Privacy Policy
Last updated: October 15, 2026
Introduction
This Privacy Policy explains how The Med Club Health Group, Inc., operating The Med Club Diagnostics ("The Med Club," "we," "our," or "us"), collects, uses, shares and protects your personal information. It applies to our clinic at Level 4, Ayala Malls Vertis North, Quezon City, our home service and corporate services, our pharmacy, and this website (together, the "Services").
The Med Club Diagnostics operates a clinical laboratory licensed by the Department of Health (DOH License No. 13-0402-26-CL-2) an X-ray facility licensed by the Food and Drug Administration (FDA LTO No. NCR-M-08062481273580), and an FDA-licensed drugstore (FDA LTO No. CDRR-NCR-DS-2032522). We follow the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and the issuances of the National Privacy Commission (NPC). This policy forms part of our Terms of Service.
By using our Services or submitting a booking request, you acknowledge that you have read this policy and agree to the processing of your information as described here.
1. Definition of terms
- Personal information: any information from which your identity is apparent or can be reasonably and directly ascertained.
- Sensitive personal information: includes information about your race, ethnic origin, marital status, age, color, and religious, philosophical or political affiliations; your health, education, genetic or sexual life; government-issued identifiers such as your PhilHealth number; and other information the law classifies as sensitive.
- Personal information controller (PIC): the person or organization that controls the collection, holding, processing or use of personal information.
- Personal information processor (PIP): a person or organization a PIC engages to process personal data on its behalf.
2. Our role
The Med Club is the personal information controller for the information we collect when you book, visit our clinic, use our home service, buy from our pharmacy or contact us. This includes your health records, laboratory and imaging results, and consultation notes created by our doctors and staff.
When your employer books an annual physical exam or pre-employment exam for you, or when you use your HMO, we share only the results and details needed for that purpose, as described in section 5.
3. Information we collect
Information you give us
- Identity and contact details: your full name, sex, date of birth, mobile number, email address, home or service address, and a valid ID to confirm your identity.
- Health information: your medical history, symptoms, allergies, current medicines, prescriptions, doctor's requests, and the tests, packages or programs you choose.
- Payment and coverage details: your payment method, HMO name and Letter of Authorization (LOA), company name for company-paid services, and your PhilHealth Identification Number (PIN) if you use PhilHealth YAKAP.
- Discount details: your Senior Citizen (OSCA) or PWD ID when you claim a discount required by law.
- Messages: your questions and correspondence with our team.
Information we create when we care for you
- Clinical records: vital signs, consultation notes, laboratory, X-ray, ultrasound, ECG and other results, doctor's findings and prescriptions.
- Transaction records: appointments, orders, official receipts and pharmacy dispensing records.
Information collected on this website
- Information stored in your browser: this website saves your cart, theme preference and, after you submit a request, your name and contact details in your own browser so you don't have to type them again. This data stays on your device until you clear it.
- Technical data: our hosting provider may log basic information such as your IP address, browser type and the pages you visit, to keep the website secure and working.
Information from others
- Your HMO, employer or referring doctor, when they send us your authorization, request or referral.
- Partner laboratories, when we send out a specialized test and receive the result.
CCTV: our clinic uses CCTV cameras in public areas for safety and security.
4. How we use your information
We process your information only when we have a lawful basis, such as providing medical care you requested, your consent, a legal obligation, or our legitimate interests.
- Care and services: to confirm your identity, schedule your visit, perform tests and consultations, carry out home service, release your results, and dispense medicines with a valid prescription or doctor clearance.
- Payment and coverage: to compute your total, apply Senior Citizen, PWD or promo discounts, process payments, issue official receipts, and process HMO, company or PhilHealth YAKAP claims.
- Communication: to confirm appointments, send reminders and results notifications, and answer your questions.
- Legal and regulatory compliance: to keep records and make reports required by the DOH, FDA, PhilHealth, the Bureau of Internal Revenue (BIR) and other authorities, and to establish or defend legal claims.
- Improvement and safety: to improve our services and website, and to prevent fraud or unauthorized access.
