Privacy Policy

We take your privacy seriously. Our privacy policy outlines how we collect, use, and safeguard your personal information. We are committed to transparency, security, and giving you control over your data. Your trust is important to us, and we work hard to ensure your information stays protected.

1. Introduction

1.1 We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.

1.2 By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy

2. Collecting Personal Information

2.1 We may collect, store and use the following kinds of personal information:

(a) Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths);

(b) Information that you provide to us when registering with our website (including your email address);

(c) Information that you provide when completing your profile on our website (including your name, name of your surgery center, name of your staff, surgical specialty);

(d) Information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (including your name and email address);

(e) Information that you provide to us when using the services on our website, or that is generated in the course of the use of those services (including the timing, frequency and pattern of service use);

(f) Information contained in or relating to any communication that you send to us or send through our website (including the communication content and metadata associated with the communication);

2.2 Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy. 

3. Using Personal Information

3.1 Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.

3.2 We may use your personal information to:

(a) Administer our website and business;

(b) Personalize our website for you;

(c) Enable your use of the services available on our website;

(d) Supply to you services purchased through our website;

(e) Send statements, invoices and payment reminders to you, and collect payments from you;

(f) Send you non-marketing commercial communications;

(g) Send you email notifications that you have specifically requested;

(h) Send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter);

(i) Send you marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you, by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications);

(j) Provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information);

(k) Deal with inquiries and complaints made by or about you relating to our website;

(l) Keep our website secure and prevent fraud;

(m) Verify compliance with the terms and conditions governing the use of our website (including monitoring private messages sent through our website private messaging service);

3.3 If you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.

3.4 Your privacy settings can be used to limit the publication of your information on our website, and can be adjusted using privacy controls on the website.

3.5 We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.

4. Disclosing Personal Information

4.1 We may disclose your personal information to any of our employees, officers, insurers, professional advisers insofar as reasonably necessary for the purposes set out in this policy.

4.2 We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this policy.

4.3 We may disclose your personal information:

(a) to the extent that we are required to do so by law;

(b) in connection with any ongoing or prospective legal proceedings;

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

(d) to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and

(e) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

4.4 Except as provided in this policy, we will not provide your personal information to third parties.

5. Retaining Personal Information

5.1 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

5.2 Notwithstanding the other provisions of this section, we will retain documents (including electronic documents) containing personal data:

(a) to the extent that we are required to do so by law;

(b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

6. Security Personal Information

6.1 We will take reasonable technical and organizational precautions to prevent the loss, misuse or alteration of your personal information.

6.2 We will store all the personal information you provide on our secure (password- and firewall-protected) servers.

6.3 All electronic financial transactions entered into through our website will be protected by encryption technology.

6.4 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

6.5 You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website).

7. Limitations of Liability

7.1 By accessing or using our site and software, you agree to hold harmless, defend, and indemnify DocForms, including its officers, directors, employees, affiliates, and licensors, from and against any and all claims, liabilities, damages, losses, or expenses (including reasonable attorney’s fees and costs) arising out of or in any way connected with:

(a) Your use or misuse of the software or services;

(b) Any breach of this privacy policy or our terms of service;

(c) Any data loss, breach, or unauthorized access to your information, except where such loss is caused solely by our gross negligence or intentional misconduct;

(d) Your violation of any applicable law or the rights of any third party.

7.2 While we take reasonable steps to protect your personal information, you understand and agree that no data transmission or storage system can be guaranteed to be 100% secure. Accordingly, we do not warrant or guarantee the security of any information transmitted or stored through our systems and shall not be held liable for any accidental, indirect, or consequential loss of data.

7.3 In no event shall DocForms, its affiliates, directors, employees, agents, or partners be liable for any direct, indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, revenue, or profits, arising out of or in connection with your use of our services or your reliance on any information provided by us.