Privacy Policy

1. Introduction

Argon Medical Systems LLP ("Argon", "we", "our", or "us") respects your privacy and is committed to protecting the personal information you share with us through our website, https://www.argonmedicalsystems.com/.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit our website, submit an enquiry, apply for a job, request a spare-parts quotation, subscribe to email updates, or otherwise communicate with us.

We handle personal information in accordance with applicable Indian data protection and privacy laws, including the Digital Personal Data Protection Act, 2023 ("DPDP Act") and the rules applicable to the relevant processing activity, as they come into force.

By using our website or submitting information through our forms, you acknowledge that you have read this Privacy Policy. Where consent is legally required, we will seek it separately and in an appropriate manner.

2. Information We Collect

Depending on how you interact with our website, we may collect the following categories of information.

2.1 Contact Us and General Enquiries

When you contact us, we may collect:

• Full name
• Business email address
• Telephone or mobile number
• Company or organisation name
• Country, city, or business location
• Enquiry subject and message
• Other information you voluntarily provide

We use this information to respond to enquiries, communicate with prospective customers and suppliers, and assess potential business opportunities.

2.2 Spare Parts Quotation Requests

When you request a quotation for medical imaging equipment spare parts or related services, we may collect:

• Name and business contact details
• Company, hospital, distributor, or service organisation name
• Equipment manufacturer and model
• Part number, component description, or technical specifications
• Equipment serial number, if voluntarily provided and necessary
• Required quantity and delivery destination
• Relevant technical information, attachments, and correspondence

This information helps us identify the requested parts, assess availability, prepare quotations, coordinate with suppliers, and respond to your commercial requirements.

Please avoid submitting patient records, medical images containing identifiable patient information, or other sensitive information that is unnecessary for your enquiry.

2.3 Career Applications

If you apply for a job or submit your CV through our website, we may collect:

• Name and contact details
• CV or résumé
• Educational qualifications and professional certifications
• Employment history and work experience
• Skills and relevant professional information
• References or other information you voluntarily provide
• Information relating to interviews, recruitment, and employment eligibility where relevant

We use this information to evaluate applications, communicate with candidates, arrange interviews, verify relevant qualifications where appropriate, and manage recruitment.

Please do not include sensitive personal information in your CV unless it is specifically required for a lawful and relevant recruitment purpose.

2.4 Email Subscriptions

If you subscribe to our email updates, we may collect your email address, subscription preferences, subscription status, and records relating to your subscription or withdrawal.

We use this information to send the updates you have requested, where applicable, and to manage your subscription preferences.

You may unsubscribe at any time using the unsubscribe facility in our emails, where available, or by contacting us using the details in this policy.

2.5 Automatically Collected Technical Information

Depending on the website configuration and technologies enabled, we or our service providers may collect limited technical information, such as:

• IP address
• Browser type and version
• Device and operating system information
• Pages visited and approximate visit times
• Referring website or page
• Website performance, security, and diagnostic logs
• Cookie identifiers and similar technical information, where applicable

The actual information collected depends on the website's hosting, security, analytics, and cookie configuration. We will update this policy if our practices change materially.

3. Purposes for Using Personal Information

We may use personal information for the following purposes:

• Responding to enquiries, requests, and business communications.
• Preparing and following up on spare-parts quotations.
• Assessing equipment requirements and coordinating with relevant suppliers or service partners.
• Processing job applications and managing recruitment.
• Sending email updates where requested or otherwise lawfully permitted.
• Maintaining website functionality, reliability, and security.
• Detecting spam, fraudulent submissions, misuse, or security incidents.
• Maintaining business, accounting, contractual, and transaction records.
• Complying with applicable legal obligations and responding to lawful requests.
• Establishing, exercising, or defending legal claims where necessary.

We will seek to limit the information we collect and use to what is reasonably necessary for the relevant purpose.

We will not use personal information for materially unrelated purposes without an appropriate lawful basis and any additional notice or consent required by applicable law.

4. Legal Basis and Consent

Where required by applicable law, we will process personal information on the basis of valid consent or another legally permitted ground.

Depending on the circumstances, an individual may voluntarily provide information for a specified purpose, such as requesting a quotation or submitting a job application. We will use that information for the stated purpose and any other use permitted by applicable law.

Where consent is required, it should be freely given, specific, informed, unconditional, and unambiguous, expressed through a clear affirmative action.

Where consent is the basis for processing, you may withdraw it using the available contact or withdrawal method. Withdrawal will not affect the lawfulness of processing carried out before withdrawal. It may, however, affect our ability to provide a requested service or continue a particular activity.

We will explain any material consequences of withdrawal where required.

5. Sharing and Disclosure of Information

We do not sell personal information as a business practice.

We may disclose personal information, where necessary and lawful, to the following categories of recipients:

5.1 Service Providers

Website hosting providers, email service providers, IT support providers, security services, and other vendors that assist us in operating our business and website.

5.2 Suppliers and Business Partners

For a spare-parts or equipment enquiry, we may share relevant business contact and technical information with suppliers, manufacturers, logistics providers, or service partners when reasonably necessary to assess availability, obtain a quotation, arrange delivery, or fulfil your request.

We will aim to share only the information necessary for that purpose.

5.3 Recruitment-Related Recipients

Where appropriate, we may share relevant application information with authorised recruitment personnel, interviewers, or professional advisers involved in a recruitment process.

5.4 Professional Advisers and Authorities

We may disclose information to legal, accounting, or other professional advisers, regulators, courts, law enforcement authorities, or government bodies where required or permitted by applicable law.

