- Introduction
Purpose of the Privacy Policy
This Privacy Policy is designed to inform you about how Rodi Salon (“we,” “our,” or “us”) collects, uses, and protects your personal information when you visit our salon, use our website, or engage with us through any other medium. We understand the importance of your privacy and are committed to safeguarding your personal information. By choosing our services, you trust us with your data, and we take that responsibility seriously. This policy explains the types of information we collect, why we collect it, how we use it, and the steps we take to ensure your information is handled appropriately.
Scope of the Privacy Policy
This Privacy Policy applies to all personal information collected by Rodi Salon through various methods, including but not limited to:
- In-Person Interactions: Information collected during consultations, appointments, and other face-to-face interactions at our salon.
- Website and Online Services: Information gathered through our website, including appointment bookings, contact forms, and online purchases.
- Social Media and Digital Communications: Information collected when you interact with us through social media platforms, email newsletters, and other digital communication channels.
- Phone and Mail: Information provided when you contact us via telephone or through mail.
Commitment to Privacy
At Rodi Salon, we recognize that your personal information is just that—personal. We are dedicated to treating your data with the highest level of confidentiality and integrity. Our commitment to privacy is reflected in our efforts to comply with applicable state and federal laws, including the Virginia Consumer Data Protection Act (VCDPA). We want you to feel confident that your privacy is protected when you engage with us, whether you are visiting our salon in person, browsing our website, or communicating with us through other means.
Acceptance of Terms
By using our services or accessing our website, you agree to the terms outlined in this Privacy Policy. If you do not agree with any part of this policy, please discontinue using our services and contact us with any concerns. We reserve the right to update this Privacy Policy as needed, and we encourage you to review it regularly to stay informed about how we are protecting your information.
Definitions
For the purposes of this Privacy Policy:
- “Personal Information” refers to any data that can be used to identify an individual, such as name, contact details, payment information, and service preferences.
- “We,” “our,” and “us” refer to Rodi Salon.
- “You” and “your” refer to clients, potential clients, or any individuals who interact with Rodi Salon.
- Information Collection
Types of Information Collected
At Rodi Salon, we collect various types of personal information from our clients to provide you with a high level of service. The types of information we may collect include, but are not limited to:
- Personal Identification Information:
- Name: To personalize your experience and ensure accurate service records.
- Contact Information:
- Email Address: Used for appointment confirmations, reminders, and communications about special offers or changes in our services.
- Phone Number: For appointment scheduling, confirmations, and any urgent communication regarding your appointments or services.
- Payment Information:
- Credit/Debit Card Details: Processed securely for payment of services rendered. This information is collected only when necessary and handled in compliance with industry standards (e.g., PCI DSS).
- Billing Address: To verify your payment method and ensure proper invoicing.
- Service-Related Information:
- Appointment History: Records of past services, preferences, and products purchased to enhance your future visits.
- Styling Preferences: Notes on your preferred hairstyles, colors, and products to provide a consistent and personalized experience.
- Health and Skin Conditions: Relevant health information (e.g., allergies, sensitivities) that may affect the services we provide, ensuring your safety and well-being.
- Technical Information (if applicable):
- IP Address: Collected when you visit our website for security purposes and to improve our online services.
- Browser Type and Version: Helps us optimize our website for the best user experience.
- Cookies and Tracking Data: Used to enhance your online experience by remembering your preferences and customizing content.
Method of Collection
We gather your personal information through multiple channels to ensure a seamless and personalized experience:
- In-Person Collection:
- When you visit our salon, personal information is collected during consultations, service bookings, and at the time of payment. This includes information you provide directly to our staff, such as your service preferences and any relevant health information.
- Online Collection:
- Website Forms: When you book appointments, request information, or purchase products through our website, you provide personal information via online forms.
- Online Payments: Secure transactions on our website require you to enter payment details and billing information.
- Email Communication: If you subscribe to our newsletter or email promotions, your contact information is collected and stored in our secure email marketing database.
- Digital Communication:
- Social Media: If you interact with us through social media platforms (e.g., Facebook, Instagram), we may collect publicly available information or information you voluntarily provide through direct messages or comments.
- Text Messaging: If you opt into receiving text messages from us, we collect your phone number and may track your interactions with those messages to better tailor our communications.
- Third-Party Sources:
- Referral Programs: If you were referred to us by a friend or through a referral program, we may collect information from the referring party to credit them for the referral.
- Publicly Available Sources: We may collect additional information from publicly available sources to supplement our records.
Purpose of Collection
The personal information we collect serves several essential purposes:
- Service Delivery: Your information allows us to deliver the services you request efficiently and according to your preferences.
- Communication: We use your contact information to keep you informed about your appointments, any changes to our services, and special promotions.
- Service Improvement: By understanding your preferences and feedback, we continuously improve our offerings to meet your needs better.
