Privacy Policy

Velvet Cadence (“we,” “us,” “our”) values your privacy and is committed to protecting your personal data. This Privacy Notice explains how we collect, use, disclose, and safeguard your information when you engage with our virtual assistant services for MedSpas or visit our website. Please take a moment to review this information and contact us if you have any questions.

Key Definitions

Personal Data: Any information that can be used to identify you or from which you can be identified. This includes, but is not limited to, your name, nationality, telephone number, email address, government-issued identification numbers, financial information, health information, and other personal identifiers.
Processing: Any action or set of actions taken with your personal data, such as collection, use, storage, or sharing.
Cookies: Small data files placed on your device that help us enhance your experience on our website.
Service Providers: Third-party vendors that assist in delivering services on our behalf.

Information We Collect

We may collect the following types of information:

Personal Identifiable Information (PII): Name, email address, phone number, company name, and job title.
Usage Data: Information about how you interact with our website, such as IP address, browser type, and pages visited.
Cookies and Tracking Technologies: Data collected through cookies and similar technologies to enhance your user experience.

How We Use Your Information

We use the information collected for the following purposes:

To provide, operate, and improve our virtual assistant services.
To communicate with you about our offerings, updates, and promotions.
To personalize your experience with our website and services.
To comply with legal obligations and enforce our terms of service.
To conduct market research and ensure our services are relevant to your needs.

How We Share Your Information

We do not sell or rent your personal information. We may share your information with:

Service Providers: Third-party vendors who assist in delivering our services.
Legal Authorities: When required by law or to protect our legal rights.
Business Transfers: In the event of a merger, acquisition, or sale of assets.
Third-Party Platforms: Trusted third-party partners (e.g., marketing platforms, payment processors, analytics providers) solely for the purpose of delivering services to you.
Data Processors: Third-party processors who help us deliver services, like cloud hosting providers or customer support systems. These processors are required to process your data in accordance with this Privacy Notice.

User Consent

By using our services or website, you consent to the collection and processing of your personal data as described in this Privacy Notice. For marketing communications, we will only send you emails and updates if you have opted in to receive them. You may withdraw your consent at any time by contacting us.

Data Retention

We retain your personal data only as long as necessary to fulfill the purposes outlined in this notice or to comply with legal obligations. Different types of data are retained for different periods:

Marketing-related data: Retained for 3 years
Contract-related data: Retained for 7 years After the retention period, your data will be deleted or anonymized.

Transparency Regarding Automated Decision-Making

We may use automated decision-making processes, such as analyzing your interactions with our services or website to provide personalized content or offers. You have the right to object to such processing by contacting us using the information provided below.

Legal Basis for Data Processing (Under GDPR)

We process your personal data based on the following legal grounds:

Consent: For sending marketing communications
Contractual Necessity: To fulfill services you have requested
Legal Obligations: To comply with tax and financial regulations
Legitimate Interests: For operational efficiency, improving services, or protecting our rights

Data Subject Requests Handling

We strive to respond to all requests related to your personal data within 30 days. In cases where we cannot comply with your request, we will provide an explanation of the reasons. This includes the right to access, correct, or delete your personal data, or to object to certain types of processing.

Non-Disclosure of Sensitive Data

We do not collect sensitive personal data unless necessary for the provision of our services. As a provider of virtual assistants for MedSpas, our team may process sensitive information (such as health details) strictly on behalf of our clients and in accordance with applicable healthcare privacy laws. However, we do not require website visitors to provide sensitive information directly to us. If we must collect such data for our own purposes, we will obtain your explicit consent.

Privacy Impact Assessments

We regularly conduct privacy impact assessments to evaluate and mitigate risks associated with processing personal data. This helps us ensure compliance with privacy laws and protects your personal information.

Cookies and Tracking Technologies

We use cookies to analyze traffic, enhance your experience, and provide personalized content. You can manage cookie preferences through your browser settings. Upon your first visit to our website, you will be presented with a cookie consent banner, asking you to accept or customize your cookie preferences. You may change your cookie preferences at any time through the settings provided on our website.

International Data Transfers

If we transfer your personal data outside your country of residence, we ensure that appropriate safeguards are in place to protect your information, in compliance with applicable data protection laws.

Children’s Privacy

We do not knowingly collect or solicit personal data from children under the age of 13. If we learn that we have collected personal data from a child under age 13, we will take steps to delete that information as soon as possible.

Updates to This Privacy Notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website, and significant changes will be communicated to you directly.

Contact Us

For privacy-related inquiries or concerns, please contact our Data Protection Officer (DPO) at:

growth@velvetcadence.com