Privacy Policy

Define You Med Spa (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website at defineyoumedspa.com or use our services.

1. Information We Collect

Personal Information

When you interact with our website or book an appointment, we may collect the following personal information:

  • Name, email address, and phone number submitted through contact or booking forms
  • Mailing address, if provided
  • Date of birth, where required for appointment intake

Health Information

As a medical spa, we may collect health-related information necessary to provide aesthetic services, including:

  • Medical history, allergies, and current medications disclosed during consultations
  • Treatment records and clinical notes created during your visits
  • Photos taken with your written consent for treatment documentation and before/after comparisons

Automatically Collected Information

When you browse our website, we automatically collect certain technical data, including your IP address, browser type, pages visited, and the date and time of your visit. This information is collected through cookies and similar tracking technologies.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Appointment Scheduling: To confirm, manage, and communicate about your bookings through Aesthetic Record.
  • Patient Communication: To send appointment reminders, follow-up care instructions, and respond to your inquiries.
  • Treatment Records: To maintain accurate clinical records of services provided to you.
  • Marketing Communications: To inform you about specials, new services, or promotions — only when you have opted in.
  • Website Improvement: To analyze website traffic and user behavior to improve our online experience.

3. HIPAA Compliance

Define You Med Spa takes the privacy of your health information seriously. As a medical practice, we are committed to complying with the Health Insurance Portability and Accountability Act (HIPAA) to the extent applicable to our services. Your protected health information (PHI) is:

  • Stored securely and accessible only to authorized staff involved in your care
  • Never sold to third parties
  • Disclosed only as permitted or required by law, or with your explicit written authorization

If you have questions about your health information rights under HIPAA, please contact us directly.

4. Third-Party Services

We use trusted third-party services to operate our practice and website:

  • Aesthetic Record: Our online booking and patient management platform. When you book an appointment at efnxy.myaestheticrecord.com, your data is governed by Aesthetic Record’s privacy policy in addition to ours.
  • Google Analytics: We use Google Analytics to understand how visitors interact with our website. Google Analytics collects anonymized usage data. You can opt out by installing the Google Analytics Opt-Out Browser Add-on.

We do not sell, trade, or rent your personal information to any third parties for their marketing purposes.

5. Cookies

Our website uses cookies — small text files stored on your device — to improve your browsing experience and analyze website traffic. Cookies we use include:

  • Essential cookies: Required for the website to function properly.
  • Analytics cookies: Used by Google Analytics to collect anonymized data about site usage.

You can control cookies through your browser settings. Disabling cookies may affect some functionality of our website.

6. Your Rights

Depending on applicable law, you may have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Request that we correct any inaccurate or incomplete information.
  • Deletion: Request that we delete your personal information, subject to our legal and clinical record retention obligations.
  • Opt-Out: Unsubscribe from marketing communications at any time by contacting us or using the unsubscribe link in any email we send.

To exercise any of these rights, please contact us using the information below.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

8. Children’s Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us so we can remove it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the revised policy on this page with an updated “Last updated” date. We encourage you to review this policy periodically.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us:

Define You Med Spa
145 Wilbur Dr NE
North Canton, OH 44720
Phone: (330) 371-8298
Email: info@defineyoumedspa.com