Privacy Policy - Total Scope, Inc.

Effective Date: June 1, 2026 | Last Updated: May 29, 2026 | Applies to: iOS & Android App

PLAIN-LANGUAGE SUMMARY: The Total Scope Instruments app collects only what it needs to identify surgical instruments and process orders on your behalf. We do not sell your data. We do not share it with advertisers. Photos taken in the app are used solely for instrument identification and are not stored permanently.

SECTION 01 — WHO WE ARE

Who We Are

Total Scope, Inc. (“Total Scope,” “we,” “us,” or “our”) is a medical device repair and services company incorporated in Pennsylvania, United States. We are ISO 13485 certified and have been serving hospitals, ambulatory surgery centers (ASCs), and healthcare facilities for over 34 years.

Our registered address is: 17 Creek Parkway, Upper Chichester, PA 19061.

This Privacy Policy applies to the Total Scope Instruments mobile application (“the App”) available on the Apple App Store and Google Play Store. By installing or using the App, you agree to the practices described in this policy.

For questions about this policy, contact us at dkennedy@totalscopeinc.com or call 800-471-2255.

SECTION 02 — INFORMATION WE COLLECT

Information We Collect

We collect the following categories of information when you use the App:

Category	Specific Data	Why Collected
Account information	Name, email address, job title, institution/hospital name, phone number	To create and maintain your account; to process and confirm orders
Order data	Items ordered, quantities, purchase order numbers, order history, pricing	To fulfill your instrument orders and maintain order records
Photos	Images of surgical instruments captured using your device camera or selected from your photo library	To perform AI-powered instrument identification only; not stored permanently
Device information	Device type, operating system version, app version	To ensure the app functions correctly on your device; for error diagnosis
Usage data	Screens viewed, features used, scan activity (no content), session duration	To improve app performance and identify technical issues
Push notification tokens	Device notification identifier (if you grant permission)	To send order confirmation and status notifications

WHAT WE DO NOT COLLECT: Location data, health records, financial or payment card information (all orders are invoiced through existing Total Scope accounts), browsing history outside the app, contacts, or any biometric data.

SECTION 03 — HOW WE USE YOUR INFORMATION

How We Use Your Information

We use the information we collect exclusively for the following purposes:

Instrument identification: Photos you capture are sent to our AI identification service to match against our instrument catalogue. Images are processed in real time and are not retained after identification is complete.
Order processing: Your account information and order data are used to fulfill, track, and confirm instrument orders placed through the App.
Order notifications: If you permit push notifications, we send confirmations and status updates for your orders. You can disable notifications at any time in your device settings.
Customer support: Your contact details allow our customer service team to follow up on orders, including orders submitted without a purchase order number.
App improvement: Anonymized usage data helps us identify performance issues and improve the app experience. This data cannot be traced back to individual users.
Legal compliance: We retain order records as required by applicable law and our ISO 13485 quality management obligations.

We do not use your information for advertising, marketing to third parties, or any purpose beyond operating and improving the Total Scope Instruments application and its associated services.

SECTION 04 — CAMERA & PHOTO LIBRARY ACCESS

Camera & Photo Library Access

The App requests access to your device’s camera and photo library. This access is used solely for the instrument identification feature. Here is exactly what happens when you take a photo:

You point your camera at a surgical instrument or select an image from your library.
The image is transmitted securely to our AI identification server over an encrypted connection.
The server processes the image and returns an identification result, typically within a few seconds.
The image is not stored on our servers after identification is complete.
The image is not shared with any third party for any purpose.

You can revoke camera and photo library permissions at any time through your device’s Settings app. Revoking camera access disables the scan feature but does not affect your ability to browse the catalogue or place orders.

Microphone access is requested by the camera framework on iOS and Android as a standard system requirement. The Total Scope Instruments app does not record, transmit, or use any audio.