- Legal Compliance: In certain cases, we may collect information to comply with legal obligations, such as tax reporting and regulatory requirements.
- Use of Information
Service Delivery
Your personal information is primarily used to ensure that you receive the best possible service at Rodi Salon. This includes:
- Appointment Scheduling and Management: We use your contact information to schedule and confirm your appointments, send reminders, and manage any changes or cancellations. This ensures that your time with us is convenient and tailored to your schedule.
- Personalized Services: By maintaining records of your past visits, service preferences, and any specific needs or concerns, we can provide a more personalized experience. This means we can offer consistent quality and cater to your unique style preferences, health conditions, and other personal requirements.
- Product Recommendations: Based on your service history and preferences, we may suggest products or treatments that align with your hair type, skin conditions, or previous purchases.
Communication
We use your personal information to stay in touch with you regarding:
- Appointment Reminders: To help you remember upcoming appointments, we send reminders via email, text, or phone calls based on your preferred communication method.
- Service Updates: We keep you informed about any changes to our services, such as new offerings, holiday hours, or temporary closures.
- Promotional Offers and Newsletters: If you have opted in, we may send you emails or texts about special promotions, discounts, and the latest news from our salon. These communications are designed to keep you informed about opportunities to enhance your experience with us. You have the option to unsubscribe at any time if you no longer wish to receive these messages.
Marketing and Promotions
Your information may be used for:
- Targeted Marketing: We may use your demographic data and service history to deliver more relevant marketing content. For example, if you frequently purchase specific products, we might send you promotions related to those items.
- Social Media Engagement: With your consent, we may share anonymized testimonials, before-and-after photos, or other service highlights on our social media channels to showcase our work and build our community.
Improvement of Services
Your feedback and service history allow us to:
- Enhance Our Offerings: By analyzing trends in the services you and other clients choose, we can make informed decisions about adding new treatments, products, or services.
- Training and Quality Control: We use client feedback to train our staff and maintain high standards of service. Your satisfaction is our priority, and your insights help us continually improve.
Legal Compliance
In certain circumstances, we may be required to use or disclose your personal information to:
- Comply with Legal Obligations: This includes complying with court orders, regulatory requirements, and other legal processes. For example, we may be required to maintain records for tax purposes or disclose information if legally mandated by government authorities.
- Protect Rights and Safety: We may use or disclose your information to protect the rights, property, or safety of Rodi Salon, our employees, our clients, or others. This includes preventing fraud, enforcing our terms and conditions, and addressing any potential security issues.
- Sharing of Information
Third-Party Service Providers
To deliver our services effectively, we may need to share your personal information with trusted third-party service providers. These providers assist us with various functions, including:
- Payment Processing: We share your payment information with secure third-party processors to complete transactions. These providers adhere to strict security standards, including PCI DSS, to protect your financial data.
- Email and Text Messaging Services: If you have opted into receiving emails or text messages from us, your contact details are shared with our email marketing or SMS service providers. These companies help us deliver communications efficiently and securely.
- Appointment Management Systems: We use third-party software to manage appointments and service records. This allows us to streamline booking processes and maintain accurate records of your visits and preferences.
- Data Storage and Hosting: Our website and data systems may be hosted by third-party companies that provide secure storage solutions. These providers are chosen for their commitment to data security and privacy.
All third-party service providers we work with are required to use your information only for the purposes we specify and are contractually obligated to protect your data to the same standard as we do.
Legal Obligations
In some situations, we may be required to share your personal information to:
- Comply with the Law: We may disclose your information to comply with applicable laws, regulations, or legal requests. This could include providing information to law enforcement agencies or responding to a court order.
- Protect Our Rights: If necessary, we may share your information to protect the legal rights, safety, and security of Rodi Salon, our staff, our clients, or others. This could involve sharing information to prevent fraud, resolve disputes, or enforce our terms of service.
- Business Transfers: In the unlikely event that Rodi Salon undergoes a business transaction, such as a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. If this occurs, we will ensure that the new entity respects your privacy in accordance with this policy.
Consent-Based Sharing
In addition to the situations described above, we may share your information with other third parties if you provide explicit consent. For example, if you wish to participate in a referral program or provide a testimonial for our website, we would only share your information after obtaining your permission.
5. Data Security
- Protection Measures: We implement robust security measures to safeguard your personal information. These include using advanced encryption technologies to secure data transmission, maintaining secure servers with up-to-date security protocols, and conducting regular security audits to identify and address potential vulnerabilities. Access to personal information is restricted to authorized personnel only, and physical and electronic safeguards are employed to protect against unauthorized access or data breaches.
- No Guarantee: While we strive to protect your data with the highest standards of security, no system is completely impervious to breaches. We cannot guarantee absolute security against all potential threats, including cyber-attacks or unauthorized access. We encourage clients to be cautious and to take steps to protect their own personal information when interacting online. If a data breach occurs, we will notify affected clients as soon as possible and take appropriate measures to mitigate the impact.
