Privacy Policy

Last updated: October 2026

Dokk (Pty) Ltd ("Dokk", "we", "us", or "our") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use Dokk On Call and Theatre Lists ("Service").

This policy complies with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African data protection legislation.

1. Information We Collect

1.1 Information You Provide

Account information: name, email address, and profile details when you register.
Organisation information: practice or facility name, address, and team member details.
Scheduling data: on-call rosters, shift preferences, leave requests, and availability.
Theatre Lists: session bookings, procedure estimates, cover allocations and responses. Uploaded slates may also contain patient identifiers and health information.
Billing information: payment details processed securely through Paystack (we do not store card numbers).
Communications: messages you send through the Service or to our support team.

1.2 Information Collected Automatically

Usage data: pages visited, features used, and interactions with the Service.
Device information: browser type, operating system, and device identifiers.
Log data: IP addresses, access times, and referring URLs.

2. How We Use Your Information

We use your personal information to:

Provide, operate, and maintain the Service.
Process subscriptions and payments.
Send transactional communications (e.g. shift notifications, billing receipts).
Provide customer support.
Improve and develop new features.
Ensure the security of the Service.
Comply with legal obligations.

3. Legal Basis for Processing (POPIA)

We process your personal information on the following grounds:

Consent: where you have given us clear consent (e.g. marketing communications).
Contract: where processing is necessary to fulfil our contract with you.
Legal obligation: where processing is required by law.
Legitimate interest: where processing is in our legitimate interest and does not override your rights (e.g. fraud prevention, service improvement).

4. Data Sharing & Third Parties

We do not sell your personal information. We share data only with:

Paystack: for payment processing (PCI DSS compliant).
Clerk: for authentication and user management.
Neon (PostgreSQL): for secure database hosting.
Resend: for transactional email delivery.
Sentry: for error monitoring and service reliability.
Vercel: for application hosting.
OpenAI: for optional slate extraction when selected for an upload, as explained below.
Google and Microsoft: only when a practitioner connects their own Google or Outlook calendar, to add their shifts to it (see calendar connections).

Providers process information under their applicable agreements and data policies. The optional extraction arrangements and retention limits are described below.

5. Data Storage & Security

Your data is stored on Amazon Web Services infrastructure in the United States, hosted by Neon (database) and Vercel (application).
This is a transfer of personal information outside South Africa, made under section 72 of POPIA: our providers are bound by data processing terms that give protection substantially similar to POPIA's and limit their use of the information to providing their service to us.
All data is encrypted in transit (TLS) and at rest.
We implement access controls, audit logging, and regular security reviews.
Payment card data is handled entirely by Paystack and never touches our servers.

5.1 Theatre slates and optional AI extraction

Dokk stores uploaded originals and saved review data encrypted in its database. Selecting AI extraction sends the entire PDF or image to OpenAI, including any patient information it contains. The upload is not anonymised first. Leaving extraction unchecked allows manual entry without sending the file to OpenAI.

OpenAI states that API content is not used for model training unless the API customer opts in. Its default abuse-monitoring logs may retain content for up to 30 days, with longer retention possible for legal or safety reasons. Dokk requests that responses are not stored for later retrieval; this does not guarantee zero retention. Model caching and file-safety exceptions may also apply. See OpenAI's API data controls. We do not promise Zero Data Retention or South African processing for extraction.

Processing may take place outside South Africa. Your practice must have authority to upload and process the information, including any necessary patient notices and arrangements for overseas processing. Review extracted details before use and remove patient identifiers from scheduling summaries.

5.2 Slate deletion and copies

Successful reviewed imports remove the original slate and saved review data from active storage immediately. Unimported uploads become inaccessible after 24 hours; daily cleanup removes their content. Failed runs or a backlog can delay deletion. Managers can also delete documents sooner. Metadata-only receipts prevent duplicate imports. Deleting a source preserves operational lists, procedure estimates, cover and audit records. It does not erase downloaded copies, database recovery copies or data retained by the extraction provider. Practices remain responsible for securing downloaded copies and keeping clinical records in their clinical system. Dokk is not a clinical record archive.

6. Data Retention & Deletion

We retain your personal information for as long as your practice's account is active or as needed to provide you with the Service.

