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Privacy Policy

Date: July 1, 2024

Welcome to Aya DART, LLC (“DocCafe,” “we,” or “us”) dba DocCafe and MedJobCafe. DocCafe is committed to protecting your online privacy, regardless of whether you are visiting as a potential employer (“client”) or to seek employment (“job seeker”). This Privacy Policy outlines DocCafe’s policies and practices relating to the collection, use, and disclosure of Personal Information through all websites, portals or pages owned or operated by DocCafe, including those accessible through the domain and subdomains of doccafe.com, medjobcafe.com, nursingjobcafe.com, dentistjobcafe.com, alliedhealthjobcafe.com, pharmacistjobcafe.com, biotechjobcafe.com, hiringopps.com, and interviewopps.com (collectively, the “DocCafe Sites”).

DocCafe respects the privacy and the confidentiality of our clients’ and job seekers’ information, particularly their Personal Information. “Personal Information” is information that identifies you or can reasonably be linked to you, although it does not include any information that is available publicly or information that has been anonymized. This Privacy Policy explains how DocCafe collects, uses, discloses, and protects the information. Our Privacy Policy applies to all individuals that provide their Personal Information on DocCafe Sites, regardless of how that information is provided to us.

Collection and Use of Information

When you create an account and register for DocCafe Sites or their services or when you use any of the DocCafe Sites to manage an employer’s account, you will be asked to submit certain Personal Information, be it through our website or a partner portal. The chart below details the Personal Information that we receive, how we use it, and to whom we may disclose it. We collect this information from you and from any additional sources listed below.

Categories of Information How we use it Categories of Recipients
Contact information: such as your name, home and work address, personal and/or work telephone numbers, personal and/or work email addresses To open and maintain job seeker records, client records, and job postings; to communicate with you regarding your interest in a job opportunity, your application for employment, or updates on your candidacy; to tailor your experience with the DocCafe Marketing Tools, including showing you content that we think you might be interested in; or to communicate with clients regarding their postings and any applications or candidates With related entities; with third-party employer(s) that you select during the application process; with recruiters who view your profile; with certain authorized third parties for the purpose of providing specialized services to us (such as helping us to maintain and manage the information of our clients and job seekers , communicate with our clients and job seekers, service our website, for marketing, etc.); with select partners and affiliates that we believe may have or may facilitate offers or positions that may be of interest to you
Job-related information and qualifications: such as position applied for, work experience, education, awards, qualifications, certificates, licenses, financial relationships, and any other information you choose to provide in your resumes and/or applications To allow third-party employer(s) to assess your suitability for a position and to determine any actual or potential conflict of interest; to tailor your experience with the DocCafe Marketing Tools, showing you content that we think you might be interested in With related entities; with third-party employer(s) that you select during the application process; with recruiters who view your profile; with select partners and affiliates that we believe may have or may facilitate offers or positions that may be of interest to you
National identification information: such as your country of birth or the country where you are a registered national or citizen, and any visa or other right to work To allow third-party employer(s) to determine your eligibility to work, applicable benefits, financial draws/taxes, and fulfill our obligations to relevant government authorities With related entities; with third-party employer(s) that you select during the application process; with recruiters who view your profile
Other voluntary information: any voluntary information you may provide us in the course of your interactions with us (such as by sending an e-mail through the DocCafe Marketing Tools and/or to the addresses indicated on the DocCafe Marketing Tools, by calling, e-mailing, texting, or chatting online with our customer service team, by responding to surveys, or during the course of a job interview, which may be recorded and shared with third-party employers) To handle your requests and to contact you when necessary or requested, including responding to your questions and comments and providing customer support; to improve the DocCafe Marketing Tools, customer service, and user experience; to tailor your experience with the DocCafe Marketing Tools, showing you content that we think you might be interested in; to allow third-party employer(s) to assess your suitability for a position With related entities; with third-party employer(s) that you select during the application process; with recruiters who view your profile; with certain authorized third parties for the purpose of providing specialized services to us (such as helping us to maintain and manage the information of our clients and job seekers , communicate with our clients and job seekers, service our website, for marketing, etc.); with select partners and affiliates that we believe may have or may facilitate offers or positions that may be of interest to you
Preference information, such as your account settings, including and privacy, preferred contact channel, and types of services/offers that interest you To enhance your online experience, including as a way to recognize you and welcome you to the DocCafe Marketing Tools; to personalize your experience; and to provide you with customized content that we think you might be interested in

