Privacy Policy

At Tan and Glow, we are committed to protecting your privacy and safeguarding your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our spray tanning services (both salon-based and mobile), website, and online booking application (collectively, the "Services").

This Privacy Policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in British Columbia. By using our Services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

1. DEFINITIONS

For purposes of this Privacy Policy:

• "Personal Information" means any information about an identifiable individual, including but not limited to name, address, phone number, email address, and payment information.
• "We," "us," "our," or "Company" refers to Tan and Glow, a spray tanning business operating in Port Moody, British Columbia.
• "You" or "your" refers to individuals who use our Services or visit our website.
• "Services" includes our salon-based and mobile spray tanning services, website, and booking application.

2. INFORMATION WE COLLECT

We collect various types of information to provide and improve our Services. The categories of information we collect include:

2.1 Account and Contact Information

When you create an account or book services, we collect:

• Full name
• Email address
• Mobile phone number
• Service address (for mobile services)
• Date of birth (for age verification if applicable)
• Username and password (if you create an online account)

2.2 Payment Information

For payment processing, we collect:

• Credit or debit card information
• Billing address
• Payment transaction history

Note: We use secure third-party payment processors. We do not store complete credit card numbers on our servers.

2.3 Service-Related Information

To provide safe and effective spray tanning services, we may collect:

• Skin type information
• Desired tan shade and color preferences
• Allergies or sensitivities to cosmetic products
• Previous spray tanning experience
• Service preferences and special requests

2.4 Service Usage Information

We track information about your use of our Services:

• Appointment history and booking details
• Service type (salon vs. mobile)
• Service frequency and preferences
• Product purchases (tanning extenders, skincare products)
• Feedback and satisfaction ratings
• Communication preferences and marketing opt-ins

2.5 Technical and Device Information

When you use our website or booking application, we automatically collect:

• IP address
• Browser type and version
• Device type and operating system
• Pages visited and time spent on pages
• Referring website or application
• Cookies and similar tracking technologies (see Section 7)

2.6 Communications

We collect information when you communicate with us, including emails, phone calls, text messages, and feedback forms.

2.7 Location Information (Mobile Services)

For mobile spray tanning services, we collect your service address, parking information, and access instructions (such as gate codes or apartment numbers) to coordinate service delivery and provide accurate arrival times.

3. HOW WE USE YOUR INFORMATION

We use your personal information for the following purposes:

3.1 Service Delivery

• Process and manage your bookings and appointments
• Provide customized spray tanning services based on your preferences and skin type
• Manage your account and maintain service records
• Process payments and maintain financial records
• Coordinate mobile service appointments and navigate to your location
• Provide pre-service preparation instructions and post-service aftercare guidance

3.2 Communications

• Phone Number Verification: Verify your phone number when you create an account or update your contact information
• Appointment Communications: Send appointment confirmations, reminders, preparation instructions, cancellation notifications, and schedule changes via email and SMS
• Service Updates: Notify you of important updates about your services, account, or booking changes
• Customer Support: Respond to your inquiries, requests, and provide customer service
• Aftercare Instructions: Send post-service care instructions to help you maintain your tan
• Marketing Communications: Send promotional offers, special discounts, seasonal promotions, and marketing messages via email and SMS (only with your consent, and you may opt out at any time)

3.3 Business Operations

• Maintain and improve our Services
• Analyze usage patterns, preferences, and service satisfaction
• Develop new services, offerings, and features
• Conduct market research and analytics
• Manage our business operations and maintain records

3.4 Legal and Safety

• Comply with legal obligations and regulatory requirements
• Enforce our Terms of Service and other policies
• Detect, prevent, and address fraud or security issues
• Protect the rights, property, and safety of our business, customers, and staff
• Respond to legal requests and prevent harm

4. SMS AND TEXT MESSAGE COMMUNICATIONS

4.1 Your Consent to Receive Text Messages

By providing your mobile phone number to us, you expressly consent to receive text messages (SMS) from Tan and Glow. This consent covers:

• Verification Messages: One-time codes and verification messages to confirm your phone number
• Appointment Notifications: Booking confirmations, appointment reminders, and schedule changes
• Service Instructions: Pre-appointment preparation guidelines and post-appointment aftercare instructions
• Service Updates: Important updates about your booking or account
• Marketing Messages: Promotional offers, special discounts, seasonal promotions, and marketing communications (you may opt out of these at any time)

4.2 Message Frequency and Charges

Message frequency varies based on your booking activity. Appointment-related messages are typically sent 1-2 times per appointment (confirmation and reminder). Marketing messages may be sent up to 4 times per month. Message and data rates from your mobile carrier may apply. We do not charge for text messages, but you are responsible for any charges from your carrier.

4.3 Opting Out

You have the right to opt out of text messages at any time:

• To stop marketing messages: Reply STOP to any marketing text, or update your preferences in your account settings. You will continue to receive appointment-related notifications.
• To stop all text messages: Contact us at info@tanandglow.com or 604-555-GLOW (4569). Please note that opting out of appointment notifications may result in missed appointments.

