Varian Medical Systems Privacy Statement | Varian

Last updated date: September 19, 2024

Varian Medical Systems, Inc., a Siemens Healthineers company, (including its affiliate entities, collectively, "Varian," “We”) is an American radiation oncology treatments and software developer based in Palo Alto, California.

This privacy statement describes how we process personal information explains how we collect, store, use, disclose and transfer (hereinafter “process”) your personal information. It applies to our varian.com domain and other Varian websites, applications and service platforms (including those offered through MyVarian) that link to this privacy statement (the “Sites”).

We encourage you to read this privacy statement carefully in order to ensure that you are in control of your personal information received by our company.

CCPA Notice For California Residents

The California Consumer Privacy Act provides consumers (California residents) with specific rights regarding their personal information. Please reference our CCPA Notice for California Residents for further information.

Collection of Personal Information

The personal information that we collect about you depends on the context of your interactions with us, your location, applicable law, and the products, services and features that you use. Depending on your interactions with us, we may collect the following categories of personal information:

When you visit our Sites, we may ask you to provide your contact information including first and last name, email address, a home, postal or other physical address or phone number. We may also ask you to provide your title, occupation, industry, or personal interests that is necessary or useful to provide a product or service that you have requested. If you choose to make a purchase or sign-up for an on-line service, we may collect additional information such as your credit card information, billing address, and other billing account information. If you have signed-up to receive newsletters or other marketing material, we may collect your first and last name, title, physical address and other personal information necessary to enhance your visit to Varian's website or request information regarding our products or services. As is true of most websites, we also gather certain information automatically through cookies and other online technologies. This information may include Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referring/exit pages, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, date/time stamp, and/or clickstream data.

Purposes of Using Personal Information

Varian may use and otherwise process personal information for a number of reasons. Unless otherwise stated or apparent for the context, Varian's legal basis to do so under applicable law (including European and other worldwide privacy laws) is that such processing is necessary for performance of a contract, or in Varian's or a relevant third party's legitimate interests. Such legitimate interests include those listed below and those set out elsewhere in this privacy statement:

• Providing you with certain products, services and information, including marketing and promotional related information;
• Maintaining or administering services, performing business analyses, or for other internal purposes to improve the quality of our business, products and services we offer; and
• Publishing stories, comments, photos, and other information posted in our interactive and story sharing features.

We may also process your information in order to comply with our legal obligations, to perform a contract between us and you, or to establish and defend any legal claims. In some cases, our basis for processing will be because you have consented to our use of your information. You have the right to withhold or withdraw such consents at any time. If you have questions on how to do this, please contact us at marcom@varian.com.

By using our website, you accept and consent to the practices described in this privacy statement. Where the foregoing consent does not apply or is not applicable under local law, then Varian will rely on its other legal basis described in this privacy statement.

E-mail Address

We collect e-mail addresses that are volunteered by the visitor, from e-mail messages addressed to our company or its employees, or through visitor participation in surveys and site registrations.

We collect e-mail addresses that are volunteered by the visitor, from e-mail messages addressed to our company or its employees, or through visitor participation in surveys and site registrations.

We use the e-mail addresses that you provide for marketing purposes and to inform those interested in our products about events, products, services or other items of interest. Additionally, we use such e-mail addresses to notify visitors about recent updates to our website, to provide product or service news notifications or newsletters, and to confirm registrations or reserved seating at seminars and conferences.

You may opt-out of receiving the promotional or marketing e-mails at any time by (1) clicking on the unsubscribe link located at the bottom of the message, (2) notifying us at the address specified at the bottom of any unwanted e-mail, (3) changing your e-mail preferences in any user profile that you may have created, or (4) by contacting marketing communications at marcom@varian.com. These opt-out procedures will not be available for e-mails that are necessary to provide confirmation of a completed transaction (such as a purchase, service request or change in the visitor's user profile) or for e-mails that confirm a visitor's status as a registered user of the Varian website.

