Privacy Policy | Fusion MD

1. What is the scope of this Privacy Policy?

At Fusion MD, we want to make sure that you understand how we collect, process and share your Personal Data and your privacy rights and choices, when you use our website, our client custom websites and applications, or our registration websites (all together “the Website”), and when you participate in events or programs organized by us.

In this Privacy Policy, the term “Personal Data” means any information that, alone or in combination with other data, relates to a natural person and allows that person to be identified either directly or indirectly. Some of the information that we consider as Personal Data for the purpose of this Privacy Policy may not be protected under applicable laws of other jurisdictions, and you may not be entitled to the same rights regarding such Personal Data. Personal Data also includes information collected about you using cookies and tracking technologies such as beacons and web pixels (together, the “Cookies”). Cookies are small blocks of data which are installed on a browser or a device during a session, which remember preferences or information about you. See section 3 to learn more about cookies and tracking technologies used on our Website, and how you can manage them.

This Privacy Policy does not cover when and how our clients and your employer process your Personal Data. We might also provide links to other websites; in which case this Privacy Policy does not cover how those websites process your Personal Data. We encourage you to read the Privacy Policy on these other websites carefully.

More specifically, this Privacy Policy applies to all our services, including the following:

Your use of and access to the Website
Your registration and participation in events, webinars, educational programs, congresses, conferences, forums etc. organized by us
Your registration and participation in multichannel programs organized by us
Your response to our online job postings

(Together, our “Services”)

2. What Personal Data do we collect about you and for what purposes?

We collect Personal Data that you voluntarily provide to us, including when you register for the Services, express an interest in obtaining information about us, our products and Services, when you participate in our events, use the Website or otherwise when you contact us. We may also collect your Personal Data through service providers such as Survey Monkey and DocuSign. We collect this Personal Data to allow you to use our Services.
We do not process sensitive Personal Data, including data on your exact location, without your express consent.
We won’t use your Personal Data for any purpose other than for which it was collected without your consent.

You will find below an overview of the purposes for which we collect Personal Data:

Purposes	Explanations
To allow you to register and participate in any of our events	If you decide to register and participate in any of our events, such as a congress, a webinar, a training workshop, an educational program, or a forum, we collect all the information required to attend the event, such as your name, title, and email address to provide you all the information you need to register and attend. Sessions may be recorded, however prior notice will be given and we may take note during these events to provide adequate support for our Services.
To promote our events and congresses on social media	If you attend our events, we may take pictures and recordings of you or request your testimonial during or following the event. The information we collect may be used on social media or communicated to event sponsors and our partners to promote our events. See section 10 below on image rights and consent.
To allow you to subscribe to our newsletters and receive information from us	If you decide to subscribe to our newsletter, or register to any of our events, we collect your email address. You can unsubscribe at any time using the link provided in our newsletter emails or by contacting us at the address or email indicated below.
To facilitate authentication and manage your account	To use and manage our Services, we collect the Personal Data required to use your account, such as your email address or other identifiers and your password.
To provide access to our client custom websites and applications and our events and congress websites	To allow you to use our client custom websites and applications and our events and congress websites, we may collect additional personal information, such as your area of practice, interests and expertise. We also collect any content you may provide, time, and date of messages and documents exchanged.
To ensure the security of our Website and Services	We may collect Personal Data to ensure the security of our Website and Services, including fraud monitoring and prevention. The Personal Data that we collect for security purposes include access logs and authentication data, single sign-on and role-based access control configurations.
To respond to your inquiries or offer support to authorized users	As part of our Services, we provide technical support and customer support to our clients and their authorized users. To do so, we collect Personal Data such as: Identifiers of the user making the request, including name, company, phone number, email address. Metadata, such as the time and date of the request, device and connection information (for example, your operating system, device identifiers, operating software, IP address and country). Any data shared as part of the request, such as screenshots, bugs and issues. Voice recordings associated with calls made to our technical support team and information about your call that you share when you call us.
To manage the performance of our Website	The Personal Data we may collect for analytics and performance is generated automatically by users’ browsers when they access or use the Website. It can include technical logs, IP addresses, browser types and configurations, operating systems, number of visits, pages viewed, country and preferences.
To request feedback	To offer a better experience to our users, it is important for us to obtain feedback regarding the use of our Services. We may therefore process your Personal Data when you respond to our surveys or feedback requests.
To send administrative information to you	We want to keep you informed about our products and Services, changes to our Terms and Policies and other similar information. For this purpose, we may process your Personal Data to send you details about such information.

3. How do we use cookies?

When you visit our Website or use our Services, we install our own and third-party cookies on your device’s browser. We use both session cookies and persistent cookies. Session cookies are uninstalled automatically when your browsing session ends. Persistent cookies, on the other hand, may remain installed for up to 24 months or longer unless you uninstall them.

Our use of cookies helps us maintain our Website’s function as intended, analyze performance. Cookies also help us ensure that our Website is secure and to identify bugs and errors. We currently do not respond to “do not track signals”.

You can find below a detailed overview of the type of cookies we use:

Type of cookies	Description
Essential	Essential cookies allow operation of the core functions of our Website, for example to keep users logged in on the Website, to save language preference for the session or to keep track of a shopping cart.
Functional	We use functional cookies to support additional functionalities that enhance your experience using our Website. These cookies are used, for example, to remember website preferences and configurations.
Analytical	Analytical cookies collect statistical data about how visitors interact with our Website. These cookies generate aggregated data such as number of visitors, traffic source, etc.

