Privacy notice

Data controller

• VITAMOBIL CARE SRL
• Registered office: str Padurii, nr 28B, Livezeni, jud. Mures
• Registration: CUI: 53178883, ROONRC.J2025100322001
• Data protection contact: contact@vitamobilcare.ro
• For any question about personal data, use the data protection contact above or the Privacy section of your profile.

Data we process

• Account and contact data: name, email, phone, preferred language.
• Patient identification data: date of birth, sex, personal numeric code (CNP), address, service zone, emergency contact.
• Health data: medical record (allergies, conditions, medication, blood type), uploaded documents, consultation notes, prescriptions, medical letters and home-care register entries, including signatures.
• Appointments: chosen service, date, time, visit address, assigned staff and status.
• Billing: invoices and payment status. Online payment is currently not active.
• Messages exchanged with the care team on the platform.
• Notifications (on the platform, by email and by SMS) and their sending status.
• Security data: sign-ins, passkeys (public key only), access and audit logs, IP address for home-care register access.
• People managing a patient’s appointments: the account holder (a family member) or the responsible person of a partner care home — account and contact data; the signed authorizations or court decisions on legal representation they upload and their verification; for residents, the room.
• Payers: the care home’s billing details and, when a resident’s invoice goes to the family, the name, e-mail, phone and address of the family member receiving it.

Purposes and legal bases

• Home medical care (booking, consultation, treatment, care, medical documents) — account, identification, health, appointment and message data — performance of the contract, Art. 6(1)(b) GDPR, and, for health data, Art. 9(2)(h) GDPR under professional secrecy (Romanian Law 46/2003). These data are necessary: without them we cannot provide the service.
• The provider’s legal obligations (medical documentation, home-care register, accounting records, replies to authorities) — Art. 6(1)(c) GDPR.
• The CNP — only where needed to identify the patient in medical documents and legally required reporting, under Art. 4 of Law 190/2018.
• Appointments booked for you by a family member or by the care home where you live — as part of the service requested for you, on the same bases as your care (Art. 6(1)(b) and Art. 9(2)(h) GDPR).
• Notifications by email and SMS — by email, a copy of the notifications on the platform (what happened and when); by SMS, appointment confirmations (the day and time). We send them to the email address and phone number in each recipient’s account: the patient, if they have their own account, and the account holder (family member) or the care home’s responsible person managing their appointments — as part of the service, on the same bases as your care (Art. 6(1)(b) and Art. 9(2)(h) GDPR). The messages do not include the service or any other medical information, and those sent to a family member or care home do not include the patient’s name either. Each recipient can turn emails and SMS off at any time in their profile; notifications on the platform remain.
• Sharing your medical information with the person or care home you authorised — your explicit consent given by the signed authorization, Art. 6(1)(a) and Art. 9(2)(a) GDPR, Articles 10 and 22 of Law 46/2003. You can withdraw it at any time, without affecting your care or the lawfulness of earlier sharing.
• Invoicing the patient, the account holder, the care home or the family member named — performance of the contract with the payer, Art. 6(1)(b), and accounting obligations, Art. 6(1)(c) GDPR. Invoices addressed to someone other than the patient only show the amount and a general description of the services.
• AI-assisted documentation (dictation and automatic correction of medical documents) — a tool the doctor uses to document your care, Art. 9(2)(h); optional for you: you can object at any time in your profile and the objection applies immediately (see below).
• Platform security, preventing unauthorised access, access and audit logs — Art. 6(1)(c) and Art. 32 GDPR, and the legitimate interest in protecting patients’ data, Art. 6(1)(f).
• Handling your requests about your data — Art. 6(1)(c) GDPR (Art. 12-22 GDPR).
• Optional cookies — only with your consent, which you can withdraw at any time in the cookie settings.
• Care is not based on consent. The registration checkboxes are acknowledgements: that you received this notice, that the service is not for emergencies, and that you accept the terms. We keep them as evidence, with the version shown.