5.5 Business Transfers

If our business undergoes a merger, restructuring, acquisition, or transfer of relevant business assets, information may be disclosed to the extent necessary for that transaction and subject to applicable legal requirements.

We expect relevant recipients to handle information appropriately and use it only for authorised purposes.

6. International Enquiries and Cross-Border Data Transfers

Argon may receive enquiries from customers, suppliers, distributors, and business partners located in India and other countries.

To respond to international enquiries, we may communicate with overseas suppliers or customers and use service providers whose systems or infrastructure may be located outside India.

Where personal information is transferred or accessed across borders, we will do so subject to applicable Indian law, including any restrictions, conditions, or government requirements in force at the relevant time.

If you contact us from outside India, your information may be processed in India or other locations associated with our service providers and business operations.

7. Cookies and Similar Technologies

Our website may use cookies or similar technologies to support basic functionality, security, website performance, and visitor analytics.

The specific cookies and technologies in use have not yet been confirmed. We will verify the website configuration and update this section to reflect the actual technologies used.

Where applicable, cookies may include:

• Essential cookies: Required for core website functionality or security.
• Analytics cookies: Used to understand website traffic and usage.
• Preference cookies: Used to remember selected settings.
• Advertising or tracking technologies: Used only if enabled and subject to applicable requirements.

You may be able to manage cookies through your browser settings and, where provided, our website's cookie controls.

Disabling certain cookies may affect website functionality. Where consent is legally required for non-essential cookies or tracking technologies, we will implement the appropriate consent mechanism.

8. Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the purpose for which it was collected, comply with applicable law, maintain appropriate records, and establish or defend legal claims.

Our proposed retention approach is as follows, subject to verification and implementation of an internal retention schedule:

• General enquiries: For the period needed to respond, follow up, and maintain relevant business records.
• Spare-parts quotations: For the duration of the quotation process and any resulting commercial relationship, with relevant records retained for applicable accounting, contractual, or legal requirements.
• Career applications: For the duration of recruitment and, where appropriate, a defined additional period for future opportunities or legitimate recruitment recordkeeping.
• Email subscriptions: Until you unsubscribe or the subscription is otherwise discontinued, with limited records retained as needed to honour the unsubscribe request and maintain compliance records.
• Technical and security logs: For a period appropriate to security, operational, and legal requirements.

As an internal starting point, Argon may consider a 12-month retention period for unsuccessful applications and inactive general enquiries, unless a longer period is justified and lawful. This is a proposed business practice, not a representation that such a schedule is already implemented or a universal statutory retention period.

When information is no longer required, we will take reasonable steps to delete it or render it non-identifiable, subject to applicable law and legitimate recordkeeping requirements.

9. Data Security

We take reasonable technical and organisational measures intended to protect personal information against unauthorised access, disclosure, alteration, loss, misuse, or destruction.

Depending on the systems we use, these measures may include access controls, restricted permissions, secure communications, software updates, backups, and security monitoring.

No website, electronic transmission, or storage system can be guaranteed to be completely secure. We therefore cannot promise absolute security.

If a personal data breach occurs, we will take appropriate steps to investigate, contain, and address it and provide notifications to affected individuals and relevant authorities as required by applicable law.

10. Your Privacy Rights

Subject to applicable law and the provisions in force at the relevant time, you may have rights relating to your personal information, including:

• Requesting information about personal data processed by us.
• Requesting correction of inaccurate or incomplete personal information.
• Requesting completion or updating of relevant information.
• Requesting erasure of personal information where applicable.
• Withdrawing consent where processing is based on consent.
• Seeking grievance redressal.
• Exercising any applicable right to nominate another individual to exercise rights in the event of death or incapacity, where provided by law.
• Making a complaint to the competent authority in accordance with applicable procedures.

These rights may be subject to legal exceptions. For example, we may need to retain certain business or transaction records where required by law.

How to Make a Request

To submit a privacy request, contact us using the details in Section 13 and include:

• Your name and preferred contact details.
• A description of your request.
• The form or interaction involved, such as a career application, contact enquiry, or spare-parts quotation.
• Sufficient information for us to identify the relevant record without requiring unnecessary additional personal data.

We may request proportionate verification before disclosing, correcting, or deleting personal information.

We will respond within the time prescribed by applicable law or, where no specific statutory period applies, within a reasonable period. If we cannot fully comply with a request, we will explain the reason where legally appropriate.

11. Grievance Redressal

If you have a question, concern, or complaint regarding the handling of your personal information, you may contact us using the details in Section 13.

We will review and address grievances in accordance with our internal procedures and the requirements applicable under Indian data protection law.

Where a complaint remains unresolved, you may have the right to approach the competent data protection authority or other appropriate forum in accordance with applicable law.

12. Third-Party Websites and Services

Our website may contain links to third-party websites, platforms, or services.

We do not control the privacy practices, security measures, or content of those third parties. Visiting an external website or using a third-party service is subject to that provider's own policies and terms.

We encourage you to review the privacy policy of any third-party service before submitting personal information through it.

13. Contact Information

For privacy-related questions, requests, or grievances, please contact:

14. Changes to This Privacy Policy

We may revise this Privacy Policy from time to time to reflect changes in our business operations, website technologies, legal obligations, or data-handling practices.

The revised version will be published on this page with an updated "Last Updated" date.

Where required by law, we will provide additional notice or seek renewed consent before implementing material changes to the processing of personal information.

15. Governing Law

This Privacy Policy is intended to be interpreted in accordance with applicable laws of India, including applicable data protection and privacy legislation.

Nothing in this policy excludes or limits any right or remedy that cannot lawfully be excluded or limited under applicable law.