Additional Sources of Personal Information: The DocCafe Marketing Tools’ interaction with your browser or devices and cookies, pixels, and other technologies tracking the pages you visit across websites, browsers, and platforms		 With related entities; with certain authorized third parties for the purpose of providing specialized services to us (such as helping us to maintain and manage the information of our clients and job seekers, communicate with our clients and job seekers, for marketing, etc.); with select partners and affiliates that we believe may have or may facilitate offers or positions that may be of interest to you
Social media information: if you interact with us through a social media service or log in using social media credentials, depending on your social media settings, we may have access to your information from that social network such as your name, email address, age, gender, and location For research, analytical and other business purposes; to enhance your online browsing, searching, and connecting experience, including as a way to recognize you and welcome you to the DocCafe Marketing Tools and to provide you with customized content that we think you might be interested in

Additional Sources of Personal Information: Co-branded partners and websites (for example, on our Facebook pages)		 With related entities; with certain authorized third parties for the purpose of providing specialized services to us (such as helping us to maintain and manage the information of our clients and job seekers, communicate with our clients and job seekers, for marketing, etc.); with select partners and affiliates that we believe may have or may facilitate offers or positions that may be of interest to you
Information automatically collected from your browser: your browser type, operating system type or mobile device model, viewed webpages, links that are clicked, keystrokes typed, searchs, movement of the mouse or pointer, IP address, mobile device identifier or other unique identifier, sites or apps visited before coming to the DocCafe Marketing Tools, the amount of time you spend viewing or using the DocCafe Marketing Tools, the number of times you return, or other click-stream or site usage data, emails we send that you open, forward, or click through to the DocCafe Marketing Tools, downloads, and activity reflecting outreach to others on the platform To improve the DocCafe Marketing Tools, customer service, user experience, products and services; to create a session replay that shows your visit to our site; to protect the security or integrity of the DocCafe Marketing Tools and our business, such as by protecting against and preventing fraud, unauthorized transactions, and managing risk exposure, including by identifying potential hackers and other unauthorized users; and, in an aggregated non-specific format, for analytical and demographic purposes; to tailor your experience on the DocCafe Marketing Tools, showing you content that we think you might be interested in

Additional Sources of Personal Information: The DocCafe Marketing Tools’ interaction with your browser or devices when you choose to connect your e-mail account with our system.		 With related entities; with third-party employer(s) that you select during the application process; with recruiters who view your profile; with certain authorized third parties for the purpose of providing specialized services to us (such as helping us to maintain and manage the information of our clients and job seekers, communicate with our clients and job seekers, service our website, for marketing, etc.); with select partners and affiliates that we believe may have or may facilitate offers or positions that may be of interest to you
Information automatically collected from your device and internet network: your internet service provider, your internet protocol or IP address domain names of the computers you use to visit the DocCafe Marketing Tools, your operating system and browser used; and the type of handheld or mobile device used, such as laptop or smart phone, log files, URIs (Uniform Resource Identifiers) of the resources requested, the time of the request, the method used to submit the request to the server, the size of the file obtained in reply, the numerical status code of the server reply (successful, error, etc.) and other parameters concerning the user's operating system and computer environment, and/or device cookie settings and other device details, such as MAC address To improve DocCafe Marketing Tools, customer service, and user experience; to provide customer service; to make sure the DocCafe Marketing Tools’ technology works properly with your device and make sure you can see and use the DocCafe Marketing Tools on the device you are using; for analytical and demographic purposes and to provide with offers and information that may be of interest to you; to protect the security or integrity of the DocCafe Marketing Tools and our business, such as by protecting against and preventing fraud, unauthorized transactions, and managing risk exposure, including by identifying potential hackers and other unauthorized users

Additional Sources of Personal Information: From the website or app technology’s interaction with your browser or devices; and from service providers who support our fraud detection efforts		 With related entities; with third-party employer(s) that you select during the application process; with recruiters who view your profile; with certain authorized third parties for the purpose of providing specialized services to us (such as helping us to maintain and manage the information of our clients and job seekers, communicate with our clients and job seekers, service our website, for marketing, etc.); with select partners and affiliates that we believe may have or may facilitate offers or positions that may be of interest to you
Inferences drawn from the information identified above: to create a profile about a consumer reflecting the consumer’s preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes To enhance your online experience; to provide you with customized content; to tailor your experience on the DocCafe Marketing Tools, showing you content that we think you might be interested in

