Privacy Policy

What data do we collect?

Rods&Cones collects personal identification information (Name, email address, phone number)

How do we collect your data?
You directly provide Rods&Cones with most of the data we collect. We collect data and process data when you:

• Register online or place an order for any of our products or services.
• Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
• Fill out a contact form on the website

How will we use your data?
Rods&Cones collects your data so that we can:

• Process your order, manage your account.
• Email you with special offers on other products and services we think you might like.

Rods&Cones will not share your data with external parties.

How do we store your data?
Rods&Cones securely stores your data on our website hosted by Telenet BV – Liersesteenweg 4, 2800 Mechelen and on our file storage systems hosted by Microsoft 0365 and Azure.

Rods&Cones will keep your data for 3 years. Once this time period has expired, we review if the data is still relevant.

Marketing
Rods&Cones would like to send you information about products and services of ours that we think you might like. If you have agreed to receive marketing, you may always opt out at a later date. You have the right at any time to stop Rods&Cones from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please send an email to marketing@rods-cones.com.

What are your data protection rights?
Rods&Cones would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

• The right to access – You have the right to request Rods&Cones for copies of your personal data. We may charge you a small fee for this service.
• The right to rectification – You have the right to request that Rods&Cones correct any information you believe is inaccurate. You also have the right to request Rods&Cones to complete information you believe is incomplete.
• The right to erasure – You have the right to request that Rods&Cones erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that Rods&Cones restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to Rods&Cones’ processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that Rods&Cones transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: marketing@rods-cones.com

What are cookies?
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.

For further information, visit allaboutcookies.org.

How do we use cookies?
Rods&Cones uses cookies in a range of ways to improve your experience on our website, including:

• Keeping you signed in
• Understanding how you use our website

What types of cookies do we use?
There are a number of different types of cookies, however, our website uses:

• Functionality – Rods&Cones uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
• Advertising – Rods&Cones uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Rods&Cones sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

How to manage cookies
You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites
The Rods&Cones website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy
Rods&Cones keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 9 January 2026.

How to contact us
If you have any questions about Rods&Cones’ privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: marketing@rods-cones.com
How to contact the appropriate authority

Should you wish to report a complaint or if you feel that Rods&Cones has not addressed your concern in a satisfactory manner, you may contact the Data Protection Authority: Rue de la Presse 35, 1000 Brussels; E-mail: contact@apd-gba.be.

Who we are and our role

Rods&Cones Sales BV (Joan Muyskensweg 39, 1114 AN Amsterdam, the Netherlands) provides the Rods&Cones On the Go app to organisations in healthcare. For everything the app handles in a session, Rods&Cones acts as a processor on behalf of your organisation. Your organisation is the controller and decides how that information is used and protected. The binding rules are set out in the data processing agreement between Rods&Cones and your organisation.

What the app does on your phone

Session video, audio, chat and shared documents are transmitted in real time through Rods&Cones’ secured infrastructure. By design they are not saved to your phone: nothing lands in your camera roll or cloud backup, in-call chat disappears when the call ends, screenshots of protected content come out blank, and documents open in a view-only viewer unless your organisation allows saving. No session video or audio is stored on our systems beyond what is technically necessary to transmit it in real time.

What we collect

Your account profile as provisioned by your organisation: name, work email, organisation and role.

Technical session metadata, used to operate the service and to report to your organisation:

• session ID, your user ID and the ID of the remote participant;
• session start and end time;
• device type, model and operating system version;
• network connection type and quality during the session;
• in-session events, such as light, contrast and zoom being switched on or off, and an in-app screenshot being taken, annotated and sent;
• the location of your device during the session. Location is not recorded for sessions marked as “Other purpose”.

Technical identifiers needed to keep you signed in and the app working: authentication data, a unique app and device ID, and your language setting.

We use this information only to provide the service, to report to your organisation and to improve our products, always under your organisation’s instructions. It is never used to store or reconstruct the content of a procedure, and collection is limited to the app itself.

What we never access

Your personal photos, contacts, messages, files or other apps. The app requests only the permissions it needs to operate: camera, microphone, location and notifications.

Sharing

We do not sell personal data. We use a limited number of subprocessors, for example for hosting. They only receive what they need to perform their service and are bound by the same obligations as Rods&Cones. We may disclose information where the law requires it.

Where data is stored and how long we keep it

Data is processed and stored within the EU, in a controlled and secured environment. Session metadata is retained as agreed with your organisation. On your organisation’s instruction, we delete the data we process on its behalf, unless the law requires us to retain it.

Your rights

For anything captured in a session, including patient data, your organisation is the controller, so please direct your request to your organisation. For your own account data, you can contact our Data Protection Officer at privacy@rods-cones.com to access, correct or delete it, or to raise a concern. You also have the right to lodge a complaint with your data protection authority.

Changes

We will notify you of material changes to this notice in the app before they take effect. The current version is always available at rods-cones.com/otg/privacy.

Contact

Rods&Cones Sales BV, Attn. Data Protection Officer, Joan Muyskensweg 39, 1114 AN Amsterdam, the Netherlands: privacy@rods-cones.com