SonoFront Clinical Operations System (SCOS)

Privacy Policy

Effective Date: 1 January 2026

1. Introduction

SCOS is a clinical operations governance system designed to manage medical devices, clinical usage monitoring, logistics coordination, compliance enforcement, and structured financial reconciliation. SCOS does not function as a hospital electronic medical record (EMR) system and does not replace institutional documentation systems.

2. Data We Collect

Device Data

• Device serial numbers
• Model and manufacturer details
• Deployment location
• Custodianship records
• Status logs and inspection reports
• Incident documentation

User Data (Clinicians & Staff)

• Name and professional credentials
• Contact information
• Practice locations
• Certification status
• Compliance records
• Usage audit logs

Operational & Financial Data

• Logistics tracking records
• Escalation documentation
• Governance decisions
• Scan count metadata
• Reconciliation summaries

SCOS does not store full patient medical records and does not require patient identifiers for operational governance.

3. Purpose of Processing

• Device governance and compliance
• Insurance validation and claims support
• Operational monitoring
• Regulatory audit readiness
• Financial reconciliation integrity

4. Data Security

• Role-based access control
• Encrypted transmission
• Audit trails
• Access logging
• Segregation of operational and financial data

5. Data Retention

• Operational records: Minimum 7 years
• Incident documentation: Minimum 7 years
• Financial records: As required by statutory regulations

6. User Rights

Authorised users may request access, correction, or clarification of professional records. Patient-level clinical data requests must be directed to the relevant healthcare facility.

7. Policy Updates

SonoFront Medical Systems reserves the right to update this policy to reflect regulatory or operational changes.