Privacy Policy

 
 

Virginia Regenerative Medicine & Spa

About This Policy

This Privacy Policy explains how [Legal Entity Name] ("Virginia Regenerative Medicine & Spa," "we," "us" or "our") collects, uses and shares information through www.varegenmed.com, our online store, account area, booking links and web forms (together, the "Site").

Your health information is covered separately. Once you become a patient, health information you share with us, including through our secure intake forms and patient messaging, is protected under HIPAA and described in our Notice of Privacy Practices. If this policy and the Notice of Privacy Practices differ on how health information is handled, the Notice of Privacy Practices controls.

By using the Site, you agree to this policy and to our Terms of Service.

Information We Collect

Information you give us. When you use the Site, you may provide:

  • Contact details: name, email, phone number and mailing address, through contact forms, newsletter signups or appointment requests

  • Account information: login details and profile information if you create an account

  • Order information: products purchased, shipping and billing address, and order history. Payment card details are collected and processed directly by our payment processors; we do not store full card numbers.

  • Communication preferences: whether you opt in to care reminders or promotional messages, and your preferred contact method

  • Messages: anything you write to us through general contact forms or email

Please do not include health details in general contact forms or email. Use our secure intake forms or call us instead.

Information collected automatically. When you visit the Site, we and our service providers may collect your IP address, browser and device type, pages visited, time spent on pages, referring website and general location (city or region). See Cookies and Tracking below.

Information from others. We may receive limited information from financing partners about the status of an application you submit, and from payment processors to confirm transactions.

How We Use Information

We use the information we collect to:

  • Respond to your questions and appointment requests

  • Process orders, payments, shipping and returns

  • Manage your account

  • Send appointment reminders and care-related messages you have agreed to receive

  • Send promotional messages if you have opted in

  • Operate, maintain, secure and improve the Site

  • Understand how visitors use the Site, in aggregate

  • Comply with legal obligations and enforce our Terms of Service

How We Share Information

We do not sell your personal information, and we do not share it with third parties for their own marketing.

We share information only as needed to run our practice and the Site:

  • Service providers that work on our behalf, such as website hosting and online store ([e.g. Squarespace]), payment processing, scheduling and patient messaging ([e.g. Weave]), customer relationship management and secure forms ([e.g. GoHighLevel]), email delivery and analytics. They may use your information only to provide services to us. Providers that handle patient health information sign agreements required by HIPAA.

  • Financing partners you choose to apply with, so they can process your application

  • Legal and safety reasons: to comply with law, respond to lawful requests, protect our rights, or protect someone's safety

  • Business transfers: in connection with a sale, merger or reorganization of the practice, subject to this policy

  • With your consent: for any other purpose you agree to

Cookies and Tracking

The Site uses cookies and similar technologies to keep it working, remember your cart and login, and understand how visitors use it. These fall into three groups:

  • Essential: needed for the Site, store and account area to function

  • Analytics: help us understand traffic and improve the Site, using tools such as [e.g. Squarespace Analytics, Google Analytics]

  • Advertising: We may use ad tools measure and show ads on other platforms, such as the Meta Pixel or Google Ads tags. 

We do not place advertising or analytics tracking on pages where you book appointments, complete intake forms or send us health information. 

Your choices. You can block or delete cookies in your browser settings, though some parts of the Site may not work properly. You can opt out of Google Analytics at tools.google.com/dlpage/gaoptout and adjust ad preferences in your Google and Meta account settings.

Email and Text Messages

We send two kinds of messages, each with its own consent:

  • Care reminders: appointment confirmations, reminders and care-related check-ins

  • Promotions: specials, new services and event invitations

You can opt out at any time. Reply STOP to any text to stop messages of that type, or HELP for help. Use the unsubscribe link in any promotional email, or call us at [phone]. Opting out of promotions does not stop care reminders unless you ask us to stop those too. Message frequency varies. Message and data rates may apply.

Mobile information is not shared. We do not share your mobile number or text messaging consent with third parties or affiliates for their marketing purposes. Text messaging opt-in data is used only to send you the messages you agreed to receive.

Security and Retention

We use reasonable administrative, technical and physical safeguards to protect information collected through the Site. No website or transmission over the internet is completely secure, so we cannot guarantee absolute security.

We keep personal information as long as needed for the purposes in this policy, to maintain your account, and to meet legal, tax and accounting requirements. Medical records are kept as required by law and our Notice of Privacy Practices.

Your Choices and Rights

You may ask us to:

  • Access or get a copy of the personal information we hold about you through the Site

  • Correct information that is inaccurate

  • Delete information, subject to legal and record-keeping requirements

  • Stop sending you promotional messages

To make a request, contact us using the information below. We will verify your identity before responding. We will not treat you differently for making a request.

[Attorney to confirm whether the Virginia Consumer Data Protection Act applies to the practice and whether additional rights language is needed. Health information covered by HIPAA is generally handled under the Notice of Privacy Practices instead.]

Children's Privacy

The Site is not directed to children under 13, and we do not knowingly collect personal information from them online. If you believe a child has provided us information through the Site, contact us and we will delete it.

Third-Party Sites and Services

The Site links to and uses third-party services, including booking, payment, financing and social media platforms. Their privacy practices are governed by their own policies, and we encourage you to review them.

Changes to This Policy

We may update this policy from time to time. We will post the updated version on this page with a new "Last updated" date. If we make significant changes, we may also notify you by email or a notice on the Site.

Contact Us

Questions or requests about this policy:

Virginia Regenerative Medicine & Spa

8451 West Main Street, Marshall, VA 20115

clinic@varegenmed.com