Other Uses of Personal Information

We may use a mailing address or phone number that a visitor provides for a variety of Varian related reasons. We may send periodic mailings to visitors or make telephone calls to inform our visitors who have provided a mailing address or telephone number of new products, services or events. Your mailing address and telephone number may also be used to contact you about orders placed on-line, as a reminder about events for which you have registered, or to provide information that you have requested.

If you do not wish to receive such calls or mailings about new products, services or events, you may request to be removed from the contact list by contacting marketing communications at marcom@varian.com. You may not opt out of service related communications.

Information Share with Outside Parties

Any information that you provide to us will be used for our purposes only as set out in this privacy statement. Except as specified in this privacy statement, your information will not be sold or shared with individuals outside the employ of Varian, or with other companies. We may share your information with third parties who provide services on our behalf to help with our business activities. These companies are authorized to use your personal information only as necessary to provide these services to us. For example, we may provide your name and delivery address to third parties that we use for delivering specific products or services to you (such as support services, shipping or direct mail organizations).

Some of Varian's services and direct mailing functions are run by outside vendors. These companies receive information provided by the visitor and supply the visitor with the material requested. We also use outside vendors for web hosting, event registration, applying for a position with us and credit card processing. When you sign up for these services, we will share information such as your personal information or sensitive data as necessary for a third-party to provide that service. Varian and these companies have entered into an agreement whereby the information supplied by and about Varian's visitors cannot be shared with outside companies by the outside vendor without Varian's authorization and such visitor information cannot be used for any purposes other than to perform a service or supply materials requested by the visitor.

Varian complies with applicable law and legal obligations to respond to governmental, law enforcement and court requests for personal information and other information and data about our visitors and their transactions. In certain situations, Varian may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. Varian's Legal Department may access and use your personal information and other information or data to protect our rights, in the event of a dispute or in response to legal process, law enforcement inquiries or abuse of our website.

If Varian is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

We may also disclose your personal information to any other third-party with your prior consent.

Tracking Technologies

Technologies such as cookies—small text files stored on your computer or mobile device to remember your actions or preferences over time—beacons, tags and scripts are used by Varian and some of our third-party partners (including analytics partners and service providers). These technologies are used in analyzing trends, administering the site, tracking users' movements around the site and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.

We use cookies for authentication, to make it easier to navigate the site and to enable certain functionality on the site. Users can control the use of cookies at the individual browser level. If you reject or disable cookies, you may still use our site, but your ability to use some features or areas of our site may be limited.

Third parties with whom we partner with to provide certain feature on our site or to display advertising based upon your web browsing activity use Local Storage / Shared Objects (LSOs) such as HTML5 to store content information and preferences. Various browsers may offer their own management tools for removing such LSOs.

Some internet browsers include the ability to transmit “Do Not Track” signals. We [do not respond to “Do Not Track” signals].

Advertising

We partner with a third-party ad network to manage our advertising on other sites. Our ad network partner uses cookies and web beacons to collect information about your activities on Varian sites and other websites to provide you targeted advertising based upon your interests. If you wish to not have this information used for the purpose of serving you targeted ads, you may opt-out by visiting http://preferences-mgr.truste.com/ (or if located in the European Union visit http://www.youronlinechoices.eu/). Please note this does not opt you out of being served advertising. You will continue to receive generic ads.

Security

We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. We suggest that you change your passwords often, that your passwords include a combination of letters and numbers, and that you make certain that you are using a secure browser. When you enter sensitive information (such as a credit card number) on our order forms, we encrypt the transmission of that information using secure socket layer technology (SSL). Products and services are available which can help give you privacy protection while navigating the web. See http://www.privacyalliance.org/resources/rulesntools/ for an overview of many privacy-related tools.

Managing Personal Information

If for any reason you wish to correct, update, or delete your personal information or profile please log on to your account in order to make these changes or contact us at marcom@varian.com. You may also object to, or request restriction of, Varian's processing of your personal information, and request portability or access to your personal information held by Varian. In case there is a problem in making your request, send an email to dataprivacy.func@siemens-healthineers.com. We will respond to your request to access, correct, or delete any personal information within 30 days. Varian processes data for its customers in the medical and healthcare sector. Individuals seeking access, correction, or deletion of personal data by a customer of Varian should contact that customer (the data controller) directly.

