Privacy Policy

SOP Instruments (“Company”) is a corporation with its principal place of business at 6825 Weaver Rd, Rockford, IL 61114, United States. This Privacy Policy explains how the Company collects, uses, stores, protects, and shares personal information obtained from individuals in the United States and, where applicable, other locations.

We are committed to respecting and safeguarding personally identifiable information in accordance with this Privacy Policy. By accessing or using our website, you acknowledge that you have read and understood the practices described in this statement.

You should also review our Terms of Use, available at https://sopinstruments.com/policies/terms-of-service, which govern your use of the website and are incorporated into this Privacy Policy by reference.

1. Scope of This Privacy Policy

This Privacy Policy describes the principles under which the Company collects, uses, processes, retains, and discloses personal data and/or sensitive data through our website, https://sopinstruments.com/ (the “Website”), including features such as the “Search Function” and “Lookbook.”

This Policy applies to:

• Information you provide directly through the Website (for example, by submitting a contact form).
• Information you send to us via email using the addresses listed on the Website.
• Information collected automatically through your interaction with the Website.
• Information received in electronic or other formats related to your use of our services.

The Website is intended primarily for users located in the United States. It is not directed to individuals in the United Kingdom, the European Union, the European Economic Area, Switzerland, or any jurisdiction whose data protection laws conflict with this Privacy Policy. If you access the Website from such jurisdictions, you do so at your own discretion and are responsible for compliance with applicable local laws.

2. Terms and Definitions

For purposes of this Privacy Policy:

“We,” “us,” and “our” refer to SOP Instruments and its officers, directors, owners, employees, and authorized agents.

“Personal Data” means any information relating to an identified or identifiable natural person (not a business or corporate entity). In connection with our business, Personal Data may include:

• Your name and contact information, such as phone number, mailing address, and email address, to the extent you provide it to us.
• Account credentials, including your password, if you create an account with us.
• Information submitted through our “Contact Us” page, including details provided via phone or in the “Question or Inquiry” field.
• Information you provide through our official social media pages linked on our Website, including platforms such as Linkdin®, Facebook®, YouTube®, and Instagram®.
• Information shared through our “Live Chat” feature (including automated AI-assisted chat functionality used to respond to common questions about our Company and products).
• Technical and usage information, such as your IP address, browser type, time zone, cookie data, search queries, and interactions with the Website.
• Any other information you voluntarily provide in connection with our services or through the Website.

“Processing” means any operation performed on Personal Data, whether automated or manual. This includes, without limitation, collecting, recording, organizing, storing, adapting, using, disclosing, transferring, restricting, deleting, or destroying Personal Data.

3. What Information We Collect About You

We may collect and process the categories of Personal Data described in Section 2 when you interact with our Website or use our services.

By providing Personal Data to us, you acknowledge and agree that we may collect and process such data to market and sell our goods and products, and to provide the information, content, and services described on our Website (collectively, the “Services”). These Services include, without limitation:

• Processing orders and payments;
• Managing shipping, returns, and exchanges;
• Responding to customer inquiries;
• Providing customer support;
• Operating, maintaining, and improving the Website and its features.

In addition, we may use your Personal Data for the following purposes:

• Maintaining and updating our internal records;
• Processing employment applications submitted to the Company;
• Conducting internal business analysis and management reporting;
• Complying with applicable laws, regulations, and legal obligations;
• Preventing fraud, misuse, or criminal activity;
• Facilitating internal or external audits; and
• Any other purpose for which you provide valid consent.

Information You Should Not Provide
Unless specifically requested by the Company, please do not provide:

• Personal Data about another individual;
• Categories of Personal Data that we have not explicitly requested;
• Confidential, proprietary, trade secret, or legally protected information; or
• Any information you are legally prohibited from disclosing to us.

Providing such information may result in our inability to process your request or may require us to delete the information in accordance with applicable law.

