Privacy Policy
**ROOT Head Spa**
*Last updated: September 3, 2026*
This Privacy Policy outlines how ROOT Head Spa ("we," "our," or "us") collects, uses, shares, and otherwise processes personal information about clients, prospective clients, and visitors to our website and other digital platforms. Please review this policy to understand your rights and our practices when you interact with us. By using our services or our Online Services (defined below) and providing personal information to us, you agree to the practices described in this Policy. If you do not agree, please do not access or use our services.
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## 1. Introduction
ROOT Head Spa operates a Japanese-style head spa offering scalp and hair treatments, massage, and related wellness services. This Policy explains what personal information we collect, how we use it, who we share it with, and the choices available to you.
## 2. Scope of This Policy
This Policy applies to information collected through:
- **Our Website and Booking Platform:** Any site or app that links to this Policy, such as www.rootheadspas.com.
- **Social Media:** Interactions on our social media pages (though not the platforms themselves).
- **In-Spa Visits:** Information collected when you visit our location for a treatment or consultation.
- **Customer Communications:** Calls, texts, emails, or chat with our staff or booking service.
- **Third-Party Information:** Information we may receive about you from third parties in connection with your use of our services, even without direct interaction with you.
## 3. How We Obtain Information
**Direct Interactions.** We collect personal information when you book an appointment, complete an intake or consultation form, purchase a gift card or product, or otherwise communicate with us by phone, email, text, or in person.
**Automatically, Using Data Collection Tools.** We use cookies and similar technologies on our website and booking platform to understand how our services are accessed and used, and to improve site performance.
**Third-Party Sources.** We may receive information from our booking software provider, payment processor, marketing partners, or publicly available sources, which we may combine with information we already have about you.
## 4. Information We Collect and How We Use It
### 4.1 Information Collected Directly From You
**Contact Information.** Name, email address, phone number, and mailing address.
**Appointment and Booking Information.** Service history, appointment dates and times, stylist/therapist preferences, and cancellation or no-show records.
**Intake and Consultation Information.** To provide safe and effective treatments, we may ask about scalp condition, hair type, allergies or sensitivities, and relevant health information (such as skin conditions or pregnancy) that could affect your treatment. Providing this information is voluntary but may be necessary for us to safely perform certain services.
**Payment Information.** Credit or debit card details, processed through our payment provider.
**Photos.** With your consent, we may take before/after photos of scalp or hair treatments for your record or for promotional purposes. We will not use identifiable images publicly without your separate consent.
**Physical Surveillance Footage.** Our location may use video surveillance for the safety of clients, staff, and property.
**How We Use This Information:**
- To schedule, confirm, and provide your treatments safely
- To communicate with you about appointments, changes, and requests
- To process payments
- To maintain records required for business operations, health and safety, and insurance purposes
- To improve the quality and safety of our services
- For any other purpose you consent to at the time of collection
### 4.2 Information Collected Through Online Tools
**Identifiers and Device Data.** IP address, cookie IDs, browser type, and device information when you visit our website or booking platform.
**Booking Platform Activity.** Pages viewed, services browsed, and booking behavior.
**Electronic Communication Records.** Emails, texts, and call logs related to appointment reminders, confirmations, and inquiries.
**Preferences.** Communication preferences (e.g., text vs. email reminders), language, and general location.
**How We Use This Information:**
- To operate and secure our website and booking system
- To respond to inquiries and provide appointment reminders
- To send promotional materials, such as seasonal offers, new service announcements, or newsletters (with your consent where required, such as for SMS/text)
- To conduct analytics on how our website and booking system are used
- To aggregate and de-identify data for business reporting
**Third Parties Assisting With Online Tools.** We may use third-party booking software, payment processors, website hosting providers, and analytics providers who receive limited information (such as device and browser data) necessary to deliver their services to us.
**Your Choices Regarding Cookies.** Most browsers accept cookies by default; you can adjust this in your browser's privacy settings, though this may affect website functionality. We do not currently respond to "Do Not Track" browser signals.
### 4.3 Information From Other Sources
We may receive information from referral or gift-card partners, marketing service providers, and payment processors, which we use to operate our business, provide customer support, and improve our services.
### 4.4 Other Purposes for Processing
We may also use or disclose personal information to comply with legal obligations (such as health and safety regulations), respond to legal process, or in connection with a sale, merger, or other transfer of our business.
## 5. Disclosure of Your Personal Information
We may share personal information with:
- **Booking and Payment Providers.** Platforms that process appointments and payments on our behalf.
- **Business Operations Providers.** Accountants, insurance providers, and business software vendors.
- **Marketing Providers.** Email/SMS marketing platforms, used in accordance with your communication preferences.
- **Professional Service Providers.** Lawyers, accountants, or consultants where reasonably necessary for legal or business purposes.
- **Law Enforcement or Regulators.** Where required by law, subpoena, or court order.
- **Business Transaction Parties.** In the event of a sale, merger, or transfer of the business.
- **Anyone You Authorize.** When you direct us to share your information with a specific third party.
We do not sell your personal information.
## 6. Data Retention
We retain personal information only as long as necessary for the purposes it was collected, including to meet legal, tax, or insurance requirements. Client intake and treatment records may be retained longer where needed for health and safety documentation. We may retain de-identified or aggregated data indefinitely.
## 7. Your Privacy Choices
- **Email:** Unsubscribe using the link in any promotional email, or contact us directly.
- **Text Messages:** Reply "STOP" to opt out of automated texts, including appointment reminders (note: opting out of reminders may affect your ability to receive timely confirmation of bookings).
- **Mail:** Contact us to be removed from any physical mailing list.
- **Intake Information:** You may decline to answer optional health or consultation questions, though this may limit the services we can safely provide.
## 8. Security
We use physical, technical, and organizational safeguards designed to protect your personal information from unauthorized access, loss, or disclosure. No system can guarantee complete security, and we cannot promise that unauthorized access will never occur. We will notify affected clients and/or regulators of a data breach where legally required.
## 9. Children's Privacy
Our services are not directed to individuals under 18, and we do not knowingly collect personal information from children without parental consent. If you believe a child has provided us with personal information, please contact us so we can delete it.
## 10. Updates to This Policy
We may update this Policy from time to time to reflect changes in our practices or legal requirements. Material changes will be communicated by updating the date above and, where appropriate, through email or a notice on our website. Continued use of our services after changes are posted constitutes acceptance of the updated Policy.
## 11. Contact Information
If you have questions about this Policy or our data practices, please contact us:
**Email:** info@rootheadspas.com
**Phone:** (213) 487-2702
**Mail:** 2700 Wilshire Blvd, Los Angeles, CA 90057
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© 2026 ROOT Head Spa