01Scope of this policy

This policy applies to the Vitalounge website at vitalounge.com, the forms, booking, and chat tools offered on it, and the emails and text messages we send in connection with them. In this policy, “Vitalounge,” “we,” and “us” refer to Vitalounge.

Part One covers ordinary website and communications information. Health information that becomes part of your care is addressed in Part Two. This page does not replace any notice, consent, or agreement you receive from us in a lounge or as part of your care.

02Information you provide

We collect the information you choose to give us, including when you:

• Request an appointment or consultation — your name, email address, phone number, preferred lounge, the service you are interested in, preferred date and time, and any notes you add.
• Send an inquiry or sign up for offers or updates — your contact details and the content of your message.
• Apply for a job — your employment details and any documents you upload, such as a résumé.
• Submit a file or testimonial — the files and content you choose to upload.
• Use our website chat, where it is offered — the messages you type.

03Information collected automatically

When you visit our website, our hosting and security systems, and the cookies and similar technologies described in section 08, collect certain technical information automatically. This can include your IP address, browser and device type, the pages you view, the page that referred you, the date and time of your visit, how you interact with our pages, and information about the advertisement or campaign that brought you to us.

Some of this information, such as an IP address, can identify you or your device, alone or combined with other information. We treat it accordingly.

04Appointment, contact, account, transaction, and health-related information

Appointments and contact requests. When you request or book a visit, we receive your contact details, the lounge, service, date, and time you select, and any notes you provide, so that our team can arrange and confirm your visit.

Transactions. When you book through our online booking tools, we keep a record of the services you selected and the contact details you entered. Our website checkout does not currently collect payment card information.

Accounts. Our website does not offer public account registration. Where an account is associated with a booking or order, we keep the information connected to it.

Health-related information. Some forms ask about your wellness goals or the services you are considering. Please share only what is needed to request an appointment; your care team will gather clinical information directly during your visit. Once health information becomes part of your care, it is also addressed in Part Two.

05How we use information

We use the information described in this policy to:

• respond to your requests and questions;
• schedule, confirm, and manage appointments and send appointment-related messages;
• provide the services you request;
• operate, secure, and improve our website;
• understand how visitors use our website and measure the performance of our advertising;
• send promotional messages where you have agreed to receive them or where the law otherwise permits;
• review job applications; and
• comply with legal obligations and protect the rights, safety, and property of our guests, our team, and Vitalounge.

06When information may be disclosed

We may disclose information:

• to service providers that perform work for us, as described in section 07;
• to advertising and analytics companies through the technologies described in section 08;
• when required by law, such as in response to a subpoena or court order, or when needed to protect the rights, safety, or property of you, others, or Vitalounge;
• in connection with a merger, acquisition, or sale of all or part of our business; and
• at your direction or with your consent.

Health information that is part of your care is used and disclosed as described in Part Two.

07Service providers and operational partners

We work with outside companies that help us run our website and communicate with you. Depending on how you interact with us, they may receive information described in this policy. These include providers of:

• Website hosting and security — including WP Engine (hosting), Cloudflare (network security and bot protection), and Wordfence (website security software);
• Online booking — the WooCommerce booking tools that run on our website;
• Email delivery — Google Workspace, which we use to send form notifications and appointment emails;
• Analytics and tag management — Google (Google Tag Manager and Google Analytics) and Microsoft (Microsoft Clarity);
• Advertising measurement — Meta; and
• Text messaging and practice management — as described in section 10.

08Cookies, analytics, and advertising technologies

Cookies are small files stored by your browser. Our website, and companies we work with, use cookies, pixels, scripts, and similar technologies for the purposes below.

Security and site operation

Cloudflare sets cookies that help protect our website from automated and malicious traffic. Our booking tools use cookies needed to keep track of the selections you make.

Visit source

Our booking tools set cookies that record how you arrived at our website, such as the referring site or campaign, so that bookings can be associated with the source of the visit.

Analytics

We use Google Tag Manager to manage the tools on our website, and Google Analytics to understand how visitors use our pages and forms. We also use Microsoft Clarity, which records how visitors interact with our pages, such as clicks, scrolling, and mouse movement, to help us improve the website.

Advertising

We use the Meta Pixel, which tells Meta when you visit our pages or take certain actions, so we can measure and improve our advertising. Meta may associate this information with your Meta account under its own policies.

For certain offer and booking forms, our website also sends Meta limited information from our server, including an event identifier, your IP address and browser details, Meta’s own browser identifiers, and contact details converted into a coded (hashed) form, so we can measure whether our advertising leads to sign-ups and bookings.