6. Data Retention
- Duration: We retain personal information for as long as necessary to fulfill the purposes outlined in this privacy policy, such as providing services, processing payments, and communicating with clients. Additionally, we may retain certain information to comply with legal requirements or to resolve disputes. The retention period may vary depending on the type of information and the context in which it was collected.
- Deletion: Clients have the right to request the deletion of their personal information. To do so, clients can contact us via the contact methods provided in this policy. Upon receiving a deletion request, we will take reasonable steps to remove the requested data from our systems, subject to any legal or contractual obligations that may require us to retain certain information. Please note that while we will make every effort to comply with deletion requests, some residual data may remain in our backup systems for a limited period before being completely erased.
7. Client Rights
- Access and Correction: Clients have the right to access their personal information that we hold. If you wish to review, update, or correct any of your personal details, please contact us using the contact information provided in this policy. We will respond to your request within a reasonable timeframe and ensure that any necessary updates are made. This right allows you to verify the accuracy of your data and ensure it reflects current information.
- Opt-Out: Clients have the right to opt out of receiving marketing communications or participating in data collection practices that are not essential to the provision of our services. To opt out of receiving promotional emails or other marketing communications, you can follow the unsubscribe link provided in each communication or contact us directly. Additionally, you can request that we limit the collection and use of your data for non-essential purposes by reaching out through the provided contact methods. We will make every effort to accommodate your preferences and ensure that your choices are respected.
8. Cookies and Tracking Technologies
- Use of Cookies: Our website may use cookies and other tracking technologies to enhance your browsing experience, analyze site usage, and improve our services. Cookies are small data files placed on your device that help us remember your preferences, track your interactions with our website, and provide a more personalized experience. We may use cookies for various purposes, such as remembering your login details, analyzing website traffic, and targeting advertisements based on your interests.
- Client Choices: You have control over how cookies and tracking technologies are used on your device. Most web browsers allow you to manage cookie settings, including the ability to block or delete cookies. To adjust your cookie preferences, you can access your browser’s settings or options menu. Please note that disabling cookies may affect the functionality of our website and limit your ability to use certain features. If you have any questions about how cookies are used or need assistance with managing your preferences, please contact us.
9. Children’s Privacy
- Age Restrictions: Our services and website are not intended for individuals under the age of 16. We do not knowingly collect, use, or share personal information from children under this age. If we discover that a child under 16 has provided us with personal information, we will take steps to delete such information from our records as quickly as possible.
- Handling Information from Minors: If you are a parent or guardian and believe that your child has provided us with personal information, please contact us so we can address the issue and take appropriate actions. We are committed to complying with the Children’s Online Privacy Protection Act (COPPA) and other relevant regulations to protect the privacy of children online.
10. Policy Updates
- Changes to Policy: We may update this privacy policy from time to time to reflect changes in our practices, technological advancements, or legal requirements. Any updates or changes to the policy will be posted on our website with the revised date of the policy. We encourage you to review this policy periodically to stay informed about how we are protecting your information and your rights.
- Date of Last Update: This privacy policy was last updated on August 26th The date of the most recent update will be prominently displayed at the top of the policy to ensure you are aware of the most current version. By continuing to use our services or website after any changes to the privacy policy, you agree to the updated terms.
11. Contact Information
- How to Contact: If you have any questions, concerns, or requests regarding this privacy policy or our practices related to your personal information, please do not hesitate to reach out to us. You can contact us through the following methods:
- Response Time: We aim to respond to all inquiries and requests promptly, typically within 7 business days. If your request requires more time to address, we will notify you of the estimated time frame for resolution.
- Additional Support: For more detailed assistance or if you need help with accessing or correcting your personal information, please include as much detail as possible in your communication. This will help us address your concerns more efficiently.
12. Compliance with Virginia Laws
- Virginia-Specific Regulations: We are committed to complying with the Virginia Consumer Data Protection Act (VCDPA) and other relevant state regulations governing the collection, use, and protection of personal data. This includes respecting your rights under the VCDPA, such as:
-
- Data Access and Correction: As per the VCDPA, you have the right to access your personal data and request corrections. We will facilitate these rights in accordance with the law.
- Data Portability: You have the right to obtain a copy of your personal data in a structured, commonly used, and machine-readable format.
- Data Deletion: You can request the deletion of your personal data, and we will comply with such requests except where exceptions apply under the VCDPA.
- Opt-Out of Sale: If applicable, you have the right to opt out of the sale of your personal data. We do not sell personal data but will ensure you are informed of any changes in this regard.
- Updates to Compliance Practices: We will review and update our data protection practices regularly to ensure continued compliance with Virginia state laws and any other applicable regulations. Any changes to our compliance practices will be reflected in updates to this privacy policy.
