Privacy Notice
Last updated: 10 August 2026
1. Who we are
PodiiDoc ("PodiiDoc", "we", "us", "our") is a pod-matching service for doctors preparing for postgraduate medical exams and interviews, available at podiidoc.com. We are the data controller for the personal data described in this notice. You can contact us at podiidoc@gmail.com.
2. What we collect
- Identity & professional details: name, self-declared GMC number, self-declared job role/training grade, email address (any provider - NHS.net, NHS Wales, NHS Scotland and hospital trust addresses are additionally flagged as NHS-verified once confirmed), phone number (optional).
- Optional matching preferences: gender, age, and preferred gender/age range of pod-mates.
- Exam details: the exam or interview you're preparing for, your sitting timeline and preferred pod size.
- Study preferences: weekly availability, study style, session length and pace, and your strengths and weaknesses.
- Account & usage data: sign-up date, verification status, match history, pod membership, and basic technical data (such as IP address and browser type) collected automatically when you use the site.
- Payment data: when you join a pod, payment is handled by our payment provider (Stripe). We do not store your card details ourselves.
- Communications: any emails or messages you send us.
3. How we use it, and our legal basis
- To operate the matching service and manage your account — necessary to perform our contract with you.
- To verify your email address and record your signed declaration that you're a GMC-registered or training UK doctor and your stated job role — our legitimate interest in keeping the platform safe for other members.
- To send you match, pod and account-related emails — necessary to perform our contract with you.
- To take payment when you join a pod — necessary to perform our contract with you.
- To improve, secure and troubleshoot the Service, and prevent fraud or misuse — legitimate interests.
- To comply with our legal obligations, where applicable.
We do not use your data for marketing without your consent, and we never sell your personal data to third parties.
4. Who sees your data
- Other pod members see only your first initials, strengths/weaknesses and a short intro during matching, and your chosen contact method(s) — only once every member of your pod has accepted and paid to join.
- Service providers who help us run PodiiDoc (for example, hosting, email delivery and payment processing) process data on our behalf, only as needed to provide their service, and under contract.
- We do not share your data with the GMC, your employer or any other third party for any other purpose, and we don't sell data to advertisers or data brokers.
- We may disclose data where required by law, or to protect the safety of our users.
5. How long we keep it
We keep your data for as long as you have an active account, and for a limited period afterwards in case you return. If your account is inactive for an extended period, we may delete or anonymise your data, unless we're required to retain it for longer (for example, for legal, tax or fraud-prevention reasons). You can ask us to delete your account and data at any time.
6. Your rights
As a UK-based service, you have rights under the UK GDPR, including the right to: access the data we hold about you; correct inaccurate data; request erasure of your data; restrict or object to certain processing; and receive your data in a portable format. To exercise any of these rights, email podiidoc@gmail.com — we aim to respond within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk) if you're unhappy with how we've handled your data.
7. Security
We take reasonable technical and organisational measures to protect your data, including restricted access to personal data and secure storage of sensitive fields. No system is completely secure, so please also take care with what you share directly with pod-mates once you're matched.
8. International transfers
Where any of our service providers process data outside the UK or EEA, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Addendum or an applicable adequacy decision.
9. Age requirement
PodiiDoc is only for people aged 18 and over who are registered or training UK doctors. We do not knowingly collect data from anyone under 18.
10. Changes to this notice
We may update this notice from time to time. The "last updated" date at the top will change, and we'll flag any material changes on the site.
11. Contact us
Email podiidoc@gmail.com with any questions about this notice or your data.