Your choices

You can block or delete cookies in your browser settings, though some parts of the website may not work as intended. You can also learn more from, and use the choices offered by, these companies:

• Google: How Google uses information from sites that use its services and the Google Analytics opt-out browser add-on
• Meta: Meta Privacy Policy
• Microsoft: Microsoft Privacy Statement

09Communication preferences

To stop receiving promotional emails from us, use any unsubscribe option included in the message or contact us using the details in section 17. Even if you opt out of promotional messages, we may still contact you about appointments, requests, or services you have asked for. Text-message choices are described in section 10.

10Text Messaging (SMS)

11Privacy choices and applicable rights

Depending on where you live, privacy laws may give you rights regarding your personal information, such as the right to request access to, correction of, or deletion of it. To make a request, contact our Privacy Office using the details in section 17. We may need to verify your identity before acting on a request, and we may decline a request where the law permits.

Rights relating to health information that is part of your care are described in section 21.

12Retention

We keep information for as long as reasonably necessary for the purposes described in this policy, including to provide services, maintain business and medical records, meet legal and accounting obligations, and resolve disputes. How long we keep a particular record depends on the type of information and the requirements that apply to it.

13Security

Our website is served over an encrypted (HTTPS) connection, and we use security tools to help protect it. No website, transmission method, or storage system is completely secure, so we cannot guarantee the security of information you send to us.

Please avoid sending detailed medical information through website forms, chat, email, or text messages. Your care team can discuss it with you directly.

14Children’s privacy

Our website is intended for adults. We do not knowingly collect personal information through our website from children under 13. If you believe a child has provided personal information to us through the website, please contact us so we can take appropriate steps to delete it.

15Third-party websites and services

Our website links to websites and services we do not control, such as social media platforms, review sites, and maps. Their own privacy policies govern the information they collect. We encourage you to review those policies before sharing information with them.

16Policy changes

We may update this policy from time to time. When we do, we will post the updated version on this page and change the “Last updated” date at the top.

17Contact information

For questions about this policy or your information, or to make a request described on this page, please contact the Vitalounge Privacy Office:

18About this part

This part applies to health information that becomes part of your care with Vitalounge, such as your health history, treatment records, and related billing information. It summarizes how that information may be used and shared and the rights you may have under federal and state health-privacy laws, including HIPAA where it applies.

This part is a summary. It does not expand or limit any right you have under applicable law. Information you send through our website before it becomes part of your care, such as an appointment request, is described in Part One.

19Treatment, payment, and health care operations

We may use and share your health information to:

• Provide treatment — for example, among the licensed providers and nurses involved in your care, or with other health care providers who are treating you;
• Obtain payment — to bill and receive payment for the services you receive; and
• Run our practice — for example, to manage appointments, review and improve the quality of our care, and train our team.

20Other uses and disclosures

We may also use or share health information when the law requires or permits it, such as for public health and safety purposes, health oversight activities, legal proceedings, law enforcement purposes in limited circumstances, or to prevent a serious threat to health or safety.

For other purposes not described in this part, we will ask for your written permission. You may withdraw that permission in writing at any time, except to the extent we have already relied on it.

21Your rights

Where applicable law provides these rights, you may make the requests below by contacting our Privacy Office using the details in section 17.

Access your records

You may ask to see or get a copy of your medical record and other health information we maintain about you. We may charge a reasonable, cost-based fee where the law allows.

Request a correction

You may ask us to correct health information you believe is incorrect or incomplete. We may decline your request in some cases; if we do, we will explain why as required by law.

Request confidential communications

You may ask us to contact you in a specific way, such as by a particular phone number, or at a different address. We will accommodate reasonable requests.

Request restrictions

You may ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree in most cases. If you pay for a service or item out of pocket in full, you may ask us not to share information about it with your health insurer for payment or operations purposes, and we will agree unless a law requires us to share it.

Request an accounting of disclosures

You may ask for a list of certain disclosures we have made of your health information. The list does not include every disclosure, such as those for treatment, payment, or health care operations, or those you authorized.

Get a paper copy

You may ask for a paper copy of this policy at any time, even if you have agreed to receive it electronically.

Choose someone to act for you

If someone is your legal guardian or holds a health care power of attorney for you, that person may exercise your rights and make choices about your health information. We may ask for proof of that authority before acting.

22Complaints

If you believe your privacy rights have been violated, you may file a complaint with us by contacting our Privacy Office using the details in section 17.

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights through its online complaint portal, by calling 1-877-696-6775, or by writing to 200 Independence Avenue, S.W., Washington, D.C. 20201.

We will not retaliate against you for filing a complaint.