Effective Date: [Insert Date] · Last Updated: [Insert Date]
MAXE Aesthetics ("MAXE," "we," "us," or "our") respects your privacy. This Privacy Policy explains what information we collect through our website (the "Site"), how we use it, and the choices you have. It also explains how information you share with us in connection with scheduling or receiving treatments is handled.
A note on health information: MAXE provides aesthetic and skin-health services. Some of the information you share with us before, during, or after a treatment — such as your skin, health, or medical history — may be considered protected health information under applicable law. We are committed to handling this information with the same care and confidentiality standards used by healthcare providers, regardless of whether MAXE is formally required to do so as a "covered entity" under HIPAA. If you have questions about how your treatment records are handled, please ask us directly or request a copy of our Notice of Privacy Practices, available at our studio.
1. Information We Collect
Information you provide to us directly
- Contact form submissions: name, phone number, email address, treatment of interest, and any message you include.
- Booking and treatment records: when you book an appointment or receive services, we (or our booking platform, Jane App) collect information such as your name, contact details, appointment history, and relevant health or skin history you provide during a consultation.
- Photos: with your separate written consent, we may take before-and-after photographs for your treatment record and, only with your specific authorization, for use in marketing materials such as our website or social media. See "Photo Consent" below.
- Communications: if you contact us by phone, email, or text, we retain a record of that communication to respond to you and maintain accurate records.
Information collected automatically
- Usage and device data: standard technical information such as browser type, device type, and pages visited, collected through our website and any analytics tools we use.
- Cookies: our Site may use cookies to support basic functionality and to measure the performance of our advertising (for example, ads run through Meta/Facebook). You can control cookies through your browser settings.
2. How We Use Your Information
- To respond to inquiries and schedule appointments
- To provide, manage, and follow up on your treatments
- To send appointment reminders and confirmations
- To maintain accurate treatment and health records
- To improve our Site and services
- To communicate promotions or studio updates, where you have not opted out
- To comply with legal, regulatory, or licensing obligations
We do not sell your personal information.
3. Online Booking Through Jane App
MAXE uses Jane App, a third-party clinic management platform, to manage online booking and patient records. When you book an appointment through our Site or directly through Jane, your information is collected and stored on Jane's platform, not directly on our website's servers.
As the clinic, MAXE controls what patient information is collected, how long it is retained, and who at our studio may access it. Jane acts as our service provider ("business associate" or "processor") and stores this data in its secure data centers. Appointment reminders sent by SMS are processed through Jane's U.S.-based messaging providers.
For details on how Jane itself secures and processes data on our behalf, see Jane's Privacy Notice.
4. Photo Consent
We only use identifiable client photos (including before-and-after images) for marketing purposes — such as on this website or our social media — if you have signed a separate written photo consent and authorization form. You may decline to provide this consent without affecting your treatment. You may also withdraw consent for future use of your photos at any time by contacting us; this will not affect materials already published prior to your request, which we will make reasonable efforts to remove.
5. How We Share Information
We do not sell or rent your personal information. We may share information with:
- Service providers who help us operate our business, such as Jane App (booking/records), payment processors, and marketing/advertising platforms (such as Meta) — limited to what is necessary for them to perform their function
- Legal and safety purposes, if required by law, subpoena, or to protect the rights, safety, or property of MAXE, our clients, or others
- Business transfers, in the event of a sale, merger, or transfer of the business, subject to appropriate confidentiality protections
6. Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect your personal information, consistent with the requirements of the Oregon Consumer Information Protection Act (OCIPA). No method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.
In the event of a data breach involving your personal information, we will notify affected individuals in accordance with Oregon law, generally within 45 days of discovering the breach.
7. Data Retention
We retain contact form submissions and general Site inquiry data for as long as reasonably necessary to respond to you and maintain business records. Treatment and health-related records, including photo consent forms, are retained in accordance with applicable Oregon recordkeeping requirements for aesthetic and medical services, which may require retention for several years after your last visit.
8. Your Choices and Rights
- You may ask us to correct inaccurate contact information by emailing us.
- You may unsubscribe from marketing emails or texts at any time using the link/instructions provided in those messages, or by contacting us directly.
- You may withdraw photo consent as described above.
- To request access to, or a copy of, your treatment records, please contact us directly — treatment records are governed by our recordkeeping obligations and may not be deletable on request.
MAXE Aesthetics is a single-location small business and does not meet the consumer thresholds that trigger the Oregon Consumer Privacy Act's broader consumer rights framework. We nonetheless aim to honor reasonable requests regarding your personal information consistent with this policy.
9. Children's Privacy
Our Site and services are not directed to individuals under 18. We do not knowingly collect personal information from minors without parental or guardian consent, where required for a given service.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of our Site or services after changes are posted constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or how your information is handled, please contact us:
This document is a general template based on current publicly available guidance and is not legal advice. Before publishing, MAXE Aesthetics should have this policy (and its photo consent / HIPAA authorization form) reviewed by a qualified attorney familiar with Oregon and healthcare privacy law, to confirm HIPAA covered-entity status and ensure full compliance.
