Visions Hair Studio and Barbershop Inc.

Effective Date: March 5, 2026
Website: https://visionshairstudio.ca/

1. Introduction

Visions Hair Studio and Barbershop Inc. (“we,” “us,” “our,” or “the Company”) is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

  • Contact Information: Name, phone number, email address, mailing address
  • Mobile Phone Numbers: For SMS appointment reminders and promotional communications
  • Appointment Information: Preferred dates, times, service requests, stylist preferences
  • Service History: Records of services received, preferences, and notes
  • Payment Information: Credit card details, billing information (processed securely through third-party payment processors)
  • Communication Records: Records of communications between you and our staff

2.2 Automatically Collected Information

When you visit our website, we may automatically collect:

  • IP address and browser information
  • Device information and operating system
  • Website usage data and analytics
  • Cookies and similar tracking technologies

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Delivery

  • Scheduling and managing appointments
  • Providing hair and barbershop services
  • Processing payments
  • Maintaining service records and preferences

3.2 Communication

  • Appointment Updates: Sending confirmations, reminders, and schedule changes via SMS, email, or phone
  • SMS Services: Sending appointment reminders, confirmations, and service notifications to your mobile phone
  • Promotional Communications: Occasional marketing emails and SMS messages about:
    • Special offers and discounts
    • New services and products
    • Seasonal promotions
    • Loyalty program updates

3.3 Business Operations

  • Improving our services and customer experience
  • Website maintenance and analytics
  • Legal compliance and record-keeping

4. SMS Opt-In and Consent

4.1 Express Consent Required

We only send SMS messages to clients who have provided express consent. SMS services are entirely optional and require your active agreement.

4.2 SMS Opt-In Process

When booking an appointment through our online system or in-person, you will be presented with SMS consent options:

Online Booking:

  • During the booking process, you will see a checkbox labeled: “I consent to receive SMS text messages from Visions Hair Studio for appointment reminders and occasional promotional offers. Message and data rates may apply. Reply STOP to opt out.”
  • You must actively check this box to receive SMS messages
  • The checkbox is unchecked by default – we do not pre-select it for you
  • Booking an appointment does not automatically enroll you in SMS services

Phone Booking:

  • Our staff will ask if you would like to receive SMS appointment reminders and promotional messages
  • Verbal consent will be documented in your client record
  • You can decline SMS services and still book appointments normally

In-Person Booking:

  • You will be asked to provide written consent or check a box on our intake form
  • SMS consent is separate from appointment booking
  • Our staff will explain the types of messages you will receive

4.3 Types of SMS Consent

We offer two levels of SMS consent:

Appointment-Only SMS:

  • Appointment confirmations and reminders
  • Schedule change notifications
  • Service-related updates
  • Cancellation confirmations

Full SMS Services (Appointment + Promotional):

  • All appointment-related messages (above)
  • Special offers and discounts
  • New service announcements
  • Seasonal promotions
  • Loyalty program updates

You can choose which level of SMS service you prefer during the opt-in process.

4.4 Consent Documentation

  • All SMS consent is documented in your client profile
  • Date and method of consent is recorded
  • You can review your consent status at any time
  • Consent records are maintained for compliance purposes

4.5 No SMS Required for Service

Important: SMS consent is not required to book appointments or receive our services. You can:

  • Book appointments without providing SMS consent
  • Receive appointment confirmations via email or phone calls
  • Access all our services regardless of SMS preferences
  • Change your SMS preferences at any time

5. Mobile Information Sharing Statement

5.1 Phone Number Protection

We do not share, sell, rent, or trade your phone numbers (including mobile phone numbers) to third parties for their marketing purposes.

5.2 Limited Mobile Information Sharing

Your mobile phone number may only be shared in the following specific circumstances:

SMS Service Providers:

  • We use trusted third-party SMS service providers to deliver text messages
  • These providers are contractually bound to use your phone number solely for delivering our messages
  • SMS providers are prohibited from using your number for their own marketing or sharing it with others
  • Your number is encrypted and securely transmitted to SMS service providers

Legal Requirements:

  • When required by law, court order, or government regulation
  • To comply with legal processes or protect our legal rights

Emergency Situations:

  • In case of medical emergencies during service appointments
  • When necessary to ensure client safety

5.3 SMS Service Provider Security

  • Our SMS service providers maintain industry-standard security measures
  • Phone numbers are stored securely and access is restricted to authorized personnel only
  • We regularly audit our SMS providers’ security practices
  • All data transmission is encrypted

5.4 Your Mobile Privacy Rights

  • You can opt out of SMS services at any time by texting “STOP”
  • Opting out will remove your number from our SMS system
  • Your phone number will be retained only for appointment booking purposes if you opt out of SMS
  • You can request complete deletion of your phone number (subject to legal retention requirements)

6. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

  • Service Providers: With trusted third-party vendors who assist with:
    • Appointment scheduling systems
    • Payment processing
    • Email marketing platforms
    • SMS messaging services (phone numbers only for message delivery)
    • Website analytics
  • Legal Requirements: When required by law, court order, or government regulation
  • Business Transfers: In connection with a merger, acquisition, or sale of business assets
  • Consent: When you have given explicit consent for specific sharing purposes

Important: Third-party service providers are contractually obligated to protect your information and use it only for the specific services they provide to us.