6.1 Closing your practice

A practice administrator can close the practice at any time from Settings. Closing stops billing immediately and makes the account read-only for every member.
For 30 days after closing, an administrator can reopen the practice and nothing is deleted. During this time every member can still sign in to view and download the practice's data.
When the 30 days end, we permanently delete all of the practice's data: members, practitioners, rosters, requests, lists, support correspondence and, where Dokk Path is used, all patient records. The practice's sign-in organisation is removed and its name is anonymised. We send a confirmation to the administrators.
On written request we can delete the data sooner than 30 days.

6.2 What we keep

Invoices and payment records are kept for five yearsas required by the Tax Administration Act. They reference an anonymised practice record and contain the billing details you gave us for invoices.
A platform audit trail of administrative events, with any names and identifiers removed.
Deleted data may persist in our database provider's point-in-time recovery history for up to seven days after deletion, and in email delivery logs held by our email provider, before it is gone entirely.

6.3 Clinical records

Dokk is the operator; your practice is the responsible party for its patients' information. Retaining clinical records for the period required by the HPCSA remains your practice's obligation. Before closing, an administrator can download a complete copy of the practice's data, including decrypted patient records, from Settings → Organization → Your data. Every download is recorded and all administrators are notified.

6.4 Individual accounts

Your personal sign-in account may belong to more than one practice, so it is not deleted when a practice closes. To delete it, email us at hello@dokk.app.

7. Your Rights Under POPIA

You have the right to:

Access the personal information we hold about you.
Request correction of inaccurate or incomplete information.
Request deletion of your personal information.
Object to the processing of your personal information.
Withdraw consent at any time (where processing is based on consent).
Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, email us at hello@dokk.app. We will respond within 30 days.

8. Cookies

We use essential cookies required for the Service to function (e.g. authentication session cookies). We also set one first-party cookie on our public pages that records how you first found Dokk: the campaign tags in the link you followed and the name of the referring website. If you visit our page for interns, a second first-party cookie notes that, so the sign-up form starts with the intern questions. Both last 90 days, are never shared, and are only read if you sign up. If you use Dokk through a personal or group link without an account, a cookie keeps that phone signed in as you for up to 400 days; it holds only your roster entry's identifier and a signature, and whoever runs your roster can revoke it by making you a new link. We do not use third-party advertising or tracking cookies.

9. Children's Privacy

Service accounts are intended for adults. A practice's uploaded slate may contain information about a patient under 18. Practices must have the necessary authority to process that information and should include only information needed for the scheduling workflow.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. The "Last updated" date at the top of this page indicates when the policy was last revised.

11. Information Officer

For privacy-related queries or POPIA requests, contact our Information Officer:

Email: hello@dokk.app
Address: 30 Goshawk Road, New Germany, 3610, South Africa

Google and Microsoft calendar connections

A practitioner can choose to connect their own Google or Microsoft (Outlook) calendar so that their on-call shifts appear in it. Nothing is connected unless the practitioner does this themselves.

What Dokk accesses

Your account email address, to show which account is connected.
A dedicated "Dokk" calendar that Dokk creates in your account, and the shift events in it. With Google, Dokk asks only for permission to manage calendars it creates itself (calendar.app.created), so it cannot see your other calendars or events. Microsoft does not offer that narrower permission, so Dokk asks for calendar access (Calendars.ReadWrite) but uses it only to find and manage its own Dokk calendar. It does not read your other calendars or events.

How it is used and stored

Dokk uses this access only to add, update and remove your shifts in the Dokk calendar, including a nightly check that keeps it in step with the roster.
The access credentials Google or Microsoft issue are encrypted before they are stored. Dokk stores the account email address and the identifiers of the calendar and events it created, so it can update them later.
Data received from Google or Microsoft is not sold, not used for advertising, not used to train AI models, and not shared with anyone except as needed to provide this feature, for security, or where the law requires it. People at Dokk do not read it, except with your permission, for security reasons, or where the law requires it.

Disconnecting

You can disconnect at any time from My Shifts in Dokk. Disconnecting removes the Dokk calendar from your account and deletes the stored credentials. You can also remove Dokk's access from your Google Account or Microsoft account settings.

Dokk's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google Maps features

When your practice enables Google address lookup or routing, location searches and selected practitioner base and hospital location identifiers are sent to Google to obtain matches and journey forecasts. Patient details and practitioner names are not included in routing requests. Dokk retains selected place identifiers; Google journey forecasts are used for the current calculation and are not stored as practice-entered estimates.

Google Maps features are subject to Google Maps/Google Earth Additional Terms of Service and the Google Privacy Policy. Travel forecasts are estimates; practices remain responsible for reviewing travel and cover arrangements.