Privacy Policy

Effective Date: 28 August 2024 (Updated: 23 July 2026)

At Med-Bay.com (“we,” “us,” or “our”), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or receive communications from us. Please read this policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access our website or use our services.

1. Information We Collect

We may collect the following types of information:

Personal Information: Your name, email address, phone number, postal address, and any other information you voluntarily provide to us when you interact with us, register at events, or communicate with us.
Payment Information: When you make a purchase, your payment details (processed by our payment processor and not stored by us).
Technical Information: We automatically collect certain information about your device and browsing behavior, such as IP address, browser type, operating system, access times, and referring URLs.
Cookies and Tracking Technologies: We may use cookies, web beacons, and other tracking technologies to collect information about your browsing activities on our website.

2. How We Use Your Information

We use the information we collect for purposes including:

To provide and maintain our services
To process your transactions and manage your orders
To communicate with you about updates, newsletters, and promotional materials
To personalize your experience
To improve our website, products, and services
To comply with legal obligations
To send relevant industry communications by email, SMS, WhatsApp and other electronic channels, including on behalf of third-party organisations whose products, services, or news may be of interest to you

3. Our Contact Database

We maintain our own database of professionals working in the dental and healthcare industries. Contact details are collected through direct interactions at trade events and exhibitions, professional engagements, business correspondence, registrations for our services, and information made publicly available by practices and professionals in the course of their business.

We use this database to share industry news, product information, training and event invitations, and other communications relevant to your professional field. We rely on the legitimate interests of our business and of the recipients — as professionals working in this sector — in receiving relevant trade communications, and we process this information in line with the Protection of Personal Information Act, 2013 (POPIA).

Communications are sent to you in your professional capacity, not your personal one. Every message includes a clear way to opt out, and we act on opt-out requests promptly across all channels.

4. Communications on Behalf of Third Parties

From time to time we use our database to send communications on behalf of third-party organisations whose products, services, or news we believe are relevant to your professional field.

Where we do this:

The communication is sent by us, from our own systems and sender identities. Your contact details are not disclosed to the third party.
We remain the responsible party for the communication and for handling any opt-out.
We assess relevance before sending, and decline campaigns we do not consider appropriate for our audience.
Third parties do not receive your information unless you respond directly to them or otherwise consent to being contacted.

You may opt out of third-party communications at any time, either separately from or together with our own communications, using the unsubscribe details in any message or by contacting us directly.

5. WhatsApp and Messaging Channels

Where we communicate with you by WhatsApp, that messaging is delivered through the WhatsApp Business Platform and is subject to WhatsApp’s and Meta’s own terms and policies in addition to this one.

We send WhatsApp messages only to numbers held in our database for professional contact purposes.
You can stop WhatsApp communications at any time by replying with an opt-out request, using any opt-out option in the message, blocking the sending number, or contacting us directly.
Opting out of one channel does not automatically opt you out of others. Tell us if you want to be removed from all channels and we will action that.
Message content and delivery data are processed by Meta under its own privacy terms.

We do not use WhatsApp to contact numbers obtained from publicly available sources where we have no prior professional relationship or engagement.

6. Disclosure of Your Information

We may share your information with third parties in the following circumstances:

Service Providers: Vendors and service providers who perform services on our behalf, such as payment processing, data analysis, and email delivery.
Legal Requirements: To comply with the law, respond to legal processes, or protect the rights, property, and safety of Med-Bay.com, our users, or others.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

7. Security of Your Information

We take reasonable measures to protect your information, but no data transmission or storage method can guarantee absolute security.

8. Your Choices

You have the following rights regarding your information:

Access and Correction: You may contact us to update your personal information.
Opt-Out: You may opt out of promotional or third-party communications at any time, on any channel — using the unsubscribe link in our emails, replying to opt out of SMS or WhatsApp, or contacting us directly. You may opt out of a single channel or all channels. We action opt-outs promptly and maintain a suppression list to prevent re-contact.
Cookies: You can configure your browser to refuse cookies or alert you when cookies are being sent. However, some parts of our website may not function properly if you disable cookies.

9. Children’s Privacy

Our services are not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we discover that we have inadvertently collected information from a child under 13, we will delete it.

10. App Store Privacy – Med-Bay Event Scanner Pro

We do not collect, store, or share any personal data through the Med-Bay Event Scanner Pro app. The app functions solely as a QR code scanner for event check-ins and does not track, log, or transmit any user information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes are effective immediately upon posting the revised policy on our website. Continued use of our services constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at info@med-bay.com.

By using Med-Bay.com or interacting with us, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.