SonoRAY Privacy Policy
Effective Date: February 8, 2025
1. About Us
"SonoRAY," "we," "us," or "our" refers to SonoRAY, operating out of:
Montreal, Canada
We provide point-of-care ultrasound (POCUS) education, certification courses, workshops, online content, and related services.
2. About This Privacy Policy
This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website, register for our courses, receive email or SMS updates, or interact with us in any way (collectively, the "Services").
By accessing or using our Services, you agree to the terms of this Privacy Policy.
For questions, please contact us at support@sonorayultrasound.com.
3. Information We Collect
We collect the following types of personal information:
A. Information You Provide to Us
- Contact information: name, email address, mailing address, phone number.
- Course registration information: institution, specialty, certification level, dietary restrictions, emergency contacts.
- Payment information: processed securely by third-party providers (e.g., Stripe, Square). We do not store full credit card numbers.
- Communications: emails, SMS messages, forms, support requests.
- Survey and evaluation responses: including course feedback, satisfaction scores, and performance metrics.
B. SMS Text Messaging Information
When you opt-in to receive SMS updates from SonoRAY:
- We collect your phone number and consent record.
- Message frequency varies (typically 1–4 messages per month).
- Standard message and data rates may apply.
- You may opt-out at any time by texting STOP.
- Consent to receive SMS messages is not required to purchase services.
C. Website Usage Information (Cookies & Analytics)
We use cookies and similar technologies to improve website functionality, analyze performance, and personalize content. This includes:
- IP address
- Browser type
- Pages viewed
- Referring website
- Interaction patterns
4. How We Use Your Information
We use your personal information for the following purposes:
- To register you for courses, workshops, and educational events.
- To send you email or SMS updates, confirmations, reminders, and course logistics.
- To provide educational materials and certification documents.
- To respond to inquiries and provide customer support.
- To process payments and provide receipts.
- To send updates, newsletters, promotions, or information you have opted in to receive.
- To improve our Services through analytics and feedback.
- To conduct research, quality improvement, and program evaluation (de-identified unless you explicitly consent otherwise).
- To detect and prevent fraud or misuse.
- To comply with legal obligations.
5. Legal Basis for Processing
Where required by law, we process personal data based on:
- Your consent
- The performance of a contract (e.g., course registration)
- Our legitimate interests in running and improving our programs
- Compliance with legal obligations
6. How We Share Your Information
Your information may be shared with the following:
- Service providers (Mailchimp, Stripe/Square, Google, Web hosting, IT support).
- Instructors and standardized patients strictly for educational operations (e.g., scheduling, sign-ins).
- Accrediting or certifying bodies (e.g., CPoCUS) if required for certification.
- Partners involved in sponsored events or equipment(only with your consent).
- Legal authorities when required by law.
We do not sell your personal information.
7. Marketing and Communications Choices
You may receive emails or SMS messages if you:
- Opted in
- Registered for a course
- Requested information
You may opt out at any time:
- Email: Click "Unsubscribe"
- SMS: Reply STOP
We may continue to send essential transactional or administrative communications.
8. Data Retention
We retain personal information only as long as necessary for:
- Course administration
- Legal requirements
- Accounting and audit needs
- Certification verification
Some records (e.g., certification logs) may be retained longer for accreditation purposes.
9. International Transfers
Data may be stored or processed outside of Canada when required by our service providers (e.g., Mailchimp in the U.S.).
We ensure appropriate safeguards are in place.
10. Your Rights
Depending on your location, you may have the right to:
- Access your personal data
- Request corrections
- Request deletion
- Withdraw consent
- Object to processing
- Request data portability
To exercise your rights, contact: support@sonorayultrasound.com
11. Information Security
We implement administrative, technical, and physical safeguards, including:
- Encrypted payment processing
- Limited staff access
- Secure data storage
- Staff confidentiality obligations
Despite safeguards, no method of transmission is 100% secure.
12. Children's Privacy
Our Services are not intended for individuals under 16 years of age. We do not knowingly collect children's information without parental consent.
13. Changes to This Policy
We may update this Privacy Policy periodically. The "Effective Date" at the top indicates the latest revision. Significant changes will be communicated when appropriate.