Additional Sources of Personal Information: From the other sources listed above		 With related entities; with third-party employer(s) that you select during the application process; with recruiters who view your profile; with certain authorized third parties for the purpose of providing specialized services to us (such as helping us to maintain and manage the information of our clients and job seekers, communicate with our clients and job seekers, service our website, for marketing, etc.); with select partners and affiliates that we believe may have or may facilitate offers or positions that may be of interest to you
Sensitive Personal Information, insofar as necessary and legally permitted: such as (1) Social Security, driver’s license, state identification card, or passport number, (2) account log-in, financial account, debit card or credit card number in combination with any required security or access code, password, or credentials allowing access to an account, (3) precise geolocation, (4) racial or ethnic origin, religious or philosophical beliefs, or union membership, (5) the contents of your mail, email or text messages, unless the Company is the intended recipient of the communication, (6) information regarding your health, such as information relating to health and safety in the workplace, accidents and near misses, and vaccination records and vaccination status information, (7) information regarding your sexual orientation. Equal opportunities monitoring information: We will use this information, such as your race, ethnicity, and gender, which you would provide only on a voluntary basis, to conduct equal opportunity and diversity monitoring – and to allow third-party employers do the same – where permitted or required by law.

As required: We will also use Sensitive Personal Information to ensure compliance with legal and regulatory requirements, to perform any legal obligations in relation to your union membership, and for any other purposes required by law or government authorities.		 With related entities; with third-party employer(s) that you select during the application process; with recruiters who view your profile

Additional Purposes for Using the Information

In addition to the uses set forth above, the Company may use and disclose the categories of Personal Information identified:

  • To comply with applicable legal and regulatory requests and obligations (including investigations).
  • To establish or defend legal claims and allegations.
  • For security or the prevention, detection, or investigation of fraud, suspected or actual illegal activity, violations of company policy or rules, or other misconduct.
  • To seek advice from lawyers, auditors, and other professional advisers.

Your Choices and Use by Third Parties

Our subscribers, recruiters, and employers may view your profile, posted CVs, and applications. You may have us disclose as much of your information as you wish in your profile. The DocCafe Sites allow you to control the information in your posting. We are not responsible for the use of any information in uploaded CVs or resumes taken from this site by a third-party employer or recruiter.

Cookies and Tracking Tools

We may use technology to automatically obtain information about you, your devices, your browsing patterns, and your website usage activity, when you visit or use the DocCafe Sites. This information helps DocCafe work correctly and supports our marketing and analytics efforts. This information includes, but is not limited to, your device type; device settings; Internet browser information; operating system information; IP address; mobile device identifiers; software version; phone model; phone operating system; mobile phone carrier information; geolocation data; the date, time and length of your stay or use of the DocCafe Sites; your interactions with DocCafe; the referring website, specific pages accessed, and other actions you take when using the DocCafe Sites; and other information as described above in the “Collection and Use of Information” section of this Privacy Policy.

We and third-party ad technology providers may collect this information over time and across different websites and online services through the use of tracking tools, including cookies, web beacons, clear GIFs, pixels, device identifiers, and other online information-gathering tools. The information collected from tracking tools may be transmitted to the third-party providers of those tools. We also use and share the information collected from tracking tools and automated technologies as set forth in the “Collection and Use of Information” section of this Privacy Policy.

DocCafe may use session or persistent cookies to collect and store data about your preferences and navigation to, from, and on the DocCafe Sites. These cookies may be ours or they may be third-party cookies from one or more of our vendors or service providers. DocCafe uses cookies when you are required to re-enter your password, to protect you against other users accessing your account, to remember your preferences, to collect aggregate information, and to improve our service provision. Session cookies are used to complete transactions and for other purposes such as counting visits to certain webpages. Session cookies are eliminated when you exit your browser. Persistent cookies may be stored on your computer by your browser. When you log in, persistent cookies tell us if you have visited the DocCafe Sites before or if you are a new visitor.

Third-party cookies are installed by third parties with the aim of collecting certain information from web users to carry out research into, for example, behavior, demographics, or spending habits. They are commonly used by advertisers who want to ensure that products and services are marketed towards the right target audience.