4. How We Collect Information About You

We collect information about you (including personal data) when:

You Give Us Information – You may provide us information when:

• You provide us information in connection with the purchase of any goods or products on or through the website;
• You set up an account with us; you provide it to us by filling out forms;
• You send us e-mail; you provide information via phone or in person;
• You provide us with information in writing and send it to us other than via e-mail, phone or in person (i.e., mail, FedEx, etc.);
• You provide information to or through our “Contact Us” page or on any of our social media pages on Linkdin®, Facebook®, X®, Instagram® or otherwise;
• You provide information through the “Live Chat” (an automated artificial intelligence function that helps us efficiently answer common questions our customers have about the Company and our products) function on the website;
• You provide us with documentation;
• You provide us with information which may contain personal data;
• You provide it to use through our Customer Login page;
• You provide it when subscribing to receive the latest on sales, new releases, and other news or updates by and through the website; and/or
• You provide us with information in connection with seeking employment with the Company.

We Collect Information Automatically – We automatically collect certain types of information when you visit our website (as explained below).

We Collect Information From Other Sources
We may also obtain information about you from external sources. For example, we might acquire commercially available information about you from third parties, purchase email lists from third parties for advertising, marketing, or informational purposes, or obtain information from any senior living provider, organization, facility, institution, business, or company where you reside, with which you are affiliated, or about which you seek information through our Services. Additionally, we may receive information from third-party service providers that use web beacons and other technologies described in this Privacy Policy.

5. Use of Cookies

About Cookies
A cookie is a file containing an identifier (a string of letters and numbers) that a web server sends to a web browser, which stores it. The identifier is then sent back to the server each time the browser requests a page.

Cookies may be either “persistent” or “session” cookies:

• Persistent cookies are stored by your browser and remain valid until their set expiration date unless deleted before that date.
• Session cookies expire at the end of a session when the browser is closed.

Cookies generally do not contain personally identifying information, but personal data we store about you may be linked to information collected via cookies.

Shared local objects (commonly called “FLASH cookies”) are placed on your computer and are not removed through standard browser management tools. If we use FLASH cookies, we will do so only for their intended purposes, unless we notify you of a specific service that requires them.

Cookies We Use
We use cookies for purposes related to the services we provide:

• Authentication: To identify website users and their locations.
• Status: To determine if you are logged in.
• Personalization: To save your preferences and personalize your experience.
• Security: To help protect user accounts, prevent fraudulent login attempts, and safeguard our website and services.
• Advertising: To show relevant ads in connection with our services.
• Analysis: To analyze website and service performance.
• Cookie Consent: To store your preferences regarding cookie usage.

For more information about cookies, visit All About Cookies.

For information on how targeted advertising works, you can visit the Network Advertising Initiative’s educational page: NAI.

Cookies Used by Our Service Providers and Vendors
Our service providers and vendors may also use cookies, which can be stored on your device when you visit our website. These may include, but are not limited to, Google Analytics (support link).

You should review the privacy and cookie policies of these websites to understand the cookies they use. Vendor lists may change as we use different providers or add services. When visiting our website, logging in, registering, or opening our emails, cookies, ad beacons, and similar technologies may be used by online data partners or vendors to link these actions with information they have about you, including your email. We or our service providers may then send communications or marketing to your email. See Section 15 for more information on opting out of such communications.

Managing Cookies

• Most browsers allow you to refuse or delete cookies. Methods vary by browser and version. For mobile device guidance, see:
  • Microsoft Internet Explorer
  • Mozilla Firefox
  • Google Chrome
  • Microsoft Edge
  • Safari
• You can install ad-blockers, though blocking some or all cookies may affect website usability.
• Our website may include cookie banners to consent to certain cookies for personalized services. Consent can be revoked at any time through the cookie administration settings.
• Some devices (smartphones, tablets) allow cookie refusal or deletion; methods vary. More information: All About Cookies Mobile.
• Blocking some or all cookies may negatively impact usability of many websites, including ours.

6. Use of Web Beacons, Clear-GIFs, Pixel Tags, and JavaScript

Except as stated, our use of web beacons, clear-GIFs, pixel tags (including Facebook/Meta Pixel, Google Tag, or LinkedIn Insight Tag), and JavaScript is essential for proper website functionality, and disabling them may affect our website and services.

We may also use pixel tags (also called action pixels, web beacons, or clear GIFs) and JavaScript plug-ins on our website and in emails. These small images or code snippets help track user interactions, such as pages visited or ads clicked, and analyze email marketing performance.

Third-party service providers may also place these devices on our website or in emails. These third-party cookies can provide aggregate demographic information and user statistics about you, combined with data we hold about you. See above for additional cookie information.

