Privacy Policy

Scope of This Policy

This Policy applies to information collected through encompassimage.com, our website forms, and communications initiated through the website. It also applies when you request a consultation, quote, equipment evaluation, trade-in discussion, financing assistance, installation, training, warranty service, or technical support.

Separate agreements or notices may govern information collected in connection with a completed transaction, employment relationship, financing application, or service performed by an independent third party.

Use of the website is also governed by our Terms & Conditions.

Information We Collect

Information you provide. We may collect information you voluntarily submit through a form, telephone call, email, document, or other communication, including:

• Name, email address, telephone number, and communication preferences;
• Practice, company, or organization name and business address;
• Equipment manufacturer, model, age, serial number, condition, location, photographs, accessories, and service details;
• Information concerning a purchase, sale, trade-in, site-planning, installation, training, warranty, or support request;
• Information needed to coordinate delivery, installation, or service; and
• Other information you choose to provide.

Information collected automatically. When you visit the website, our systems and service providers may collect IP address, browser and device type, operating system, referring page, pages viewed, approximate location derived from IP address, visit timing, and website interaction data.

Information from other sources. We may receive business contact or transaction-related information from manufacturers, distributors, financing providers, referral partners, service providers, or other parties involved in a request or transaction.

How We Use Information

We may use information to:

• Respond to inquiries and provide requested information;
• Prepare quotes, equipment evaluations, purchase offers, and transaction documents;
• Assist with equipment purchases, sales, trade-ins, financing, delivery, installation, training, warranties, and support;
• Communicate regarding current or potential business relationships;
• Operate, secure, troubleshoot, analyze, and improve the website and our services;
• Maintain business, accounting, warranty, transaction, and service records;
• Prevent fraud, misuse, security incidents, and other harmful activity;
• Comply with legal obligations and enforce agreements; and
• Protect Encompass, our customers, personnel, and legal rights.

Cookies and Analytics

The website may use cookies, pixels, local storage, and similar technologies that support core functionality, remember preferences, protect the website, measure traffic, and help us understand website use.

Hosting, security, analytics, embedded-content, and performance providers may collect technical information under their own privacy terms. Your browser may allow you to block or delete cookies. Blocking some technologies may affect website features.

If a cookie-consent tool appears, you may use it to manage the categories offered. Browser privacy signals are handled as required by applicable law and supported technology.

How We Share Information

We may disclose information as reasonably necessary to fulfill a request, operate our business, or provide products and services, including to:

• Website hosting, security, analytics, email, communications, data-storage, and technology providers;
• Manufacturers, distributors, software providers, service organizations, and technical-support providers;
• Shipping, freight, rigging, construction-coordination, and installation providers;
• Independent financing providers when financing assistance is requested;
• Legal, accounting, insurance, and other professional advisors;
• Governmental authorities or other parties where required by law or reasonably necessary to protect rights, safety, and security; and
• A buyer, investor, lender, successor, or advisor involved in an actual or proposed merger, financing, reorganization, acquisition, or sale of assets.

Independent third parties maintain their own privacy practices and contractual terms. Encompass does not control their independent handling of information.

Information Retention

We retain information for as long as reasonably necessary for the purposes described in this Policy, including to respond to requests, maintain transaction and service records, provide warranty support, comply with legal and accounting obligations, resolve disputes, prevent fraud, and enforce agreements.

Retention periods vary depending on the type of information, the business relationship, contractual requirements, legal obligations, and operational needs. Information may be deleted, anonymized, or securely retained when no longer required for an active purpose.

Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, alteration, use, disclosure, or destruction.

No website, email transmission, or electronic-storage system is completely secure. We therefore cannot guarantee absolute security. Please use care when deciding what information to transmit electronically.

Patient and Health Information

The public website and its general-purpose forms are intended for business and equipment inquiries, not for transmitting patient information. If information related to technical support may contain patient or clinical data, contact our team first to confirm an appropriate transmission method and any required agreement.

This Privacy Policy is not a HIPAA Notice of Privacy Practices and does not create a business-associate relationship. Any HIPAA-related obligations must be established in an applicable written agreement.

Your Privacy Choices

You may opt out of non-transactional marketing email by using the unsubscribe method provided in the message or contacting us. Even after opting out of marketing, we may send communications regarding an inquiry, transaction, service, warranty, security matter, or legal obligation.

Subject to applicable law, you may request access to, correction of, or deletion of certain personal information we maintain about you. We may need to verify your identity and authority before acting. We may retain information where required or permitted for legal, accounting, contractual, warranty, fraud-prevention, security, or legitimate business purposes.

Authorized agents may submit requests where permitted by law, subject to verification of the agent’s authority. We will not unlawfully discriminate against you for exercising an applicable privacy right.

Children’s Privacy

The website and our services are intended for healthcare professionals, businesses, and other adult users. They are not directed to children under 13, and we do not knowingly collect personal information from children under 13. Contact us if you believe a child has submitted personal information.

Third-Party Websites

The website may link to manufacturers, financing providers, technology vendors, or other third parties. We are not responsible for external website content, security, or privacy practices. Review the privacy policy of any third-party website or service you use.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, website, services, technology, or legal obligations. The updated Policy will be posted on this page, and additional notice may be provided where appropriate or required.