7. Marketing Communications

7.1 Opt-In Requirements

We will only send promotional communications to clients who have:

  • For SMS: Actively checked the SMS consent box during booking or provided verbal/written consent
  • For Email: Provided their email address and not opted out of marketing communications
  • Explicitly consented to receive promotional materials

7.2 Separate Consent for Different Channels

  • SMS consent and email consent are managed separately
  • You can choose to receive promotional emails but not SMS, or vice versa
  • Appointment-related communications may be sent via your preferred contact method regardless of promotional preferences

7.3 Opt-Out Options

You can opt out of promotional communications at any time by:

For SMS Messages:

  • Replying “STOP” to any promotional SMS message (stops all SMS)

For Email Messages:

  • Clicking “unsubscribe” in any promotional email
  • Contacting us directly at [email protected]

Other Methods:

  • Calling us at (905) 556-1231
  • Visiting us at 14 Garrard Road, Whitby, Ontario
  • Updating your preferences during your next visit
  • Logging into your online account (if available) to manage preferences

Note: You will continue to receive appointment-related communications (confirmations, reminders, changes) via your preferred contact method as these are essential for service delivery.

8. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

8.1 General Security Measures

  • Secure data storage systems
  • Encrypted transmission of sensitive information
  • Access controls and staff training
  • Regular security assessments

8.2 Mobile Phone Number Security

  • Phone numbers are stored in encrypted databases
  • Access to phone numbers is restricted to authorized personnel only
  • SMS transmissions are encrypted end-to-end
  • Regular security audits of SMS service providers
  • Secure deletion of phone numbers upon request (subject to legal requirements)

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

9. Data Retention

We retain your personal information for as long as necessary to:

  • Provide ongoing services
  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

9.1 General Retention

Generally, we retain client records for a minimum of 7 years from the last service date, or as required by applicable law.

9.2 Mobile Phone Number Retention

  • Phone numbers are retained as long as you remain an active client
  • If you opt out of all communications, your phone number may be retained for appointment booking purposes only
  • Upon request, phone numbers can be deleted (subject to legal retention requirements)
  • Inactive client phone numbers are automatically purged after 3 years of no service activity

9.3 SMS Consent Records

  • SMS consent records are maintained for compliance with anti-spam legislation
  • Consent documentation is retained for 3 years after consent is withdrawn
  • Opt-out requests are permanently recorded to prevent future unwanted messages

10. Your Rights

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

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information (subject to legal retention requirements)
  • Portability: Request transfer of your information to another service provider
  • Objection: Object to certain uses of your personal information
  • Restriction: Request restriction of processing in certain circumstances

10.1 Mobile-Specific Rights

  • SMS Opt-Out: Stop receiving SMS messages at any time
  • Phone Number Deletion: Request deletion of your phone number from our systems
  • SMS History: Request records of SMS messages sent to you
  • Consent Review: Review your current SMS consent status and preferences
  • Third-Party Sharing Information: Request details about SMS service providers we use

10.2 Managing Your SMS Preferences

You can manage your SMS preferences by:

  • Texting “HELP” for current preference information
  • Calling (905) 556-1231 to speak with our staff
  • Visiting during business hours to update preferences
  • Using our online preference center (if available)

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

11. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

  • Remember your preferences
  • Analyze website traffic and usage
  • Improve user experience
  • Provide relevant content

You can control cookie settings through your browser preferences.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

13. Children’s Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.

13.1 SMS Services for Minors

  • SMS services are only available to individuals 18 years of age or older
  • Minors may receive appointment-related SMS with parental consent
  • Parents/guardians must provide consent for minors to receive any SMS messages
  • Parents/guardians can manage SMS preferences for minors

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the updated policy on our website and indicate the effective date. Continued use of our services after changes constitutes acceptance of the updated policy.

14.1 Notification of Changes

  • Significant changes will be communicated via email or SMS (if you’ve opted in)
  • Changes affecting SMS services or mobile information handling will be prominently disclosed
  • You will have the opportunity to opt out if you disagree with changes
  • New consent may be required for material changes to SMS practices

15. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Visions Hair Studio and Barbershop Inc.
Address: 14 Garrard Road, Whitby, Ontario
Phone: (905) 556-1231
Email: [email protected]
Website: https://visionshairstudio.ca/

For SMS-Related Privacy Questions:

  • Email: [email protected] with “SMS Privacy” in the subject line
  • Phone: (905) 556-1231 and ask to speak about SMS privacy
  • Text “HELP” to our SMS number for automated assistance

Last Updated: March 5, 2026

This Privacy Policy is designed to comply with applicable privacy laws including the Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial privacy legislation in Canada, as well as SMS marketing regulations under the Canadian Anti-Spam Legislation (CASL).