Most browsers automatically accept cookies. Depending on the sites capabilities, you may be able to disable this function, but disabling cookies may impact your use and enjoyment of the DocCafe Sites, or you may not be able to proceed with using the website without accepting the use of Cookies. For example, if you reject all cookies, you may not be able to use the DocCafe services that require you to “sign in.” As set forth above, we, our service providers, and our business partners may use cookies and other tracking tools to collect information about individuals’ online activities over time and across third-party websites when an individual uses the DocCafe Sites.

Due to the automatic collection of data using cookies, we do not currently respond to “do not track” requests.  As noted below, we are working towards enabling Global Privacy Control (GPC).

Third-Party Content and Websites

DocCafe is not responsible for the privacy practices or the content of the employers (who receive and use your information in evaluating your candidacy) or of any third-party websites. DocCafe is not able to control the targeted advertising you receive when you leave the DocCafe Sites or click on a third-party link. The DocCafe Sites provide third parties with ads and your computer or phone may retain data that you spent time with the DocCafe Sites. You may be able to adjust settings with some third-party providers to opt out of their targeted advertising.

Data Security

Security is a top priority for us. We exercise great care in providing secure transmission of your Personal Information from your Internet connection to our secure servers, as well as in handling the Information offline by limiting access to authorized personnel. DocCafe and its service providers use commercially reasonable technical and organizational measures to help secure all Personal Information against loss, misuse, and alteration. While we cannot guarantee it, we use industry-standard protections to help safeguard against such occurrences. If a breach of our systems occurs, we will notify you of the breach where required under applicable law. You understand that no data transmission over the internet or a mobile device can be guaranteed to be 100% secure, that you provide Personal Information at your own risk, and that we will not be held liable should a third party illegally obtain your Personal Information. Our policy does not extend to anything that is inherent in the operation of the Internet, and therefore beyond our control, and is not to be applied in any manner contrary to applicable law or governmental regulation.

Your State Privacy Rights

If you are a resident of California, Colorado, Connecticut, Delaware, Iowa, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, or Virginia, the law in those states may provide you with the following rights with respect to your Personal Information:

Your California Privacy Rights

  • The right to know what Personal Information we have collected, used, disclosed, and sold about you, including the categories of Personal Information, the categories of sources from which the Personal Information is collected, the business or commercial purpose for collecting, selling, or sharing Personal Information, the categories of third parties to whom we disclose Personal Information, and the specific pieces of Personal Information we have collected about you.
  • The right to correct inaccuracies in your Personal Information, taking into account the nature of the Personal Information and the purposes of the processing.
  • The right to request that we delete any Personal Information we have about you.
  • The right to opt-out of the selling or sharing of your Personal Information, which you can exercise by contacting us at privacy@doccafe.com or (866) 687-7390 or by modifying your privacy preferences (e.g., Global Privacy Control), available through certain internet browsers and extensions, that signal your preference to opt out. Please note that clearing your cookies at any time will remove the signal of your selected privacy preferences.

In addition, and as set forth below, California law requires us to identify, for the 12-month period prior to the date of this Privacy Policy, what information we may have “sold” or “shared” about you. For the 12-month period prior to the date of this Privacy Policy, we have only sold or shared Personal Information about our clients and job seekers as described above. We do not use or disclose Sensitive Personal Information, as defined in applicable laws, for any purposes other than those permitted by applicable law.

Opt-Out Preference Signals: We are working towards enabling Global Privacy Control (GPC) as an additional way for you to submit a request to opt out of the sale and sharing of your Personal Information through browsers and/or browser extensions that support such a signal. Until then, you can opt out of the use of third-party cookies for personalized advertising by setting your cookie preferences on your browser or submitting a request as discussed below.

This Privacy Policy describes how we may share your information for marketing purposes, as described above. If you are a California resident, the Shine the Light law permits you to request and obtain from us once per calendar year information about any of your Personal Information shared with third parties for their own direct marketing purposes, including the categories of information and the names and addresses of those businesses with which we have shared such information. To request this information and for any other questions about our privacy practices and compliance with California law, please contact us as described in the “Contact Us” section below.

Submitting a Request

To submit any of the above requests, you may call us at (866) 687-7390 or email us at privacy@doccafe.com. You may also designate an authorized agent to make a request on your behalf. When you exercise these rights and submit a request to us, we will verify your identity using various methods, which may include asking you to log in to your account. We also may use a third-party verification provider to verify your identity. We will endeavor to honor such requests unless such a request conflicts with certain lawful exemptions under California’s consumer privacy law. Please note that we are only required to honor requests to know twice in a 12-month period.

