1. Our approach to privacy
Otto Optical Systems Inc. ("Company," "Otto," or "We") respect the privacy of the Users of our Service and are committed to protecting it by complying with this policy. The words and phrases used in this Policy have the same meaning as in Otto's Terms of Use. This privacy policy sets out how we collect, store, process, transfer, share and use data that identifies or is associated with our Users ("personal information"), and information regarding our use of cookies and similar technologies. This policy also sets out how we protect personal health information of Patients connected to the Service. Personal Health Information and Personal Information are collectively referred to as "Information".
Otto uses a number of safeguards to protect the privacy of users of the Otto Service. There are two main stakeholders to which this privacy policy primarily applies: the term User refers to eyecare professionals who have entered into contractual relationships with Otto to use its services, and the term Patient refers to health care users whose personal health information is collected, stored, and used by Otto Services. For the purposes of clarity within this policy, the terms "Users" and/or "You" are meant to apply to all vested stakeholders to which this privacy policy applies. We are committed to complying with this Policy and with applicable Provincial and Federal privacy legislation.
Otto operates a cloud-based eyewear patient relationship and practice management solution available via our website (our "Websites") including at ottooptics.io, as well as other products and services that we make available (the "Otto Service"). This privacy policy applies to the Otto Service.
Note that this policy does not apply to the collection, use, retention, disposal, destruction, and protection of Information by optical health care providers using Otto's proprietary software. Healthcare providers are subject to privacy legislation and professional requirements that govern their management of Information, including Information they collect, use and retain in the course of providing services through the Otto Service.
Before accessing or using the Otto Service, please ensure that you have read and understood our collection, storage, use and disclosure of personal information as described in this privacy policy. By accessing or using the Otto Service, you are accepting and consenting to the practices described in this privacy policy.
2. Application of privacy policy
Privacy laws in Canada generally define "personal information" as any information about an identifiable individual, which includes information that can be used on its own or with other information to identify, contact, or locate a single person. Personal information does not include business contact information, including your name, title, or business contact information.
This policy applies to information we collect, use, or disclose about you:
- On this Service.
- In email, text, and other electronic messages between you and this Service.
- Through mobile and desktop applications you download from this Service, which provide dedicated non-browser-based interaction between you and this Service.
- When you interact with our advertising and applications on third-party platforms and services if those applications or advertising include links to this policy.
- Any other proprietary software as a service delivered by Otto.
The Service may include links to third-party Services, plug-ins, services, social networks, or applications. Clicking on those links or enabling those connections may allow the third party to collect or share data about you. We do not control these third-party Services, and we encourage you to read the privacy policy of every Service you visit.
This policy does not apply to information that we collect offline or through any other means, including on any other Company or third-party Service; or that you provide to or is collected by any third party, through any application or content that may link to or be accessible from the Service.
Please read this policy carefully to understand our policies and practices for collecting, processing, and storing your information. If you do not agree with our policies and practices, your choice is not to use our Website or Service. This policy may change from time to time. Your continued use of this Service after we make changes indicates that you accept and consent to those changes, so please check the policy periodically for updates. We will notify you in advance of any material changes to this policy and obtain your consent to any new ways that we collect, use, and disclose your personal information.
3. Personal information we collect about you
Information you give to us
We collect personal information about you when you voluntarily submit information directly to us by filling in forms on our Website or by corresponding with us by phone, email or other means. This includes information you provide when you register to use our Website, subscribe to the Otto Service, report a problem, or use some other feature of the Otto Service. The Personal Information we collect is strictly limited to the Information necessary for the purposes of executing Otto's obligations. If you choose not to provide personal information, we may not be able to provide the Otto Service to you. We collect and use several types of information, including:
- Personal Health Information that we can reasonably use to directly or indirectly provide you with optical healthcare services such as eyewear delivery — including your optical prescription, optical medical history, health card number, and insurance information.
- Personal information that we can reasonably use to directly or indirectly identify you, such as your name, mailing address, e-mail address, telephone number, IP address, user name, billing and account information, and any other identifier we may use to contact you.
- Non-personal information that does not directly or indirectly reveal your identity, such as demographic, statistical, or aggregated information.
- Technical information, including your login information, browser type and version, time zone setting, operating system, and details about your internet connection and usage.
- Non-personal details about your Service interactions, including URLs, clickstream data, products viewed, page response times, and page interaction information.
- Public contributions you provide to be posted on public areas of the Service. Your User Contributions are posted and transmitted to others at your own risk.
You may unsubscribe from our contact delivery service or refill scheduling, or opt out of contact for marketing purposes, by accessing our Service Account module, using the unsubscribe mechanism at the bottom of our e-mails, or e-mailing help@ottooptics.io.
Information we receive from other sources
We may receive personal information about you from individuals or corporate entities which are users to the Otto Services, where you are designated a patient of the Otto Service. We also work closely with third parties (such as subcontractors in technical, payment and delivery services, advertising networks, analytics providers, and search information providers) and may receive information about you from them, subject to your agreements with them. We will only use your personal information in accordance with this policy unless otherwise required by applicable law.
4. How we use your personal information
We use information that we collect about you or that you provide to us, including any personal information:
- To present our Service and its contents to you.