SECTION 05 — INFORMATION SHARING & DISCLOSURE

Information Sharing & Disclosure

Total Scope does not sell, rent, or trade your personal information. We share data only in the following limited circumstances:

Internal order fulfillment: Your order and contact information is accessible to Total Scope’s customer service and operations staff for the purpose of processing your instrument orders.
Technology service providers: We use third-party infrastructure providers (cloud hosting, AI processing) that process data on our behalf under strict confidentiality agreements. These providers are contractually prohibited from using your data for any purpose other than providing services to Total Scope.
Legal requirements: We may disclose information when required by law, court order, or valid governmental request, or to protect the rights, safety, or property of Total Scope, our users, or the public.
Business transfer: In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of that transaction. We will notify users before data is transferred to a new entity with a different privacy policy.

Under no circumstances do we share your data with advertisers, data brokers, or any organization for marketing purposes.

SECTION 06 — DATA RETENTION

Data Retention

We retain different categories of data for different periods:

Data Type	Retention Period	Reason
Instrument scan photos	Not retained — deleted after identification	No business need to retain
Account information	Duration of active account + 3 years after closure	Customer service and dispute resolution
Order history	7 years	ISO 13485 quality management records requirement
Usage/analytics data	24 months (anonymized)	App performance improvement
Push notification tokens	Until you disable notifications or delete the app	Delivery of order notifications

You may request deletion of your account and associated data at any time by contacting us at dkennedy@totalscopeinc.com. Order records required by law or our quality management system may be retained in anonymized form after your account is deleted.

SECTION 07 — YOUR RIGHTS

Your Rights

Depending on your location, you may have certain rights regarding your personal data. Total Scope honors the following rights for all users regardless of location:

Right to access: You may request a copy of the personal data we hold about you.
Right to correction: You may update your account information directly in the App under Profile Settings, or by contacting us.
Right to deletion: You may request that we delete your account and personal data, subject to retention requirements described in Section 6.
Right to opt out of notifications: You may disable push notifications at any time in your device Settings.
Right to data portability: You may request a copy of your order history in a portable format (CSV or PDF).

To exercise any of these rights, contact us at dkennedy@totalscopeinc.com or call 800-471-2255. We respond to all requests within 30 days.

California residents (CCPA): California law grants additional rights including the right to know what personal information is collected and the right to non-discrimination for exercising your privacy rights. Total Scope does not sell personal information and therefore no opt-out of sale is necessary.

EU/UK residents (GDPR): If you are located in the European Economic Area or United Kingdom, you also have the right to lodge a complaint with your local data protection authority.

SECTION 08 — DATA SECURITY

Data Security

Total Scope takes the security of your information seriously. We implement the following safeguards:

All data transmitted between the App and our servers is encrypted using TLS 1.2 or higher.
User authentication uses industry-standard OAuth 2.0 with secure token storage.
Session tokens are stored in the device’s secure storage (iOS Keychain / Android Keystore).
Our servers are hosted in SOC 2 compliant cloud infrastructure.
Access to user data is restricted to Total Scope personnel with a legitimate business need.
We conduct regular reviews of our security practices.

Despite these measures, no method of electronic transmission or storage is 100% secure. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

SECTION 09 — CHILDREN’S PRIVACY

Children’s Privacy

The Total Scope Instruments application is designed exclusively for healthcare professionals and is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children under 18.

If we become aware that a child under 18 has provided us with personal information, we will delete that information promptly. If you believe a child has provided us with personal information, please contact us at dkennedy@totalscopeinc.com.

SECTION 10 — CHANGES TO THIS PRIVACY POLICY

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will:

Update the “Last updated” date at the top of this document.
Display a notice within the App informing you of the change.
Send a push notification or email to registered users for significant changes.

Continued use of the App after the effective date of any updated policy constitutes your acceptance of the revised terms. We encourage you to review this policy periodically.

Previous versions of this Privacy Policy are available upon request by contacting dkennedy@totalscopeinc.com.

SECTION 11 — CONTACT US

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way Total Scope handles your personal information, please contact us through any of the following channels. Our team responds to all privacy inquiries within 30 days.

PRIVACY CONTACT

Denis Kennedy
dkennedy@totalscopeinc.com

PHONE

800-471-2255
Mon–Fri, 8am–5pm ET

MAILING ADDRESS

Total Scope, Inc.
17 Creek Parkway
Upper Chichester, PA 19061

WEBSITE