If you do not want your browser to accept cookies, you can turn off the cookie acceptance option in the browser settings. However, disabling the cookie support function of the browser will prevent the Website from functioning properly and you may not be able to fully use all of the Website’s features and information. Also, keep in mind that all browsers allow you to delete cookies whenever you want, while some browsers allow you to delete cookies automatically when you close them.

4. What legal bases do we rely on to process your Personal Data?

We may process your Personal Data if you have given us specific permission (express consent) to use your Personal Data for a specific purpose, or in situations where, under applicable law, your permission can be inferred (implied consent). If we process your Personal Data based on your consent, you have the right to withdraw this consent at any time by contacting us.

5. With whom do we share your Personal Data and why?

While making our Services available to you, or as part of our digital marketing, we may share your Personal Data with third-parties. Below are the categories of third-parties with whom we may share your Personal Data. We also provide you with some explanation as to why we may share your Personal Data with these third-parties.

The person or organization who has referred you or through whom you are accessing our Website. As part of our commitment to our clients, we may share your Personal Data related to our client custom websites and applications and our events and congress websites with them, upon their request, and in compliance with this Privacy Policy.
Business Partners. We may share your Personal Data with our business partners to offer you certain products or services.
Service providers. We use service providers to provide us with various information and communication technology services and allow you to benefit from our Services. Service providers provide a variety of services, such as data and application hosting to deliver the Services, web and mobile analytics to assess the speed, accuracy, traffic and security of our Services, payment processing, customer service, email, marketing and event and conference management.
Prior to sharing your Personal Data with service providers, we make sure that we have appropriate contracts with them and that they have adequate measures in place to protect your Personal Data.
Law enforcement. If we reasonably believe that we are required to share your Personal Data with law enforcement or the authorities under the law, then we will share such Personal Data, but only to the extent that we are required to do so.
Commercial transactions. If we sell our business, or part of our business, or if we conduct a commercial transaction or reorganize our group of companies, we may disclose your Personal Data for this purpose, but this Privacy Policy will continue to apply to these third-parties after the transaction.

6. How do we protect your Personal Data?

We understand that you are trusting us with your Personal Data, and we work hard to protect it. We restrict access to your Personal Data to employees of our member companies and our agents who have a legitimate business purpose to access such information to carry out our engagements or provide the Services to you. We also provide training to educate employees about data security and confidentiality, and we make data backup to ensure data availability.

7. Where do we store your Personal Data?

Your Personal Data is hosted in our service provider’s data center located in the Canada. We may also use service providers located in other regions for specific services. However, we enter into agreements with our service providers to ensure a high level of protection and privacy for your Personal Data.

8. How long do we retain your Personal Data?

We retain your Personal Data for as long as required for the purpose for which it was collected, or longer if we are required by law to do so. Generally, your Personal Data is processed and kept for no more than 5 years after this purpose has been fulfilled.

9. What are your Personal Data rights?

You have various rights with respect to your personal data. Your rights vary depending on the specific circumstances of your request.

Here are some examples of personal data rights that could apply to you:

Right to be informed about the collection, use and disclosure of your personal data.
Right to access and know the source of the information.
Right to rectification for inaccurate or outdated personal data.
Right to erasure for your Personal Data. Note that this is not an absolute right and is subject to specific situations.
Right to data portability or the right to request a copy for your Personal Data.
Right to withdraw consent previously given for the processing of your Personal Data.
Note that this could affect the access or provision of some Services that rely on the use of your Personal Data.
Right to request additional information on automated processing (ie. decisions being made with your data solely based on automated decision making or profiling).

10. Image rights and consent

We can record your participation and appearance at any of the multi-sponsor conferences, congresses or forums organized by us and our physician organization partners on video, audio, or any other medium. These records or any portion thereof in any manner and in any medium could be exhibited, distributed, transmitted or disclosed on our social media, without further notice to or consent from you and without payment of any consideration.

If you wish for your image not to be published by us on our Website and social media, we invite you to contact our Privacy Officer, prior to attending an event. You should also contact our Privacy Officer if you wish to have a recording removed from our Website and social media. Unfortunately, if the recording has already been published, we cannot guarantee that no copies have been made, nor that it was not otherwise used by other third parties, despite our removal.

11. How to exercise your Personal Data rights?

If you would like to exercise a right over your Personal Data, you can reach out to us directly at the address or email indicated below.

We will make sure to get back to you promptly, but within 30 days at most, unless you agree to give us more time because your request is complex. If we can’t respond to your request, we will explain to you why, and try to find a solution with you. We may need to ask for more Personal Data about you to identify you and confirm your identity. We will not use this Personal Data for any other purposes.

12. Do we update this Privacy Policy?

Absolutely! It is important for us to keep you informed about how we process your Personal Data. There are many reasons why we may change this Privacy Policy, such as a legislative change or a change in how we collect, use, or disclose your Personal Data. You can see the latest update date at the beginning of this Privacy Policy. We encourage you to review this Policy from time to time to ensure you are informed about how we protect your Personal Data. We work hard to keep you posted on material changes to this Policy.

13. How can you contact us?

If you have any questions or concerns about our privacy practices or would like to exercise a privacy right, you may contact Fusion MD’s Privacy Officer at the following address:

Fusion MD Medical Science Network Inc.
Privacy Officer
388 rue Saint-Jacques Suite 900
Montreal, QC H2Y 1S1
compliance@fusionmdnetwork.com