Privacy policy

Survey Doctor is operated by TeleEMG, LLC. This policy explains how we handle information when you use survey.doctor, the Survey Doctor iOS app, or related services. The iOS app displays the same Survey Doctor service in a protected native shell, so the practices below apply to both.

Our role

Survey Doctor supports both personal accounts and healthcare organizations. When a healthcare organization uses Survey Doctor for patient care, that organization controls its patient records and TeleEMG may handle the information as its service provider or business associate under the applicable agreement. Questions about a provider's medical record or care decisions should usually go to that provider. TeleEMG manages personal-account data and the operation and security of the Survey Doctor service.

Information we handle

The information depends on how you use Survey Doctor and may include:

• Account and contact information: name, email address, phone number, password verifier, role, organization membership, language, timezone, and account settings.
• Assessment and health information: patient demographics, diagnoses, assessment answers and scores, treatment details, provider notes, safety signals, schedules, and response history.
• Communications and content: survey invitations, message recipients and sender names, custom message text, support requests, uploaded avatars or logos, custom surveys, signatures, consent records, and patient-provider connection records.
• Subscription information: plan, subscription status, billing period, price, and transaction identifiers. Payment-card details are entered with Stripe and are not received or stored by Survey Doctor.
• Technical and security information: account and patient identifiers, session and trusted-device identifiers, IP address, browser or device details, authentication outcomes, activity and audit events, integration diagnostics, and search requests.

How we use information

We use information to:

• provide, score, display, schedule, and deliver assessments;
• show progress over time and support provider workflows;
• authenticate users, remember approved devices, prevent misuse, and investigate failures;
• send requested service, security, survey, and account communications;
• provide support and administer accounts and subscription entitlements;
• record consent, access, and security events; and
• maintain, troubleshoot, and improve the service using operational information.

Provider access and sharing

Organization access is limited by organization membership and role. If a personal user connects an account to a provider, shared access depends on an active connection and the user's consent and is checked again when information is requested. The user can pause or end that sharing. Provider notes and clinician-administered assessments are not shown through the patient-facing shared view.

We also disclose information when a user directs us to, when needed to operate an enabled integration, when required by law or a valid legal process, or as part of a corporate transaction subject to appropriate handling of the information.

Service providers

We use service providers for application hosting and file storage, managed database hosting, bot and abuse protection, email and text-message delivery, payment processing, support, and optional organization integrations. They receive information needed to perform those services under the applicable contracts and settings. Optional CloudNeuro and Dropbox synchronization occurs only for organizations that configure those integrations.

Cloudflare Turnstile may process IP address, browser, operating-system, and challenge-result information on sign-in and contact forms. PostHog is configured only on public marketing pages with automatic capture and session recording disabled. It does not initialize or send events from the iOS app, authenticated dashboard, assessment flow, or patient-link pages.

Cookies, local storage, and the iOS app

Survey Doctor uses secure cookies for sessions, multi-step authentication, and an optional trusted-device feature. Blocking required cookies prevents sign-in. An unfinished assessment can be saved in browser or app storage so it can resume after a refresh or lost connection. Saved progress is marked to expire after 24 hours and is removed when Survey Doctor next reads or cleans that storage. It may remain on the device longer if the app or browser is not reopened.

The optional Face ID or Touch ID lock is handled by the device. Survey Doctor receives the availability and success or failure result, not biometric data. The native app covers its content before iOS creates an app-switcher preview. A file leaves the app through the system share sheet only when the user asks to export or share it.

Security

We use safeguards that include encrypted network connections, infrastructure encryption at rest, organization-scoped roles, password-based authentication with emailed verification codes, session controls, optional trusted devices, and security audit events. Access to sensitive information is limited to people and systems that need it for their work. No storage or transmission method can be guaranteed completely secure.

Retention and deletion

We retain information while it is needed to provide the service and for security, contractual, legal, and recordkeeping obligations. Retention can also depend on the healthcare organization responsible for a patient record. Backups and records kept for audit, fraud prevention, dispute resolution, or legal compliance may remain after an account is closed and are not used as an active account.

Personal users can request account deletion in Settings. The process removes or de-identifies active account data, expires open checkout sessions, and queues active subscriptions for cancellation. Failed billing cleanup is retried. Limited audit, security, backup, billing, or legal records may remain as described above. Organization-managed patient records remain under the clinic's control; deleting a personal account removes the account link and sharing consent instead of deleting the clinic's records.

Your choices

• Update profile and account settings after signing in.
• Export personal account data from Settings.
• Pause or end a patient-provider connection and its sharing consent.
• Change survey-message preferences through the provided link or through the sending clinic.
• Request account deletion from Settings.

A healthcare organization may need to handle requests concerning records it controls.

Other sites and app stores

Survey Doctor links to external resources and may open them in a system browser. Their privacy practices apply after you leave Survey Doctor. Apple separately processes App Store downloads, purchases, diagnostics, and account information under Apple's policies.

Policy changes

We will post revisions on this page and update the date above. A material change may also be communicated through the service when appropriate.

Contact

For a privacy question or request, use the Survey Doctor contact form or email contact@survey.doctor. Do not include assessment answers or other sensitive health details in a general support message.