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Privacy Policy

Last updated: October 30, 2020

This privacy policy describes our policies and procedures on the collection, usage, and disclosure of your information when you use our services. Furthermore, it provides details on what information is collected, how it is collected, and how it is used.

Collection of Personal Data

We collect personal data from prospective clients and clients who pursue our services both online and over the phone. The data we collect is collected throughout various stages during and after our client on-boarding process. We may collect such information from you either verbally (over the phone or in person) and on our website.

Account Data

Account data refers to both the data collected when you create an account on our website and any information you choose to add or update afterward. We provide users with two different methods for creating and logging into an online account: either by providing and email address and password, or by logging into a social login provider such as Facebook or Google. Any contact information provided when signing up may be used by Warmth Wellness LLC to contact you for various reasons (ex. booking confirmations, appointment reminders, promotional emails, etc.).

Signing Up Using Your Email Address

When creating an account on our website using your email address, you will be asked to provide your email address which we use as a unique identifier for linking your account for you. Additionally , you'll be asked to create a password for signing into your account.

Signing Up Using a Social Login Provider

When creating an account on our website using a third-party social sign-on provider, some public profile data will be used for establishing your account. Such information will only be accessible by you and our staff and can be updated or removed after account creation. This may include, but is not limited to:

  • First name

  • Last name

  • Email address

  • Phone number

  • Profile picture

  • Language

Client On-Boarding Information

After creating account and booking your first appointment on our website, you will be required to provide additional personal data before your appointment. Some of this data may or may not have already been provided during account creation. All clients are asked to provide this information regardless if they have an online account with us. Our client on-boarding process requires personal identification information (ex. first name, last name, birth date), contact information, and basic medical information. This may include, but is not limited to:

  • First name

  • Last name

  • Birth date

  • Gender

  • Occupation

  • Email address

  • Phone number

  • Street address

  • Medications

  • Health conditions

  • Pregnancy status

  • Allergies

  • Additional health information

Credit Card Information

We offer our customers the choice of allowing us to store their credit card information for future use in order to speed up the check-out process. This is also known as keeping a card "on file".  Should you decide to keep your card on file with us, we will ask you to fill out and sign a consent form specific to storing your payment details. Such information can be updated or removed any time upon your request. This may include, but is not limited to:

  • Cardholder name

  • Card number

  • CVV code

  • ZIP code

  • Email address

Usage Data

Usage data includes any data that is a byproduct of using our services, both online and offline. This may include, but is not limited to:

  • Previous appointments

  • Scheduled appointments

  • Cancelled appointments

  • Payment history

Use of Personal Data

Our company may use your personal data for the following purposes:

  • Account management: To allow you to self-administer your online account with us and use the functionalities our online service offers, such as booking, rescheduling, and cancelling appointments. We also provide our account holders the convenience of being able to manage their personal details and contact information.

  • Communication: One of our core business functions is being able to communicate with our clients and prospective clients. We may use the contact information you provide to us for the purposes of sending booking confirmation emails, appointment reminder emails and SMS messages, promotional emails, and other notifications regarding our business and the services we offer.

  • Business analysis: Some personal details you provide to us may be used for internal business analysis such as measuring business performance, and developing strategies for improving our services.

  • Health assessment: The health and safety is one of our top priorities for each of our clients. Any information we collect regarding your medical history and personal health will be used for developing a safe, effective, and personalized treatment plan for you.

  • Payment processing: When you provide us with your credit card information or when you make a payment using your credit card with us, your payment information will be transmitted to a payment processor to complete the transaction.

Sharing Personal Data

Our company does not sell, rent, or lease any of our customer data to third-parties.

In some instances, the services we provide will require us to share a limited amount of the information you provide to us with third-party service providers we subscribe to. Such organizations are prohibited from using any of our customer information for any purposes other than those which we have subscribed to and have described in this document. Below, are the different categories of information we transmit to third parties in order to perform necessary business functions:

  • Credit card information: We have partnered with Square, Inc. for processing all of our credit card transactions. Any credit card information you wish to keep on file for using our services will be securely stored on their servers. Your credit card details will not be used for anything outside the scope of making payments for our services. The privacy policy for Square, Inc. can be found here.

Retention of Personal Data

Our company will retain your personal data for as long as it is necessary for the purposes set out in this document. We will retain and use your personal data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

Our company will also retain usage data for internal analysis purposes aimed at improving the services we offer.

Disclosure of Personal Data

Under certain circumstances, our company may be required to disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Security of Personal Data

The security of your personal data is important to us, but remember that no method of transmission over the internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee its absolute security.

Cookies and Other Tracking Technology

In addition to using cookies for identifying account holders on our website, we also use cookies for tracking activity on our website for the purposes of enhancing user experience and ensuring our online platform is secure and safe to use. The tracking technologies we use may include, but are not limited to:

  • Browser cookies: A browser cookie is a small file placed on your device. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, You may not be able to use some parts of our service. Unless you have adjusted your browser setting so that it will refuse cookies, our service may use cookies.

  • Flash cookies: Certain features our service may use local stored objects (or flash cookies) to collect and store information about your preferences or your activity on our service. Flash cookies are not managed by the same browser settings as those used for browser cookies. Information on how to delete flash cookies can be found here.

  • Web beacons: Certain sections of our service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the company, for example, to count users who have visited certain pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Children Under the Age of 13

Our website is not intended for children under the age of 13 years of age. We do not knowingly collect personal information from children under 13. If you are under 13, please do not provide any information on this website.

Changes to This Privacy Policy

We may update our privacy policy from time to time as we see fit. We will notify you of any changes and will publish the revised version of the privacy policy on this page. We will notify you via email and/or a prominent notice on our website, prior to the change becoming effective and update the "last updated" date at the top of this page.

You are advised to review this privacy policy periodically for any changes. Changes to this privacy policy are effective when they are posted on this page.

Contact Us

If you have any questions about this privacy policy, you can contact us:

  • By email: jwhite@warmthwellness.com

  • By phone: (347) 394-9765

  • By post mail: 2 Church Street, Suite 3 Westbrook, ME 04092

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