After opting out, you will receive one final confirmation message. Please allow up to 10 business days for your opt-out request to be fully processed.

4.4 Data Retention for Text Messages

We retain records of text message communications as required for business purposes and legal compliance. This includes message content, delivery status, and timestamps. Text message data is subject to the same retention and security practices as other personal information described in this Privacy Policy.

5. HOW WE SHARE YOUR INFORMATION

We do not sell your personal information to third parties. We may share your information in the following circumstances:

5.1 Service Providers

We may share your information with trusted third-party service providers who assist us in operating our business, including:

• Payment processors and financial institutions
• SMS and email service providers
• Booking and scheduling software providers
• Cloud storage and hosting providers
• Analytics and marketing platforms
• Navigation and mapping services (for mobile appointments)

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.2 Legal Requirements

We may disclose your information when required or permitted by law, including:

• To comply with court orders, subpoenas, or legal processes
• To respond to government or regulatory requests
• To enforce our Terms of Service or other agreements
• To protect our rights, property, or safety, or that of our customers or the public
• To detect, prevent, or address fraud, security, or technical issues

5.3 Business Transfers

If we are involved in a merger, acquisition, sale of assets, or bankruptcy, your personal information may be transferred to the successor entity. We will notify you of any such change and provide you with choices regarding your information.

5.4 With Your Consent

We may share your information with other parties when you provide explicit consent to do so, such as when you participate in promotional activities or refer a friend.

6. DATA SECURITY

We implement reasonable administrative, technical, and physical safeguards to protect your personal information, including:

• Encryption of sensitive data in transit and at rest
• Secure servers and data centers
• Access controls and authentication measures
• Regular security assessments and updates
• Employee training on data protection and privacy

However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your personal information, we cannot guarantee absolute security.

7. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar tracking technologies on our website and booking application to enhance your experience, analyze usage patterns, and deliver personalized content.

7.1 Types of Cookies We Use

• Essential Cookies: Necessary for the operation of our website and booking system
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how visitors use our website
• Marketing Cookies: Track your visit across websites to deliver targeted advertising

7.2 Managing Cookies

Most web browsers allow you to control cookies through their settings. You can set your browser to refuse cookies or alert you when cookies are being sent. Note that disabling cookies may affect the functionality of our website and prevent you from accessing certain features.

8. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods vary based on the type of information:

• Account Information: Retained while your account is active and for 2 years after account closure
• Payment Records: Retained for 7 years for tax and accounting purposes
• Service History: Retained for 3 years to provide service continuity and preferences
• Marketing Communications: Retained until you opt out or for 2 years of inactivity

When personal information is no longer needed, we will securely delete or anonymize it in accordance with our data retention and destruction policies.

9. YOUR RIGHTS AND CHOICES

Under Canadian privacy law, you have certain rights regarding your personal information:

9.1 Access and Correction

You have the right to access your personal information and request corrections if it is inaccurate or incomplete. You can update your account information directly through your online account or by contacting us.

9.2 Withdrawal of Consent

You may withdraw your consent for certain uses of your personal information at any time, subject to legal or contractual restrictions. Note that withdrawing consent may affect our ability to provide certain services to you.

9.3 Marketing Opt-Out

You can opt out of marketing communications at any time:

• Email: Click the unsubscribe link in any marketing email
• SMS: Reply STOP to any marketing text message
• Account Settings: Update your communication preferences in your online account
• Contact Us: Email us at info@tanandglow.com or call 604-555-GLOW (4569)

9.4 Account Deletion

You may request deletion of your account and associated personal information by contacting us. Note that we may retain certain information as required by law or for legitimate business purposes (e.g., financial records, dispute resolution, fraud prevention).

9.5 Complaint Process

If you have concerns about our privacy practices, please contact us first. We are committed to working with you to resolve any privacy concerns. If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.

10. CHILDREN'S PRIVACY

Our Services are not directed to individuals under 18 years of age without parental consent. We do not knowingly collect personal information from children without verifiable parental consent. If we become aware that we have collected personal information from a child without proper consent, we will take steps to delete that information promptly.

11. THIRD-PARTY LINKS

Our website may contain links to third-party websites, social media platforms, or applications. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing them with any personal information.

12. INTERNATIONAL DATA TRANSFERS

Your personal information may be processed and stored outside of Canada, including in the United States, where our service providers are located. When your information is transferred outside of Canada, it is subject to the laws of the country in which it is held and may be accessible to law enforcement and national security authorities in that jurisdiction. We take appropriate measures to ensure your information receives adequate protection in accordance with Canadian privacy laws.

13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated Privacy Policy on our website and/or sending you notice via email or text message. The effective date at the top of this Privacy Policy indicates when it was last revised. Your continued use of our Services after such modifications constitutes your acceptance of the updated Privacy Policy.

14. CONTACT INFORMATION