Voice dictation and automated assistance (AI)

Doctors may dictate the content of medical documents. Audio is transcribed by Microsoft Azure Speech and the text may be corrected or structured by Azure OpenAI. Results are only suggestions: the doctor reviews and explicitly accepts them before they become part of the document, and the decision is recorded. We do not make decisions based solely on automated processing that produce legal effects for you (Art. 22 GDPR).

You can object at any time in your profile (Privacy → AI-assisted documentation). From then on nothing about you is sent to these AI services and the doctor types instead; your care does not change. Every transfer to these services is logged, without the medical content.

People for whom a family member books

An account holder (for example a son or daughter) can add a person in their care who has no account of their own, to book and pay for their visits. We then receive that person's data (name, CNP, date of birth, sex, address, phone) from the account holder, for the care requested, on the same legal bases as for any patient. The account holder hands this information to the person, and we record the confirmation.

The account holder can book and upload documents for the person. The person's medical information (record, documents, results) becomes accessible to them only after the person signs an authorization, or a court decision on legal representation is presented, and the clinic verifies it (Romanian Law 46/2003). Every access is recorded. The person can contact the clinic directly at any time, including to withdraw the authorization.

Residents of partner care homes

A care home under contract with the clinic can register its residents (name, CNP, date of birth, sex, room, phone) through the account of the care home's responsible person, to book care at the home. We receive this data from the care home, on the same legal bases as for any patient; the resident receives this information in print.

The care home can book and upload documents for the resident. The resident's medical information becomes accessible to the care home only after the resident signs an authorization for the care home (or a court decision on legal representation is presented) and the clinic verifies it. Invoices can be addressed to the care home or to a family member named by the care home, in which case we also receive that person's name and contact details.

Who receives the data

• The care team assigned to your appointment (doctor, nurse) and care coordinators, strictly for your care.
• The family member or care home managing your appointments — the data needed for appointments; your medical information only after the clinic verifies the authorization you signed.
• The invoice payer (account holder, care home or family member named) — the invoice, with the amount and a general description of the services.
• Providers processing data on our behalf under contract: Supabase (database, authentication, file storage), Vercel (application hosting), Microsoft Azure (transcription and AI assistance for documents), the email provider for account messages, SMSO (sending the appointment confirmation SMS: the phone number and the text of the message).
• Public authorities (for example the health insurance house, public health directorate, courts), only when the law requires it.
• Details of hosting locations and safeguards for any transfer outside the EEA are available on request at the contact address.

How long we keep data

• Medical documentation and the home-care register: for the period required by medical-records legislation; they cannot be erased on request during that period.
• Signed medical letters: 10 years from signature, under the clinic’s retention schedule; unsigned drafts: 180 days after the last edit. Automatic deletion only runs once the clinic has approved the retention schedule; documents under a legal hold are kept.
• Billing data: 10 years from the end of the financial year (Romanian Accounting Law 82/1991).
• Authorizations and their verification: while access is active and then as long as needed to demonstrate that access was granted lawfully.
• Registration acknowledgements, access and audit logs and the record of your requests: as long as needed to demonstrate lawful and secure processing.
• Copies of your data prepared on request: 30 days after they are prepared.
• Cookie choices: 3 years.
• Notifications and the record of their sending by email and SMS: as long as the account that received them exists, or until we erase them at your request.

Your rights

You have the right of access (including a copy of your data), rectification, erasure (within the legal obligations to keep medical documentation), restriction, objection and portability. Send your request from your account (Profile → Privacy → Requests about your data) or to the data protection contact above. We reply within one month of receipt; for complex requests this can be extended by two further months, in which case we tell you why. We verify your identity before acting; a request sent from your passkey-authenticated account counts as verified.

If we keep some data despite an erasure request, we tell you which categories and why.

You may lodge a complaint with the Romanian supervisory authority (ANSPDCP), www.dataprotection.ro.

Security

Access to medical data requires a password and a passkey. Staff access is limited to assigned patients, and every opening of a patient’s chart is recorded before data is shown. Sensitive home-care register fields are encrypted. Cookies are described in the cookie policy.

Changes

For every material change we publish a new, dated version of this notice. The version you received at registration is shown in your profile.