Doc Assist

Terms of use

1. Who we are

Doc Assist is based in Kenya and can be used from other countries. If the law where you live gives you rights that cannot be waived, such as consumer or data protection rights, those rights still apply to you.

Doc Assist is operated by Uhai Utamu, based in Nairobi, Kenya ("we", "us"). You can reach us at info@uhaiutamu.com. By creating an account or using Doc Assist you agree to these terms. If you do not agree, do not use the service.

2. Who can use Doc Assist

Doc Assist is for medical students, doctors and other health professionals aged 18 or over. You must give accurate information about yourself, including your stage of training and any KMPDC registration number you enter.

3. What we provide

We list opportunities (jobs, electives, research posts, outreach and similar), career information and tools to organise your applications. We are an information service. We are not an employer, a recruitment or employment agency, a placement agency, or a party to any agreement between you and an organisation you apply to.

4. Your account

Keep your login details private and tell us promptly if you think someone else has used your account. You are responsible for activity on your account.

5. Your content

You keep ownership of the profile details, CV information and drafts you enter. You give us a limited licence to store and process them only to run the service for you. You confirm that what you enter is accurate and that you have the right to share it.

6. Fees

Doc Assist is free for applicants. We never charge you to apply for a listed opportunity, and listed organisations must not charge you either. If any paid features are introduced, we will show the price clearly before you pay.

7. Our content

The Doc Assist name, design and original text belong to Uhai Utamu. You may use them for your own personal, non-commercial career planning. Exam names (such as USMLE, PLAB and AMC) and organisation names belong to their owners and are used only to describe them; we are not affiliated with or endorsed by them unless we say so.

8. Ending your use

You can stop using Doc Assist and ask us to delete your account at any time. We may suspend or close accounts that break these terms or the Acceptable use rules.

9. Liability

To the extent Kenyan law allows, we are not liable for losses arising from your reliance on a listing or on career information, from decisions an organisation makes about you, or from interruptions to the service. Nothing in these terms limits rights you have under the Consumer Protection Act, 2012 or any liability that cannot be limited by law.

10. Changes

We may update these terms. We will show the new effective date and, for significant changes, tell you in the app before they apply.

11. Governing law

These terms are governed by the laws of Kenya. Disputes will first be handled through our complaints process, and if unresolved, by the courts of Kenya.

Privacy policy

We process personal data in line with the Data Protection Act, 2019 and its regulations. Uhai Utamu is the data controller. Our registration with the Office of the Data Protection Commissioner (ODPC) is in progress.

What we collect

• Account details: name, email address, password (stored in protected form), and whether you are a student or doctor.
• Profile details you choose to add: phone number, county, education, KCSE grade, university and year of study, work history, KMPDC licence number, licence and certificate expiry dates and the file name of your licence, career stage and what you're looking for, summary and CV file name.
• Activity in the app: saved opportunities, your application tracker and the drafts you create.
• Basic technical data needed to run and secure the service, such as device type and error logs.

We do not ask for, and you should not enter, health information, national ID or passport numbers, or bank details in your profile.

Why we use it (lawful basis)

• To provide the service you signed up for: building your profile, drafting applications and tracking them (performance of a contract).
• To keep the service secure and fix problems (legitimate interest).
• To send optional updates about new opportunities, only if you opt in (consent, which you can withdraw at any time).
• To meet legal obligations (legal obligation).

Who we share it with

We do not sell your personal data. Your details are only sent to an employer or institution when you choose to send an application yourself. We use service providers (such as hosting and email providers) who process data on our instructions under written contracts. Where data is stored outside Kenya, we do so only with appropriate safeguards as required by section 48 of the Act.

How long we keep it

We keep your account data while your account is active and delete or anonymise it within 90 days after you close your account, unless the law requires us to keep it longer.

Your rights

Under the Data Protection Act you have the right to be informed, to access your data, to have inaccurate data corrected, to have data deleted, to object to processing, and to data portability. To use any of these rights, contact our data protection officer at info@uhaiutamu.com. We will respond within the time the law requires. You can also complain to the Office of the Data Protection Commissioner (ODPC) at odpc.go.ke.

Security

We use access controls, encryption in transit and other reasonable measures to protect your data. If a breach is likely to put you at risk, we will notify the ODPC within 72 hours of becoming aware of it and tell you without undue delay, as the Data Protection Act and, where it applies, the GDPR require.

Automated decisions

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. Recommendations on your dashboard are simple filters you control.

Children

Doc Assist is not intended for anyone under 18, and we do not knowingly collect data from children.

Where your data is kept

Your account, profile, saved opportunities, tracker and alert choices are stored on our server so they follow you to any device. If you browse without an account, what you save stays only in that browser. You can delete your account at any time from your profile, which removes this data from our server.

Disclaimer

Listings

Opportunities are gathered from organisations and public sources. We try to keep them accurate, but we do not guarantee that any listing is current, genuine or still open, or that you will be selected. Always confirm details, deadlines and requirements directly with the organisation before applying or travelling.

Career and exam information

Career guides and the exam routes for USMLE, PLAB, AMC, MCCQE and Gulf licensing are general information, not professional, legal, immigration or financial advice. Requirements, fees and dates change; the official websites linked on each card are the authoritative source.

