Legal
Privacy Policy
Effective date: January 1, 2025 · Last updated: April 2026
Dockit handles sensitive medical and legal information. We take your privacy seriously and comply with PIPEDA and PHIPA. Please read this policy carefully.
1. Introduction
Dockit Inc. ("Dockit", "we", "us", or "our") operates an online marketplace connecting legal clients and insurers with independent medical examiners across Canada. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including the Personal Health Information Protection Act (PHIPA) in Ontario. By using the Dockit platform, you consent to the collection, use, and disclosure of your personal information as described in this policy.
2. Information We Collect
We collect the following categories of personal information: Account information: Full name, email address, phone number, and password when you create an account. Professional information (providers): Medical license number, specialty, credentials, practice location, CPSO or equivalent registration number, and professional references. Client information (legal clients): Organization name, billing information, and file reference numbers. Case information: Claimant names, dates of birth, injury details, relevant diagnoses, medical records, and other health information submitted through the platform in connection with IME requests. Usage data: IP addresses, browser type, pages visited, and other technical information collected automatically when you use the platform. Communications: Messages sent between clients and providers through the platform's secure messaging system.
3. How We Use Your Information
We use your personal information to: — Facilitate connections between legal clients and medical examiners — Process and manage IME requests — Verify provider credentials and maintain platform integrity — Deliver completed IME reports to authorized parties — Send transactional communications (request updates, report notifications) — Process payments and maintain billing records — Improve platform features and user experience — Comply with applicable legal and regulatory obligations We do not use your information for advertising purposes or sell your data to third parties.
4. Health Information
Dockit handles personal health information (PHI) as defined under PHIPA and similar provincial legislation. PHI submitted through the platform — including claimant records, medical histories, and IME reports — is: — Collected only for the purpose of facilitating the IME process — Accessible only to the requesting client and the assigned provider — Transmitted using industry-standard encryption — Stored on secure Canadian servers — Retained only as long as necessary for the purposes for which it was collected, or as required by law Dockit acts as a data custodian facilitator. The legal client submitting an IME request is responsible for ensuring they have appropriate authority to share the claimant's health information with the platform and the assigned examiner.
5. Disclosure of Information
We do not sell or rent your personal information. We may disclose information in the following circumstances: To providers: Client-submitted case details are shared with the medical examiner assigned to an IME request. To clients: Completed IME reports are delivered to the client who submitted the request. To service providers: We engage trusted third-party service providers (hosting, payment processing, email delivery) who are contractually bound to protect your information and use it only as directed by Dockit. Legal requirements: We may disclose information if required by law, court order, or regulatory authority. Business transfers: In the event of a merger, acquisition, or sale of assets, personal information may be transferred to the acquiring entity, subject to equivalent privacy protections.
6. Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this policy, or as required by applicable law. Account information is retained for the duration of your account and for a reasonable period thereafter. IME case records may be retained for a minimum of 10 years in accordance with applicable professional and regulatory standards. You may request deletion of your account and associated data by contacting us at privacy@dockitime.com. Note that certain records may be retained where required by law or legitimate business purposes.
7. Security
Dockit implements administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, use, disclosure, or destruction. These measures include: — TLS encryption for all data in transit — Encrypted storage for sensitive data at rest — Role-based access controls limiting data access to authorized personnel — Regular security assessments and monitoring No method of electronic transmission or storage is completely secure. While we take reasonable precautions, we cannot guarantee absolute security.
8. Your Rights
Subject to applicable law, you have the right to: — Access the personal information we hold about you — Request correction of inaccurate or incomplete information — Withdraw consent to certain uses of your information — Request deletion of your personal information (subject to legal retention requirements) — File a complaint with the Office of the Privacy Commissioner of Canada or applicable provincial commissioner To exercise any of these rights, contact us at privacy@dockitime.com. We will respond within 30 days.
9. Cookies
We use cookies and similar tracking technologies to maintain session state, remember your preferences, and analyze platform usage. You can control cookie settings through your browser. Disabling cookies may affect certain platform functionality. See our Cookie Policy for more information.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes by email or through the platform. Continued use of Dockit after changes are posted constitutes acceptance of the updated policy. The effective date of the current policy is shown below.
11. Contact Us
For privacy-related inquiries or to exercise your rights, contact our Privacy Officer: Dockit Inc. Email: privacy@dockitime.com Website: dockitime.com You may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca if you believe your privacy rights have been violated.