- Marketing, only with your consent: to send you health tips, promos and clinic updates by email or SMS if you tick the opt-in box. You can unsubscribe anytime.
5. How we share your information
We do not sell your personal information. We share it only as needed, under confidentiality and data sharing or outsourcing agreements:
- Your doctors and our partner laboratories, for testing, reading and interpreting results.
- Your HMO, to verify coverage and process claims.
- PhilHealth, to register you and process your YAKAP benefits.
- Your employer, for company-paid exams. We share only fitness-to-work results or the details your consent or the law allows, not your full medical record.
- Service providers such as IT, cloud hosting, SMS and email, payment and courier services, who are bound to use your data only to provide their service to us.
- Affiliates within The Med Club Health Group, Inc., including EONS Health, when needed to provide or coordinate your care.
- Government authorities, when required by law, court order or a lawful request, or when needed to protect someone's life or health in an emergency.
- A buyer or successor, if our business is merged or sold, subject to the same privacy safeguards.
6. Your rights
Under the Data Privacy Act, you have the right to:
- Be informed about how your information is collected and processed.
- Object to processing, including direct marketing.
- Access your personal information and receive a copy.
- Correct inaccurate or incomplete information.
- Erasure or blocking of information that is no longer needed or was processed unlawfully, subject to the records we must keep by law (see section 8).
- Data portability: receive your information in a commonly used electronic format.
- Damages for harm caused by inaccurate, unlawfully obtained or unauthorized use of your information.
- File a complaint with the National Privacy Commission.
To exercise your rights, email our Data Protection Officer at dpo@the-medclub.com with the subject "Data Subject Request." We will ask for a valid ID to verify your identity, and we aim to respond within 15 working days.
7. How we protect your information
- Technical: encrypted connections (TLS) for our website and systems, access controls and secure storage for electronic records.
- Organizational: staff and contractors are bound by confidentiality agreements and trained on data privacy. Access to medical records is limited to those who need it.
- Physical: paper records and equipment are kept in secured areas of the clinic.
No system is completely secure. If a personal data breach occurs that requires notification, we will notify the NPC and affected individuals within seventy-two (72) hours of knowing about it, as required by NPC rules.
8. How long we keep your information
- Medical records and results: kept for the period required by DOH regulations and standard medical practice, at least 10 years from your last visit.
- Pharmacy records: prescriptions and dispensing records kept as required by the FDA and the Philippine Pharmacy Act (RA 10918).
- Financial records: kept as required by the Bureau of Internal Revenue.
- Marketing preferences and inquiries: kept until you unsubscribe or the inquiry is resolved, unless we need them longer for legal reasons.
After the retention period, we securely delete, destroy or anonymize your information.
9. Cookies and browser storage
This website uses your browser's local storage, not tracking cookies, to remember your cart, theme and contact details. It does not currently use advertising pixels or third-party analytics. To improve the booking form, we count how many visitors reach each step, using a random code that is not linked to your name or contact details. If we add them, we will update this policy first. You can clear this data anytime through your browser settings.
10. Third-party links
Our website links to other sites such as Google Maps, Facebook, Instagram, TikTok and the PhilHealth Member Portal. Their privacy practices are their own, so please review their policies.
11. Children and minors
We provide care to patients of all ages, including children. For patients under eighteen (18), a parent or legal guardian provides consent and personal information on their behalf and must be present or authorize the visit, except where the law allows otherwise.
12. Data stored outside the Philippines
Some of our service providers, such as cloud hosting and email, may store data on servers outside the Philippines. We require them to protect your information to a standard comparable to the Data Privacy Act.
13. Changes to this policy
We may update this policy to reflect changes in law or in our services. We will post the updated policy here with a new "Last updated" date, and tell you directly about significant changes to how we handle your sensitive personal information.
14. Contact our Data Protection Officer
The Med Club Health Group, Inc. (The Med Club Diagnostics)
Attn: Data Protection Officer
Level 4, Ayala Malls Vertis North, North Avenue, Quezon City
Email: dpo@the-medclub.com
Phone: 0945 521 9288