7. Server Logs

A web “server log” is a record of activity created by the computer that delivers webpages to your browser. Certain actions you take on our website may be recorded in these server logs. For example, if you enter a search term or log in, the server log may capture the search term, the link you used to reach our site, and details about your browser, such as your IP address and any cookies set on your browser.

8. Search Queries on Our Website

We may provide options for you to search for information on our website. If you enter a query in a search box, we may store that information and combine it with other data we have about the browser or IP address from which the search originated.

9. Social Media Platforms

We may link to our social media profiles on platforms such as Twitter®, TikTok®, LinkedIn®, Reddit®, Facebook®, YouTube®, Instagram®, or others. When you interact with our content on these platforms, you may be asked to share information about those interactions with us. Please review the privacy policies and settings of each platform you use to understand how your data is collected, used, and shared, and to manage your sharing preferences.

10. How We Use Your Personal Data

We process your personal data, as described in this Privacy Policy, to provide the Services outlined above. Additionally, we may process your data when necessary:

• For the establishment, exercise, or defense of legal claims, including court proceedings, alternative dispute resolution, or administrative procedures;
• For managing risks or obtaining professional advice;
• To comply with legal obligations or to protect the vital interests of yourself or another person.

We may also use the information we collect internally for business purposes, including to:

1. Provide Services available on the website;
2. Share aggregated data with third parties regarding reporting and monitoring results;
3. Analyze trends and conduct research;
4. Respond to user inquiries and provide support;
5. Improve our website and Services;
6. Understand user and customer needs;
7. Contact users for research, informational, or marketing purposes;
8. Track website traffic and usage;
9. Provide customer service and technical support;
10. Correlate information with other data to understand demographics, reporting needs, or service impact;
11. Deliver relevant marketing or promotional content;
12. Address information security, privacy, network, or technical issues;
13. Investigate claims, legal actions, or violations of law;
14. Comply with legal obligations or prevent fraud;
15. Support corporate transactions such as mergers, reorganizations, or sales of business units.

We may share personal and non-personal data with affiliates or third-party service providers that help us operate the website, including providers of email communication services, network management, hosting, legal or accounting services, and other operational services necessary for the website and our business functions.

11. Sharing Your Personal Data

We may share your personal data with our officers, directors, employees, and agents when necessary to provide Services or for business purposes outlined in this Privacy Policy.

We may share personal data with professional advisers for risk management, legal advice, or legal claims, and with suppliers or subcontractors where you have provided consent.

We may also share personal data with vendors, service providers, or any senior living organization, facility, or company where you reside, are affiliated, or about which you seek information through our Services.

These disclosures are made only as reasonably necessary to provide Services, manage data, or operate our business. We may also disclose personal data to comply with legal obligations, protect vital interests, or establish, exercise, or defend legal claims.

We do not sell your personal data to third-party vendors.

12. Retaining and Deleting Personal Data

Our data retention policies are designed to ensure compliance with legal obligations regarding personal data. Personal data will not be retained longer than necessary for the purposes for which it was collected.

We will retain your personal data:

• If it was obtained from publicly available sources, for as long as necessary to fulfill the purposes for which it was collected or as required by law;
• If it was collected by us but separated from publicly available data, for as long as required to meet the purposes of collection, contractual obligations, or legal requirements.

In cases where retention periods cannot be predetermined, we will decide based on service performance, industry standards, and legal requirements. Personal data may also be retained to comply with legal obligations or protect vital interests.

13. Amendments

We may update this Privacy Policy periodically by posting a new version on our website. Please check this page regularly to stay informed of any changes. Significant updates may also be communicated via email or through our website messaging system.

