinical care or applications may be securely deleted after 90 days.
Where retention is no longer necessary, data will be securely deleted, anonymised or archived.
8. Data Security
We implement appropriate physical, technical, and procedural safeguards to protect all personal data. These include:
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Role-based access controls
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Secure hosting and encryption for sensitive records
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Staff confidentiality training and IT monitoring
Despite these safeguards, no digital platform is entirely risk-free, and we cannot guarantee absolute security. By interacting with us online, you acknowledge this residual risk.
9. Data Sharing and Disclosure
We do not sell or rent your data.
We may share personal information only when necessary and lawful, including:
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With healthcare professionals involved in your care
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With authorised staff reviewing scholarship applications
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With insurers and payment processors
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With IT providers supporting our systems
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With legal or regulatory authorities, when required
All third parties are subject to strict data protection and confidentiality requirements.
10. Children’s Data
We lawfully collect and process personal data of children when required to deliver healthcare services. This includes identifying and health-related information.
Where the patient is under 18, we require parental or guardian consent, unless the law provides otherwise (e.g. emergency treatment or Gillick competence). Children’s data is treated with heightened confidentiality and processed in full compliance with the Data Protection Act and medical standards.
11. Your Rights
You have the following rights under the Data Protection Act (2021 Revision):
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To request access to your personal data
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To request correction of inaccurate data
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To request erasure or restriction of processing (where legally permissible)
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To object to processing based on legitimate interest
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To withdraw consent at any time
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To lodge a complaint with the Cayman Islands Ombudsman
To exercise these rights, contact:
📧 legal@doctorsexpress.ky
We will respond within 30 calendar days, subject to legal and clinical exceptions.
12. Cookies and Website Analytics
We use cookies and tracking tools to:
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Maintain session functionality
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Understand visitor behaviour and improve services
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Customise user experience
You may disable cookies in your browser at any time, though this may affect site performance.
13. Changes to This Policy
This policy may be updated periodically to reflect changes in legal requirements or operational practices. The most recent version will always be available on our website. Continued use of our services implies acceptance of any revised terms.
14. Contact Information
Doctors Express
81 Godfrey Nixon Way
P.O. Box 669
George Town, Grand Cayman
KY1-1107, Cayman Islands
📧 legal@doctorsexpress.ky