Data Retention

We will retain and use your personal information for as long as your account is active, for as long as needed to fulfill our service obligations to customers and for other purposes as set out in this privacy statement, in accordance with applicable laws. Also, we will retain and use your personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Storage in the United States

We maintain your personal information on servers and computers located in the United States and operated under our direct supervision and control. If you request information from us which best falls under the expertise of a foreign office, we may forward your contact information to that office so that office may respond to your request directly. Otherwise, we do not forward your personal information outside the United States.

Children's Privacy

We do not structure our website to attract children. Accordingly, we do not knowingly collect personal information from anyone who is 13 years of age or younger (or a different age that constitutes a minor under relevant local law outside of the United States).

Third-Party Sites

Varian's website may contain links to other sites. When you click on one of these links you are being transferred to a website operated by someone other than Varian. If you submit your personal information to any of these websites, your information is governed by their privacy policies. Varian does not share your personal information with these websites and is not responsible for their individual privacy practices. We encourage you to investigate the privacy policies of any website you visit.

When you are on our site, please be aware that we have links to other sites that may have the look and feel of our site. Please also be aware that our site is hosted by a third-party hosting service provider.

Social Media Features and Widgets

Our website may include social media features, such as the Twitter button and Widgets, such as the "Add This” button or interactive mini-programs that run on our site. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. Social media features and widgets are either hosted by a third-party or hosted directly on our website. Your interactions with these features are governed by the privacy statement of the company providing it.

Single Sign-On

You can log in to some areas of our site using sign-in services such as Open ID providers. This type of service will authenticate your identity and provide you the option to share certain personal information with us such as your name and email address to pre-populate our sign-up form. Services like these may provide the option to post information about your activities on this website to your profile page or share postings with others within your network.

Transfers of Personal Data

Your Personal Data may be stored and or accessed outside of the country in which you live. As of July 16, 2020 (the ”Decision Date”), we rely on country-level adequacy decisions or utilize privacy frameworks to legitimize the transfer of the Personal Data or Health Data, such as the Standard Contractual Clauses or similar for EEA, Switzerland and UK transfers. Varian is a Siemens Healthineers company. As a global corporation, Siemens Healthineers has affiliated companies based in countries around the world. Siemens Healthineers also uses service providers and third parties which may be located all over the world.

Data Privacy Framework

Certain Siemens Healthineers entities (including Varian) in the United States of America have certified their compliance under the EU-U.S. DPF, the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF regarding the transfer of personal data to the United States from the EU/EEA, the UK, and Switzerland. Additional notices applicable to residents of the EU/EEA, UK and Switzerland under this certification are available on our website.

Dispute Resolution

If you have any complaints regarding our compliance with this privacy statement, you can first contact us at dataprivacy.func@siemens-healthineers.com.

If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third-party dispute resolution provider (free of charge) at https://feedback-form.truste.com/watchdog/request.

Testimonials

We post customer testimonials on our website which may contain personal information such as the customer's name. We do obtain the customer's consent prior to posting the testimonial to post their name along with their testimonial. If you wish to update or delete your testimonial, you can contact us at dataprivacy.func@siemens-healthineers.com or by using the information below.

Changes to this Privacy Statement

Varian may decide to change this privacy statement from time to time to reflect changes to our information practices. When we do, we will post those changes on this page so that you are always aware of the information we collect, how we use it, and under what circumstances we disclose it. If we make material changes to this statement, we will notify you here in advance, by email (sent to the email address specified in your account), or by means of a notice on our home page. We encourage you to periodically review this page for the latest information on our privacy practices.

Contact Us

If you have any questions or comments about this statement or our practices you can contact us electronically at dataprivacy.func@siemens-healthineers.com. Additionally, you may contact us by writing via postal mail at the following address:

Varian Medical Systems, Inc.
Attention: Data Privacy Office
3120 Hansen Way, M/S G100
Palo Alto, CA 94304.