14. Your Rights – Residents of California, Colorado, Connecticut, Oregon, Nevada, Texas, Utah, and Virginia

If you reside in one of these states, your state law may provide additional privacy rights. For more information, visit:

• California: https://oag.ca.gov/privacy/privacy-laws
• Colorado: https://coag.gov/resources/colorado-privacy-act/
• Connecticut: https://portal.ct.gov/AG/Sections/Privacy/The-Connecticut-Data-Privacy-Act
• Oregon: https://olis.oregonlegislature.gov/liz/2023R1/Downloads/MeasureDocument/SB619/Enrolled
• Nevada: https://www.leg.state.nv.us/NRS/NRS-603A.html
• Texas: https://statutes.capitol.texas.gov/Docs/BC/htm/BC.541.htm#C
• Utah: https://le.utah.gov/~2022/bills/static/SB0227.html
• Virginia: https://law.lis.virginia.gov/vacodefull/title59.1/chapter53/

Requests for Information – California Residents: Under Section 1798.83 of the California Civil Code, California residents can request details about the personal information shared with third parties for their direct marketing purposes. You may submit one request per year by emailing privacy@sopinstruments.com with the subject line “Request for California Privacy Information”, providing sufficient details to identify yourself or your family members.

Do Not Track Disclosure – Applicable States: Our website does not change its behavior when receiving a “Do Not Track” signal from your browser. We use cookies and similar tools to enhance website features and services. After leaving our site, we do not track your activity across other websites, though third parties may do so anonymously for advertising purposes.

Marketing – Applicable States: If you reside in California, Colorado, Connecticut, Oregon, Nevada, Texas, Utah, or Virginia, you may request disclosure of the categories of personal data we have shared with third parties for their direct marketing purposes in the prior year. We will provide you a cost-free opt-out method.

Consumer Rights Under the California Consumer Privacy Act of 2018 (the CCPA) and the California Privacy Rights Act of 2020 (the CPRA) AND for residents of COLORADO, CONNECTICUT, OREGON, NEVADA, TEXAS, UTAH, and VIRGINIA

To the extent the California Consumer Privacy Act or other state law is applicable, with certain exceptions and, including but not limited to in connection with data subject to federal regulation (i.e., the Health Insurance Portability and Accountability Act (HIPAA), the Gramm-Leach Bliley Act California (GLBA), the Fair Credit Reporting Act (FCRA), as applicable, the California Financial Information Privacy Act (CFIPA), the Federal Farm Credit Act of 1971, the Drivers’ Privacy Protection Act (DPPA), the Confidentiality of Medical Information Act (CMIA), certain laws concerning clinical trials data, the First Amendment and related law), contractual rights and obligations, and certain other exceptions based upon applicable state law, we provide California, Colorado, Connecticut, Oregon, Nevada, Texas, Utah or Virginia residents with the following rights with respect to our data collection and data processing of such residents’ personal data (excluding de-identified or aggregate data) which is collected in that resident’s state, processed in that resident’s state, or part of a transaction occurring in such state:

1. The right to know whether your personal data was collected by us.
   In large part, the personal data we collect is set forth above in this Privacy Policy.
2. The right to request the categories and specific pieces of personal data that we have collected about you in the past 12 months, the categories of sources for which that information is collected, the business purposes for collecting or selling/sharing the information, and the categories of third parties with whom the information is shared or sold.
   In large part, these categories and specific pieces of personal data that we have collected is set forth above in this Privacy Policy.
3. The right to know what information we are collecting about you and the purposes for which it is being used.
   In large part, the type of information we collect and the purpose for which it is collected is set forth above in this Privacy Policy.
4. The right to not allow us to sell or share any of your personal information.
   We do not sell or share your personal information with third parties for their purposes except with your express consent.
5. The right to limit our use of your sensitive personal information.
   We do not sell or share your personal information with third parties for their purposes except with your express consent.
6. The right to have your personal information deleted, subject to certain exceptions.
   These exceptions may include:
   • Complete the transaction for which we collected the personal information, provide a good or service that you requested, take actions reasonably anticipated within the context of our ongoing business relationship with you, or otherwise perform our contract with you.
   • Detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity, or prosecute those responsible for such activities.
   • Debug products to identify and repair errors that impair existing intended functionality.
   • Exercise free speech, ensure the right of another consumer to exercise their free speech rights, or exercise another right provided for by law.
   • Comply with the California Electronic Communications Privacy Act (Cal. Penal Code § 1546 seq.).
   • Engage in public or peer-reviewed scientific, historical, or statistical research in the public interest that adheres to all other applicable ethics and privacy laws, when the information’s deletion may likely render impossible or seriously impair the research’s achievement, if you previously provided informed consent.
   • Enable solely internal uses that are reasonably aligned with consumer expectations based on your relationship with us.
   • Comply with a legal obligation.
   • Make other internal and lawful uses of that information that are compatible with the context in which you provided it.
7. The right to have your personal information corrected, subject to certain exceptions.
8. The right to know the length of data retention.
   Unless indicated otherwise elsewhere or required pursuant to any applicable law, we generally retain your personal information for up to ten (10) years.
9. The right to not be discriminated against for exercising any of the above rights.
   We will not discriminate against you if you exercise any of the above rights. However, as explained, some or all of our services necessarily require us to process your personal information, and share your personal information with certain third parties in connection with providing the services. Therefore, and as explained above, exercise by you of certain of the above rights may impact our ability to provide the services to you.

