Privacy Policy

1. Introduction and scope

Princeton Medical Systems (“PMS,” “we,” “us,” or “our”) is committed to protecting the privacy of our website visitors, course and bootcamp participants, internship applicants, and people who contact us. This Privacy Policy explains how we collect, use, share, store and protect personal data when you visit princetonmedicalsystems.com, register for our courses or bootcamps, apply for an internship, subscribe to our newsletter, or otherwise contact us.

What this policy covers. Our website, courses and bootcamps, internship applications, newsletter, and general inquiries.

What this policy does not cover. Medical imaging data, client data, and data processed under contracts with hospitals, teleradiology providers, research partners or other clients are governed by separate agreements and applicable regulatory requirements, not by this policy.

Specific notices. Where we collect data (for example, the course registration form, the newsletter signup or the internship application), we may show a short notice with additional detail. Where such a notice applies to an activity, it governs that activity, and this policy applies to everything else.

2. Information we collect

2.1 Information you provide

We collect personal data that you provide when you contact us, inquire about VIDS or our services, apply for an internship, subscribe to our newsletter, or register for a course or bootcamp. Depending on the interaction, this may include:

• Contact information: name, email address and phone number, and whether you have opted in to WhatsApp updates.
• Professional and background information: organisation, job title or role, city, field of study or work, and relevant experience.
• Course registration information: Python programming experience, how you heard about the course, confirmation that you are 18 or older, and any promo code used.
• Internship application information: educational background, work or project history, and anything else you include in your application.
• Communication information: the contents of your messages, inquiries, support requests and correspondence with PMS.
• Transaction references: payment IDs, order IDs, registration references, payment status and related transaction records.

We collect only what is relevant to the purpose for which you provide it.

2.2 Automatically collected information

When you visit our website, our hosting provider records basic technical information, such as your IP address, browser type and the pages requested, to deliver the site and keep it secure. If you allow analytics cookies (see Section 5), Google Analytics also collects usage information such as pages viewed, referring URLs, device and browser details, and visit times.

2.3 Payment information

Payments for our courses and bootcamps are processed by Razorpay, our third-party payment service provider. Card details, bank account details and other payment credentials entered into Razorpay's checkout are handled by Razorpay and are not collected or stored by PMS.

PMS retains payment and order identifiers, payment status and transaction references to link payments to registrations, confirm enrolment, issue invoices, reconcile transactions and process refunds. Razorpay processes personal data under its own Privacy Policy.

When you continue to payment, we pass your name, email address and phone number to Razorpay's checkout so you do not have to enter them again. We also attach your registration ID, email address, course and any promo code to the Razorpay order so that each payment can be matched to its registration. Razorpay may also collect information such as your name, contact details, transaction information and technical information in connection with the payment, in accordance with its own Privacy Policy and privacy notices.

3. Why we use your information

We use personal data for three kinds of reasons. Each item below says which one applies.

3.1 To deliver what you signed up for

When you register for a course or bootcamp, apply for an internship or contact us, you give us your details for that purpose. We use them only to:

• process your registration, take your payment through Razorpay and confirm your enrolment;
• manage seat availability and keep registration records;
• send course schedules, joining instructions, session updates and other essential participant information by email;
• contact you by phone about urgent changes to a session;
• issue certificates;
• handle cancellations and refunds under our Cancellation & Refund Policy;
• answer your questions and provide administrative support;
• review your internship application, or reply to your inquiry.

We ask for your phone number to support payment processing where required by Razorpay, and so that we can contact you about urgent changes to a session. We need this information to provide the service. If you ask us to stop using it before the course ends, we may be unable to continue your registration, and our refund policy applies.

3.2 With your consent

We use some data only if you choose to allow it, and you can withdraw that consent at any time:

• Newsletter: we send newsletters only if you subscribe separately through our newsletter signup. Registering for a course does not subscribe you, and subscribing is never a condition of registration. Unsubscribe by replying to any newsletter or emailing us.
• WhatsApp updates: course and session messages go to everyone by email. If you tick the separate, optional WhatsApp box on the registration form, we also send them on WhatsApp from a PMS business number. The box is unticked by default and leaving it unticked does not affect your registration. To stop WhatsApp messages, reply “STOP” or email us.
• Analytics cookies: set only if you click “Accept” on our cookie banner (see Section 5).
• Photos, recordings and testimonials: we do not publish participant photos, session recordings or testimonials without asking for your separate consent at the time.

To withdraw consent, use the unsubscribe or cookie settings options, or email us (see Section 10). Withdrawal does not affect anything we did before you withdrew.

3.3 Because the law requires it

We keep and use some records to meet legal, tax and accounting obligations. These include GST invoices, payment and refund records, and anything we must disclose to a competent authority. We may also use data to establish or defend legal claims. We must keep these records for the period the law sets, even if you withdraw consent or ask us to delete your data (see Sections 8 and 9).

We do not use your data for purposes unrelated to those above unless we obtain your consent or the law permits it.

4. Where your information is stored

4.1 Course registration records

Information submitted through our course and bootcamp registration form is stored in a Google Sheet within PMS's Google Workspace account. These records are used to administer registrations, verify enrolment and payment status, communicate with participants, issue certificates and invoices, and handle cancellation and refund requests. Access is limited to named PMS personnel who need it for these tasks.

4.2 Internship applications and inquiries

Internship applications, contact form messages and newsletter signups are stored within PMS's Google Workspace account and are accessible only to personnel who handle them.