- To provide you with information, products, or services that you request from us.
- To fulfill the purposes for which you provided the information.
- To provide you with notices about your account/subscription, including expiration and renewal notices.
- To carry out our obligations and enforce our rights arising from any contracts with you, including for billing and collection.
- To notify you about changes to our Service or any products or services we offer.
- To improve our Service, products, services, marketing, or customer relationships and experiences.
- To allow you to participate in interactive features on our Service.
- To measure or understand the effectiveness of advertising and deliver relevant advertising to you.
- For any other purpose with your consent.
We may also use your information to contact you about our own and third-parties' goods and services that may be of interest to you, as permitted by law. If you do not want us to use your information in this way, you can adjust your user preferences in your account profile, use the unsubscribe mechanism at the bottom of our e-mails, or e-mail help@ottooptics.io.
5. Cookies and similar technologies
As you navigate through and interact with our Service, we may use cookies or other automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns — including details of your visits, traffic and location data, and information about your computer and internet connection. The technologies we use may include browser cookies, Flash cookies, and web beacons. You may refuse to accept browser cookies by activating the appropriate setting on your browser; however, if you select this setting you may be unable to access certain parts of our Service.
Some content or applications on the Service, including advertisements, are served by third parties who may use cookies to collect information about you when you use our Service. We do not control these third parties' tracking technologies. You can opt out of several third-party ad networks' cookies using tools created by the Digital Advertising Alliance of Canada and the Network Advertising Initiative.
6. Disclosure of your personal information
We may disclose aggregated information about our users without restriction. We may disclose personal information that we collect or you provide as described in this privacy policy: to our subsidiaries and affiliates; to a buyer or successor in the event of a merger or sale of assets; to contractors and service providers who support our business and are contractually obligated to keep it confidential; to fulfill the purpose for which you provide it; and with your consent.
We don’t sell, rent or share mobile phone numbers or text-messaging opt-in data and consent with any third party for marketing purposes.
We may also disclose your personal information to comply with any court order, law, or legal process; to enforce our Terms of Use and other agreements; or if we believe disclosure is necessary to protect the rights, property, or safety of Otto, our customers, or others.
7. Transferring your personal information
We may transfer personal information to contractors, service providers, and other third parties who support our business and are contractually obligated to keep it confidential. We may process, store, and transfer your personal information in and to a foreign country with different privacy laws. Whenever we engage a service provider, we require that its privacy and security standards adhere to this policy and applicable Canadian privacy legislation. By submitting your personal information or engaging with the Service, you consent to this transfer, storage, or processing.
8. Choices about how we use and disclose your personal information
We strive to provide you with choices regarding the personal information you provide to us, including controls over tracking technologies and advertising, third-party advertising, promotional offers from the Company, and targeted advertising. You can set your browser to refuse cookies, opt out of promotional emails using the unsubscribe link, and adjust your user preferences in your account profile. We do not control third parties' collection or use of your information to serve interest-based advertising.
9. Data security
The security of your personal information is very important to us. We use physical, electronic, and administrative measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. We store all information behind firewalls on secure servers, and payment transactions and personal information are encrypted using SSL technology. The safety and security of your information also depends on you; where you have a password for access, you are responsible for keeping it confidential. Unfortunately, the transmission of information via the Internet is not completely secure, and any transmission is at your own risk.
10. Data retention
Except as otherwise permitted or required by applicable law, we will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. Under some circumstances we may anonymize your personal information so that it can no longer be associated with you, and we reserve the right to use such anonymous and de-identified data for any legitimate business purpose.
11. Children under the age of 13
Our Service is not intended for children under 13 years of age, and no one under age 13 may provide any information to or on the Service. We do not knowingly collect personal information from children under 13. If we learn we have collected personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at help@ottooptics.io.
12. Accessing and correcting your personal information
It is important that the personal information we hold about you is accurate and current. By law you have the right to request access to and to correct the personal information that we hold about you. You can review and change your personal information by logging into the Service and visiting your account profile page, or by emailing help@ottooptics.io. We cannot delete your personal information except by also deleting your user account. Applicable law may allow or require us to refuse access in certain cases — for example, information protected by solicitor-client privilege, information part of a formal dispute resolution process, information about another individual, or information that is prohibitively expensive to provide.
13. Withdrawing your consent
Where you have provided your consent to the collection, use, and transfer of your personal information, you may have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, contact us at help@ottooptics.io. Please note that if you withdraw your consent we may not be able to provide you with a particular product or service.
14. Changes to our privacy policy
It is our policy to post any changes we make to our privacy policy on this page with a notice that the privacy policy has been updated. If we make material changes to how we treat our users' personal information, we will notify you by email and through a notice on the Service home page. The date the privacy policy was last revised appears at the top of the page. You are responsible for ensuring we have an up-to-date, active, and deliverable email address for you.
15. Contact information and challenging compliance
We welcome your questions, comments, and requests regarding this privacy policy and our privacy practices. Please contact our Chief Privacy Officer:
Mr. Alexander McIntosh, Chief Executive Officer
alex@ottooptics.io
We have procedures in place to receive and respond to complaints or inquiries about our handling of personal information, our compliance with this policy, and with applicable privacy laws.