TO THE EXTENT APPLICABLE, AND TO EXERCISE ANY OF THE ABOVE RIGHTS, PLEASE CONTACT US AT ANY OF THE BELOW AND INCLUDE THE WORDS “EXERCISE MY RIGHTS” IN ALL CAPS IN THE SUBJECT LINE, OR BE CLEAR BY PHONE THAT YOU WANT TO EXERCISE YOUR RIGHTS and CLEARLY LET US KNOW: (1) Your address and state of residency; and (2) the rights you seek to exercise.

15. Your Choices About the Information We Collect

If you do not agree with how we collect, use, or share your personal information, please refrain from submitting it to us. Please note that if certain information is not provided, we may be unable to offer some or all of our Services, or those Services may not function as effectively.

If you do not wish to receive marketing materials from us or have your personal information shared with other entities as described in this Privacy Policy, you may opt out. Please provide your exact name and address and specify whether you wish to opt out of information sharing, marketing communications, or both. De-identified or aggregate data that does not identify you personally may still be shared. Opt-out requests can be submitted to:

Opt-Out Options:

• Email Communications: Click the unsubscribe link in our emails, email sales@sopinstruments.com with “Unsubscribe” in the subject line, or call 888-229-2358.
• Third-Party Sharing: Email sales@sopinstruments.com with “THIRD-PARTY E-MAIL REMOVAL” in the subject line, or call 888-229-2358. Please note that removal from third-party lists may take up to six months.
• Text/SMS Messages: By providing your mobile number, you consent to receive automated marketing text messages. You may opt out at any time by texting STOP to the number used to contact you. Message and data rates may apply.

SMS/MMS Messaging Program: Information provided through this program is used only to send messages and respond to you. We do not sell, rent, or trade phone numbers or customer information. We may share your data with service providers to help deliver messages but not for their marketing purposes. We reserve the right to disclose information when required by law or to protect our rights or property.

Text marketing messages may include store updates, new products, and checkout reminders. Service providers may assist with delivery but are not authorized to use your data for their marketing purposes. Availability or performance of text messaging services is not guaranteed, including potential delays or message failures.

De-identified or aggregated data may still be shared even after you exercise your opt-out rights.

16. Limited Use of Artificial Intelligence

We may use artificial intelligence (AI) to help respond to inquiries via text, SMS, or email and to process customer service requests efficiently. Our AI provider, Gorgias, is not permitted to use your data to train its models. For more information about Gorgias and how it handles data, visit: Gorgias AI.

17. Privacy of Children

Our website and Services are not intended for children under the age of 18. We do not knowingly collect personal information from children. If you are under 18, you may not use our website or Services.

18. Links to Other Websites

Our website may include links to external websites for your convenience. We are not responsible for the privacy practices, advertising, content, or products of these sites, and inclusion of a link does not imply endorsement or affiliation. Please review the privacy policies and terms of use of any websites you visit.

19. Security

We use reasonable physical and electronic safeguards to protect the information we collect. These measures are designed to prevent unauthorized access and misuse of personal information.

However, no method of transmission over the Internet or storage system is completely secure. We cannot guarantee that only authorized individuals will access your information or that your information will never become publicly available. You can reduce risks by:

• Choosing strong and unique passwords;
• Using different passwords for different services;
• Keeping antivirus software and operating systems up to date.

20. Questions and Changes to This Privacy Policy

If you have questions or concerns about this Privacy Policy, you may contact us at privacy@sopinstruments.com. We may update this Privacy Policy periodically. When we do, the revised version will be posted on our website. Please check this page regularly to ensure you are aware of any changes.