How we handle your data in the video consultation
Version 2026-10-10-b. Versión en español (the Spanish text is the original). This information supplements the privacy policy of the website, which still applies to everything else (booking, payment, cookies).
1. Who is responsible
Iván Méndez-Benegassi Silva, tax ID 44813151C. Address for notifications: Av. de Juan Antonio Samaranch, 51, Hortaleza, 28055 Madrid, Spain. Email: contacto@ronquidoyapneas.com.
Medical specialist in Otorhinolaryngology, member no. 282855946 of the Illustrious Official College of Physicians of Madrid (ICOMEM), bound by professional secrecy.
2. What we use your data for
To see you in the video consultation you have booked: to check that you have an appointment, to keep you in the waiting room and to connect you with the doctor.
Minors: if the patient is a minor, the booking is made by their mother, father or legal guardian, who must be present during the whole consultation. In the waiting room we also note that person’s full name and whether they are the mother, father or guardian. The patient always needs their own DNI or NIE number, even if under 18 (the medical record and the prescription require it): without one they cannot join the video consultation and should book an in-person appointment.
In the waiting room we also ask for your first name, surname, ID number (DNI/NIE) and date of birth to open or complete your medical record and, if you need one, to issue a prescription (a medical prescription requires these data by law: Royal Decree 1718/2010).
3. What data we process and for how long
- Your booking data (your email, your phone number if you left one, the language, the time of your appointment and the payment references from Stripe, without your card details): stored encrypted on the server to send you the confirmation and reminders, and so that you can change or cancel the appointment. Deleted 30 days after the appointment.
- Access to the waiting room: to check that you have an appointment we keep a fingerprint of your email (a code computed with a key that only the server has: the email cannot be read back from it, nor can addresses be tested without that key) together with the time of your appointment; it is deleted 7 days after the appointment. Knowing the email is not enough to join: you join with the personal link in your confirmation and reminder emails or with a 6-digit code that we send to the booking email. The link works as many times as needed while your appointment is in progress (from 30 minutes before until 60 minutes after it ends; if the connection drops, you join again with the same button) and not outside that window; if someone is already in the call, the doctor must approve the second entry. The link is stored encrypted with your booking data (to repeat it in the reminders) and deleted with them after 30 days. The code is valid for 10 minutes, deleted once used and never written to any file; if you ask for it again while it is still valid, we resend the same one.
- First name, surname, ID number and date of birth (the ones you type when joining) and, if the patient is a minor, the full name and relationship (mother, father or guardian) of the person accompanying them: this application does not store them in any file or log. It only holds them in the server’s memory while you wait and sends them to your medical record (see section 3 bis). The doctor sees them on screen and can correct them.
- Your image and voice during the consultation: encrypted directly between your device and the doctor’s. They are not recorded or stored.
- Technical connection data: to connect the two devices, the browser exchanges network data (for example, the address you use to reach the internet). It is used only to set up the call and is not stored. If your network does not allow a direct connection, the call goes encrypted through a relay that cannot see its content.
- Record that you read this information: the fingerprint of your appointment, the version of this text and the date. It carries neither your name nor your email. It is kept for as long as the medical record.
- Operation log: technical events without names, emails or network addresses, 180 days.
- Backups: every night a copy of the server data (bookings and medical records) is made, encrypted on the server itself before it leaves, and stored with OVHcloud (object storage, a French provider, data in the European Union). We keep 30 daily, 12 weekly and 12 monthly copies, so encrypted backups may keep data for up to 12 months before they are deleted, even if the data is no longer on the server.
What is said in the consultation and what the doctor notes down is part of your medical record, which is kept separately from this application and retained under Law 41/2002: the law requires a minimum of five years from discharge, and we keep it for ten years from your last consultation (or longer, if your region’s regulations require it).