We do not discriminate against California residents who exercise any of their rights described in our Privacy Policy. Your exercise of these rights will have no adverse effect on the price (if applicable), accessibility, availability, and quality of our goods or services.

Privacy Rights for Residents of Colorado, Connecticut, Oregon, Texas, and Virginia; Montana (starting October 1, 2024); Delaware, Nebraska, and New Hampshire (starting January 1, 2025); New Jersey (starting January 15, 2025); Tennessee and Minnesota (starting July 1 and 31, 2025, respectively); and Maryland (starting October 1, 2025)

  • The right to confirm whether we process your Personal Information and access your Personal Information.
  • The right to correct inaccuracies in your Personal Information, taking into account the nature of the Personal Information and the purposes of the processing.
  • The right to delete Personal Information we have about you.
  • The right to opt out of the processing of your Personal Information for purposes of targeted advertising, the sale of Personal Information, and/or profiling in furtherance of decisions that produce legal or similarly significant effects.
  • The right to obtain a copy of Personal Information we have obtained about you in a portable and, to the extent technically feasible, readily usable format.
  • If we deny your request, the right to appeal our decision.

Submitting a Request

To submit any of the above requests, you may call us at (866) 687-7390 or email us at privacy@doccafe.com. When you exercise these rights and submit a request to us, we will verify your identity using various methods, which may include asking you to log in to your account. We may also use a third-party verification provider to verify your identity. We will endeavor to honor such requests unless such a request conflicts with certain lawful exemptions under your state’s consumer privacy law.

The fact that you have elected to exercise these rights will have no adverse effect on the price and quality of our products or services.

To appeal a decision we have made regarding your request, you may call us at (866) 687-7390 or email us at privacy@doccafe.com. We will respond to appeals within the timeframe required by your state’s law.

Privacy Rights for Residents of Utah and of Iowa (starting January 1, 2025)

  • The right to confirm whether we process your Personal Information and access your Personal Information.
  • The right to delete Personal Information we have about you.
  • The right to opt out of the processing of your Personal Information for purposes of targeted advertising and/or the sale of Personal Information
  • The right to obtain a copy of the Personal Information you have previously provided to us in a portable and, to the extent technically feasible, readily usable format.

Submitting a Request

To submit any of the above requests, you may call us at (866) 687-7390 or email us at privacy@doccafe.com. When you exercise these rights and submit a request to us, we will verify your identity using various methods, which may include asking you to log in to your account. We may also use a third-party verification provider to verify your identity. We will endeavor to honor such requests unless such a request conflicts with certain lawful exemptions under your state’s law.

The fact that you have elected to exercise these rights will have no adverse effect on the price and quality of our products or services.

Data Retention

We will retain your personal data for as long as needed or permitted in light of the purposes for which it was obtained. The criteria used to determine our retention periods include: (a) the length of time we have an ongoing relationship with and provide services to our clients and job seekers (b) whether there is a legal obligation to which we are subject, and (c) whether retention is advisable in light of our legal position (such as in regard to applicable statutes of limitations, litigation or regulatory investigations).

Minors

DocCafe provides employment-related services to both the candidate side and employer side of the equation. DocCafe and related services are not directed toward children or minors. As such, an individual must be aged eighteen (18) or over to create an account through DocCafe. If we become aware that we have inadvertently received Personal Information from a user under the age of 18, we will delete such information from our records. We do not have actual knowledge about selling or sharing Personal Information of consumers under the age of 18.

Modifications to this Privacy Policy

DocCafe reserves the right to revise, amend, or modify this Privacy Policy at any time. We shall provide notice of such changes by posting the revised policies to the websites of DocCafe and by either providing you a message the next time you login into your account or by sending you an email to the email address you provided when creating your account.

Contact Information for The Joint Commission’s Office of Quality Monitoring

You may contact The Joint Commission’s Office of Quality Monitoring to report any patient safety concerns or register complaints about Aya by calling (800) 994-6610 or email complaint@jointcommission.org.

Contact Us

If you have any questions or concerns regarding this Privacy Policy or use of your Personal Information, you may contact us at: privacy@doccafe.com or (866) 687-7390.