Privacy Policy

1. Information we collect

We collect information in the following ways:

Information you give us directly. This includes information you submit through forms on our Site (such as our contact form or membership inquiry form), information you provide when you call, text, or email us, and information you provide when you book an appointment through our scheduling partner (OptiMantra). This may include your name, email address, phone number, mailing address, date of birth, reason for contact, and any other information you choose to provide.

Information collected automatically. When you visit our Site, we and our third-party service providers may automatically collect certain information about your device and your interaction with the Site, including your IP address, browser type, operating system, referring URL, pages visited, and time spent on the Site. This is collected through cookies, web beacons, and similar tracking technologies. See §6 below for more on cookies.

Information from third parties. We may receive information about you from third-party services we use, such as our website host (Wix), our booking platform (OptiMantra), our payment processor (Fiserv), and analytics providers.

2. How we use your information

We use the information we collect to:

• Respond to your inquiries, questions, and requests
• Schedule and manage your appointments
• Communicate with you about our services, including appointment reminders and follow-ups
• Process payments for services
• Operate, maintain, and improve our Site and services
• Comply with legal obligations and protect our rights
• Send promotional emails and text messages about specials, events, or new services to clients who have not opted out (you can opt out at any time — see §5)

We do not sell your personal information.

3. How we share your information

We do not sell your personal information. We may share information in the following limited circumstances:

Service providers. We share information with third-party service providers who help us operate our business, including our website host (Wix), booking platform (OptiMantra), payment processor, email and text-message providers, and analytics providers. These providers are obligated to use your information only to provide services to us.

Legal compliance. We may disclose information when we believe in good faith that disclosure is required to comply with a legal obligation, court order, or governmental request, or to protect the rights, property, or safety of Colonial, our clients, or others.

Business transfers. If Colonial is involved in a merger, acquisition, or sale of all or part of its assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

With your consent. We may share your information for any other purpose with your consent.

4. Information related to medical care (HIPAA)

Any information you provide in the course of receiving medical or aesthetic services is governed by our Notice of Privacy Practices under HIPAA, not this Privacy Policy. Our Notice of Privacy Practices is provided to you at your first appointment and is available on request. Please contact us at colonialaesthetic@gmail.com or 757-585-4162 for a copy.

5. Your privacy rights

Depending on where you live, you may have specific rights regarding your personal information.

Virginia residents (Virginia Consumer Data Protection Act). If you are a Virginia resident, you have the right to:

• Confirm whether we are processing your personal data and access that data
• Correct inaccuracies in your personal data
• Delete personal data we have about you
• Obtain a portable copy of your personal data
• Opt out of the processing of your personal data for purposes of targeted advertising, sale of personal data, or certain profiling

Marketing opt-out. You can opt out of promotional emails and text messages at any time — use the unsubscribe link in any marketing email, reply STOP to any marketing text, or contact us using the details below. Opting out of marketing does not affect appointment reminders or other service communications.

To exercise these rights, contact us at colonialaesthetic@gmail.com or 757-585-4162. We may need to verify your identity before fulfilling your request. We will respond within the timeframes required by law (currently 45 days, extendable once for an additional 45 days where reasonably necessary).

If we deny your request, you have the right to appeal our decision. To appeal, contact us at colonialaesthetic@gmail.com and describe your appeal.

Residents of other states. Some other states (including California, Colorado, Connecticut, and Utah) have similar privacy laws. If you reside in a state whose law grants you privacy rights similar to those described above, we will honor requests to exercise those rights to the extent required by applicable law. Contact us using the details below to make a request.

HIPAA rights. Rights regarding your protected health information are described in our Notice of Privacy Practices.

6. Cookies and tracking

Our Site uses cookies and similar tracking technologies to provide functionality, analyze use of the Site, and improve your experience. Most browsers allow you to refuse cookies through your browser settings, but some features of the Site may not function properly without them.

We may use:

• Strictly necessary cookies to enable basic Site functionality
• Analytics cookies to understand how visitors use the Site (such as Google Analytics or Wix's built-in analytics)
• Marketing cookies to deliver and measure advertising, including ad pixels from platforms we advertise on (such as Meta and Google)

You can control cookies through your browser settings. Note that disabling cookies may affect Site functionality.

Do Not Track. Our Site does not currently respond to "Do Not Track" browser signals.

7. Data security

We take reasonable steps to protect the information we collect from unauthorized access, use, disclosure, or destruction. However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security.

8. Data retention

We retain information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with our legal obligations, resolve disputes, and enforce our agreements. Medical and clinical records are retained in accordance with applicable medical record retention requirements under Virginia law.

9. Children's privacy

Our Site is not intended for children under 13, and we do not knowingly collect information from children under 13 through the Site. Aesthetic and medical services for minors are provided only with parent or guardian consent and in accordance with applicable law.

10. Third-party links

Our Site may contain links to third-party websites (including our booking partner OptiMantra and our social media profiles). We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Significant changes will be communicated through a notice on our Site or, where appropriate, by direct communication. Your continued use of the Site after changes are posted constitutes your acceptance of the updated policy.

12. Contact us

If you have questions about this Privacy Policy or our privacy practices, contact us:

Colonial Aesthetics & Wellness
1309 Jamestown Rd Ste 204
Williamsburg, VA 23185
Email: colonialaesthetic@gmail.com
Phone: 757-585-4162