Professional practice

Nothing on Doc Assist authorises you to practise medicine. Clinical work, locums, camps and outreach must be done within your KMPDC licence or, for students, under appropriate supervision and your school's rules.

Not medical advice

Doc Assist does not provide medical advice to patients or the public.

Listing rules

These rules apply to any employer, institution or organisation that posts on Doc Assist.

• Listings must be for real, currently available opportunities, posted by the organisation or with its permission.
• No fees may be charged to applicants for applying, interviewing or being placed. Elective or programme fees must be stated clearly in the listing.
• Listings must not discriminate on grounds prohibited by the Constitution of Kenya and section 5 of the Employment Act, 2007, including race, sex, pregnancy, marital status, HIV status, disability, ethnic or social origin, religion or age, except where a requirement is genuinely part of the role.
• Roles must state honestly whether they are paid, unpaid or voluntary. Unpaid work must not replace a paid post.
• Clinical roles must require valid KMPDC registration. Roles for students must include supervision.
• Applicant data received through Doc Assist must be used only for that recruitment and handled under the Data Protection Act, 2019.
• We may edit, decline or remove any listing, and report suspected fraud to the relevant authorities.

Cookies and storage

Doc Assist uses your browser's local storage to remember your sign-in, profile, saved opportunities, tracker, events you're going to, communities you've joined, alert choices, the Doctors/Students view and light or dark mode. These are needed for the app to work and are not used for advertising. We do not use third-party advertising or tracking cookies. Fonts are loaded from Google Fonts, which receives your IP address when they load. Before public launch we will host fonts ourselves so no data goes to a third party for this. If we ever add analytics or other non-essential cookies, we will ask for your consent first and you can refuse without losing access. You can clear this storage at any time in your browser settings.

Acceptable use

When using Doc Assist you must not:

• impersonate another person or claim qualifications or a KMPDC registration you do not hold;
• post fake, misleading or fee-charging listings, or use the service to scam applicants;
• scrape, copy in bulk, or resell listings or user data;
• try to access other people's accounts or interfere with the service, contrary to the Computer Misuse and Cybercrimes Act, 2018;
• upload unlawful, abusive or infringing content.

Our trust standard

Every listing on Doc Assist shows the same four things so you can judge it quickly: where it came from, when we last checked it, what it requires, and how to apply.

• Source. We only list opportunities from the organisation itself, its official website or recruitment email, or a public notice we can trace back to it.
• Last checked. Open listings are rechecked at least weekly. The date is shown on every listing.
• Deadlines. Listings past their deadline are marked automatically, moved to the bottom, and removed two weeks later.
• No fees. We remove any listing that asks applicants to pay to apply, interview or be placed.
• Reports. If something looks wrong, report it and we review it within 2 working days. Confirmed scams are removed and reported.
• Verified badge. Only listings we have confirmed directly with the organisation will carry a verified badge.

About Doc Assist

Doc Assist is a careers and opportunities platform for doctors and medical students, starting in Kenya. It brings together jobs, electives, research, fellowships, training, events and volunteering that are usually scattered across notice boards and group chats, and adds the tools to apply well: a reusable profile, letters written for each role, and an application tracker.

Your account and profile are kept on our server, so they follow you to any device.

International users

European Union, EEA and United Kingdom

If you are in the EU, EEA or UK, the General Data Protection Regulation (or UK GDPR) also applies. In addition to the rights above, you can ask us to restrict processing, withdraw consent at any time without affecting earlier processing, and complain to your local supervisory authority (in the UK, the Information Commissioner's Office). We have not appointed an EU or UK representative because Doc Assist is run from Kenya for users in Kenya and the region; if one becomes required we will name them here. Until then, contact us at info@uhaiutamu.com. Transfers of your data between Kenya and the EU or UK use safeguards such as the European Commission's standard contractual clauses or the UK addendum.

United States

We do not sell or share personal information for cross-context behavioural advertising. Residents of California and other US states with privacy laws can ask to know, correct or delete their personal information using the contact below.

Other countries

We apply the Kenyan Data Protection Act standard to everyone and honour equivalent rights under your local law, including South Africa's POPIA, Nigeria's NDPA and Uganda's Data Protection and Privacy Act.

Our standards

• Data minimisation: we collect only what the features need.
• Privacy by design: your data stays private unless you send an application yourself.
• Security aligned with ISO/IEC 27001 practices: access control, encryption in transit (HTTPS), passwords stored only as secure hashes, and logging.
• Recruitment ethics aligned with the WHO Global Code of Practice on the International Recruitment of Health Personnel, including transparent terms and no fees to health workers.

Accessibility statement

We aim to meet the Web Content Accessibility Guidelines (WCAG) 2.2 at level AA, in line with Kenya's Persons with Disabilities Act and international standards. Doc Assist supports keyboard navigation with visible focus, light and dark modes with strong contrast, labelled form fields, reduced motion when your device asks for it, and layouts that work on phones.

If something is hard to use with your assistive technology, tell us at info@uhaiutamu.com and we will help you access the information another way and work to fix it.

Complaints and contact

To report a suspicious listing, raise a complaint or ask a legal or privacy question, contact info@uhaiutamu.com, or write to Uhai Utamu, Nairobi, Kenya. We aim to acknowledge complaints within 5 working days.

For data protection concerns you may also contact the Office of the Data Protection Commissioner. If you are asked to pay to secure a job, do not pay; report it to us.