4.3 Payment records

PMS retains payment and order IDs, payment status and associated registration references for administrative, accounting, reconciliation and refund purposes. Payment credentials are handled by Razorpay, as described in Section 2.3. Razorpay also keeps its own records of orders, payments and payment notifications, which authorised PMS personnel can view in our Razorpay account.

5. Cookies and analytics

Our website uses a small amount of browser storage that is needed for it to work, for example to remember your cookie choice. These are always on.

We use Google Analytics to understand how the website is used. Analytics cookies are off by default and are set only if you click “Accept” on our cookie banner. You can change your choice at any time using the Cookie settings link in the footer of every page, or by clearing cookies in your browser. Google may process analytics data outside India (see Section 11).

6. Data sharing and disclosure

We do not sell or rent your personal data. We share data only where necessary for the purposes in this policy, with:

• Razorpay, which processes payments and related transaction information;
• Google, through Google Workspace (email, and storage of registration records, applications and documents) and, if you allow it, Google Analytics;
• WhatsApp (Meta), which we use from a PMS business number to send course and session messages to participants who opt in to WhatsApp updates;
• Vercel, which hosts our website and processes form submissions in transit;
• authorised PMS personnel, as needed to administer registrations, payments, certificates, invoices and participant support;
• authorities and legal recipients, where required by law, valid legal process or a lawful request from a competent authority;
• legal and professional advisers, where reasonably necessary for accounting, legal compliance, dispute resolution, or establishing or defending legal claims.

These providers process data under their own terms and privacy arrangements. We share only what is reasonably necessary for the relevant purpose.

7. Data security

We use reasonable technical and organisational safeguards to protect personal data against unauthorised access, alteration, disclosure, loss or destruction. These include restricting access to registration records to named authorised personnel, removing access when personnel change roles or leave, and using third-party services that provide security controls for storage and payment processing.

No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

Personal data breaches. If a personal data breach occurs, we will take appropriate steps to contain and address it, and will notify affected individuals and relevant authorities where required by applicable law.

8. Data retention

We keep personal data only as long as reasonably necessary for the purposes for which it was collected, or as required by law.

• Registration record (name, email, course, payment status and certificate status): kept for three (3) years after the end of the course, so that we can verify certificates for you or for employers and institutions you refer to us, and address registration-related queries or disputes. It is then deleted.
• Other registration details (phone number, city, organisation, role, field, Python experience, how you heard about us and your WhatsApp choice): deleted six (6) months after the end of the course, once course administration, certificates and refunds are complete.
• Payment, invoice and tax records: kept for the period required under applicable tax, accounting and other laws.
• Internship applications: kept for up to twelve (12) months after the application decision, unless you agree that we may keep your application on file for future opportunities.
• General inquiries and communications: kept as long as reasonably necessary to respond, maintain business records and address any resulting issues.
• Newsletter subscriptions: kept until you unsubscribe or withdraw consent.

These periods apply to registration records held by PMS, including copies kept for course administration. Records kept separately for legal, tax or accounting purposes are subject to the applicable retention requirements. Razorpay retains information it processes under its own privacy notices and applicable legal obligations.

We delete personal data once the purpose for which it was collected is no longer being served, or earlier if you withdraw consent or ask us to, except where the law requires us to keep it or we need it to resolve an ongoing dispute.

9. Your rights

Subject to applicable law, you have the right to:

• access a summary of the personal data we process about you and the processing activities we carry out;
• request correction, completion or updating of your personal data;
• request erasure of your personal data, subject to legal retention requirements;
• withdraw consent at any time;
• have your grievance addressed by us (see Section 10);
• nominate another person to exercise these rights on your behalf in the event of your death or incapacity.

We may need to verify your identity before acting on a request. Certain records, including invoices and transaction records, may need to be kept where the law requires it, even if you ask us to delete them.

10. Contact and grievance redressal

To exercise your rights, withdraw consent, ask questions about this policy or raise a grievance, contact us at:

Email: support@princetonmedicalsystems.com

We will acknowledge your request within seven (7) days and aim to resolve it within thirty (30) days. Where applicable law provides a further right to make a complaint to a regulatory or governmental authority, you may exercise that right in accordance with the procedures available at that time.

11. Indian law and international transfers

PMS operates from India and processes personal data in accordance with applicable Indian law, including the Digital Personal Data Protection Act, 2023, and the rules made under it, as they come into force.

Some of our service providers, such as Google, Vercel and Meta, may process or store data outside India, depending on their infrastructure. Such transfers are subject to applicable legal requirements.

This policy, including the rights in Section 9, applies to everyone whose data we hold, wherever they live. If you are outside India, you use those rights the same way, by emailing us as described in Section 10.

12. Children's privacy

Our courses, bootcamps, internships and services are intended for individuals aged 18 and over, and our registration form asks you to confirm this. We do not knowingly collect personal data from anyone under 18. If we learn that a registrant is under 18, we will cancel the registration, refund any amount paid in full, and delete their data except records the law requires us to keep. If you believe a minor has given us personal data, please contact us using the details in Section 10.

13. Changes to this policy

We may update this Privacy Policy to reflect changes in our services, registration and payment processes, third-party providers or applicable law. The updated policy will be published on this page with a revised date. Where required, we will notify you of material changes through appropriate channels. Previous versions are available on request.