Privacy & Communications Policy

1. Who We Are

Soul Serenity Beauty & Wellness is a beauty and wellness spa located in Newburyport, Massachusetts. We provide facials, advanced skin treatments, body and wellness services, and curated retail products.

Our website, booking systems, online forms, client communications, and CRM are operated in partnership with American Dreams Marketing . These tools are delivered through a secure, professionally maintained, white-label software platform with encrypted data handling and industry-standard security practices.

2. Information We Collect

We collect information to provide safe, personalized services and a smooth client experience:

• Contact Information: Name, phone number, email address, mailing address.
• Booking & Service Information: Appointment dates, services booked, service history, notes, preferences.
• Consultation & Skin/Wellness Information: Details you provide to help us determine whether a service is safe and appropriate.
• Payment Information: Processed through encrypted third-party providers.
• Communication History: Messages sent via SMS, email, or forms.
• Website Analytics: IP address, device type, browser type, pages visited, interactions, and general usage data.

3. How We Use Your Information

We use information for reasonable business and service-delivery purposes, such as:

• Booking and managing appointments.
• Assessing service eligibility and customizing your experience.
• Processing payments and maintaining receipts or records.
• Communicating confirmations, reminders, or follow-ups.
• Sending optional promotional or educational content (only with your consent).
• Improving our website, communication tools, and internal operations.

4. Health Information & Communication Limits

Some treatments require us to understand your skin health, allergies, sensitivities, or recent procedures to ensure your safety. This information is kept private and used only for determining whether a service is appropriate for you.

Important: Text messaging and regular email are not secure channels for medical-level information.

• Please do not send medical records through text or standard email.
• Please avoid sending detailed diagnosis information or photos of medical conditions through SMS or email.
• For complex medical concerns, we may ask you to consult your healthcare provider before receiving certain services.

Our services, communication, and recommendations are for cosmetic and wellness purposes only and should not be interpreted as medical advice or medical treatment.

5. How We Share (or Don’t Share) Information

Soul Serenity does not sell, rent, or trade your personal information.

We share limited data only with trusted vendors who assist in operating the business:

• American Dreams Marketing — our website, CRM, booking, communication, and automation technology partner.
• Square and Stripe — secure payment processors for in-spa and online transactions.
• Encrypted SMS and email providers — to deliver appointment reminders, confirmations, and follow-ups.
• Optional financing providers (e.g., Cherry) if you choose to apply for a payment plan.

These service providers are permitted to use information only for tasks directly related to supporting Soul Serenity’s operations and must protect the confidentiality of that information.

6. Technology, Platforms & AI Tools

Our systems operate on a secure, industry-standard software infrastructure provided through a white-label platform managed by American Dreams Marketing .

Technology features may include:

• Automated appointment reminders and confirmations.
• AI-assisted internal tools that help staff manage schedules or communications.
• Secure digital forms for intake, consent, and service notes.

These tools streamline your experience but do not make independent decisions or provide medical interpretations.

7. Payments, Processors & Security

Soul Serenity uses trusted, PCI-compliant payment processors Square and Stripe to securely handle all transactions. When you make a purchase or place a card on file:

• Your full card details are transmitted through encrypted channels.
• We do not store raw card numbers in our systems.
• Square or Stripe securely store and tokenize payment information on your behalf.

All security, encryption, and fraud-prevention measures for payment handling are governed by Square’s and Stripe’s respective policies and compliance frameworks.

8. SMS Text, Email & A2P Compliance

When you provide your phone number or email, you may receive appointment confirmations, reminders, follow-ups, or waitlist alerts.

You may also opt in to promotional emails or texts.

• Message frequency: Based on bookings and opt-ins.
• Message & data rates may apply.
• Reply STOP to stop SMS at any time.
• Click “Unsubscribe” to leave promotional email lists.
• Your consent to receive texts or emails is not required for any purchase.

9. Cookies, Analytics & Website Usage

Our website may use cookies, pixels, or analytics tools to understand traffic patterns, improve content, and optimize performance.

You may adjust your browser settings to limit or block cookies if desired.

10. Data Security & Retention

We take appropriate technical and administrative measures to help protect your information from unauthorized access, misuse, or disclosure.

Information is stored only as long as necessary for business purposes or to comply with legal and tax requirements.

11. Your Choices & Rights

You may request that we:

• Update or correct your personal information.
• Adjust your communication preferences.
• Clarify how your information is used or stored.

Please contact us using the information below.

12. Changes to This Policy

We may update this Privacy & Communications Policy from time to time. Major updates will be reflected with an updated “Last Updated” date at the top of the page.

13. How to Contact Us

Soul Serenity Beauty & Wellness
24 Vernon Street
Newburyport, MA 01950
Phone: (978) 423-2531
Email: [email protected]