3 bis. Your medical record and prescription
- What it contains: your identification data (the above, plus the email and, if you left one, the phone number from your booking), notes of your consultations, diagnoses and the prescriptions issued. Prescriptions are generated as PDF on the doctor’s official pad; the system keeps a record of each one (number, date, patient and prescription) and also an exact copy of the PDF issued, which cannot be modified or deleted during the retention period.
- Sent by email: at the end of the consultation the report and the prescriptions are emailed to you as a password-protected PDF; the password is your ID number (DNI/NIE), in capital letters and without spaces. An exact copy of what was sent is also kept in your medical record for the legal period.
- Where it is: on the doctor’s own server in Paris (France, European Union), with the database encrypted and accessible only from the doctor’s session. It is not passed on to third parties; the only sending is the report and prescriptions to your own email, described above.
- For how long: ten years from your last consultation. The law (Law 41/2002) requires a minimum of five years from discharge of each episode of care; we keep it longer to be able to deal with claims and with patients who come back. After that period the record is deleted, and only once the doctor has confirmed it; the encrypted backups disappear within 12 months at most. Your region’s regulations may require a longer period.
- Who has access: only the doctor; each access to your file is logged (which file and when, without names).
4. Why we may process them
Because it is necessary to provide the healthcare you have contracted (art. 6.1.b GDPR) and for diagnosis and medical care by a professional bound by secrecy (art. 9.2.h GDPR and art. 9.3). The medical record and the data the prescription requires are also kept under a legal obligation (art. 6.1.c GDPR; Law 41/2002 and Royal Decree 1718/2010). The box you tick when joining records that you have read this information and agree to have the consultation by video call; it is not the legal basis of the processing.
5. Who else is involved
Nobody sees or hears your consultation except you and the doctor. The server of this application is provided by Hostinger, which processes the technical data described above on behalf of the controller, under the data processing agreement (art. 28 GDPR) that forms part of its terms; the same provider hosts the server of your medical record, which is encrypted. The encrypted backups are stored by OVHcloud (France, European Union) as a data processor (art. 28 GDPR); since they are encrypted before leaving the server, it cannot read them. Booking is handled in this same application, on that same server (Paris, European Union), and the emails (confirmation, reminders and notices of changes) are sent from the doctor’s mailbox, also hosted by Hostinger. Payment is handled by Stripe, which receives your email and the amount and may process data outside the European Economic Area (United States) with the safeguards explained in the website’s privacy policy; we never see your card details.
The contact mailbox is forwarded to Gmail. The messages you send to contacto@ronquidoyapneas.com (for example, when replying to a video consultation email) arrive at the domain mailbox and from there are automatically forwarded to a Gmail account of the doctor. Google therefore also receives and stores those messages and processes them under its own terms and privacy policy. For that reason, and because email is not an end-to-end encrypted channel, we recommend that you do not send medical reports or health data by email: tell us only what is essential and the rest will be covered in the consultation.
There are no automated decisions or profiling.
6. Your rights
You can ask for access, rectification, restriction, objection and portability of your data, and erasure of whatever we are not obliged to keep, by writing to contacto@ronquidoyapneas.com. Erasure is limited as regards your medical record: the law requires it to be kept for at least five years from discharge, and we keep it for ten years from your last consultation; it cannot be erased before the legal minimum of five years has passed, even if you ask. What is deleted from the server disappears from the encrypted backups when their retention period ends (up to 12 months). If you think we have not handled your data properly, you can complain to the Spanish Data Protection Agency (www.aepd.es).
7. Good to know about a video consultation
- It is suitable for follow-ups, results and for assessing whether you need to be seen in person. If the doctor needs to examine you, he will give you an appointment at the practice.
- Find a quiet, well-lit place where nobody can hear you if you do not want them to.
- In an emergency, do not wait: call your local emergency number.
- If the patient is a minor, their mother, father or legal guardian must be present during the whole consultation, and the patient needs their own DNI or NIE number; if they do not have one, please book an in-person appointment.
- If the connection drops, join again with the link in your email (or ask for a code on the page) while your appointment is still in progress.