Privacy Policy

 

Willow and Oak Aesthetic Collective
Hendersonville, TN 37075

Last Updated: 04/05/2026

Willow and Oak Aesthetic Collective ("we," "us," or "our") values your privacy and is committed to protecting your Personally Identifiable Information ("PII") and health-related information. This Privacy Policy explains how we collect, use, and safeguard information from individuals who visit our website, use our services, or otherwise interact with us ("Consumers").

By accessing or using our website or services, you agree to the terms of this Privacy Policy.

1. Information We Collect

Personal Information

When you visit our website or use our services, we may collect personal information you voluntarily provide, including:

  • Name

  • Email address

  • Phone number

  • Date of birth

  • Appointment and service preferences

  • Any other information you choose to provide

We may use your Personal Data to contact you with newsletters, marketing, and/or promotional materials that may be of interest to you.

SMS/Text Messaging:
By providing your phone number, you consent to receive text messages from Willow and Oak Aesthetic Collective. Message and data rates may apply. Message frequency may vary. Reply HELP for more information. You can reply STOP or UNSUBSCRIBE to opt out at any time.

Health Information (Protected Health Information - PHI)

As a medical spa, we may collect health-related information in connection with providing aesthetic and wellness treatments. This may include:

  • Medical history

  • Treatment records

  • Photos (before and after treatments, with consent)

  • Allergies and medications

  • Provider notes and assessments

This information may be considered Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act.

Automatically Collected Information

We may automatically collect certain information when you use our website, such as:

  • IP address

  • Browser type

  • Device type

  • Pages visited and browsing behavior

Cookies and Tracking Technologies

We may use cookies and similar technologies to enhance your browsing experience and analyze website traffic. You can control cookie preferences through your browser settings.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Providing Services: To deliver aesthetic and medical spa services safely and effectively

  • Treatment Planning: To assess eligibility and customize treatments based on your health information

  • Communication: To send appointment confirmations, reminders, updates, and promotional materials (you may opt out at any time)

  • Website Improvement: To analyze usage and improve website functionality and user experience

  • Legal and Regulatory Compliance: To comply with applicable healthcare and privacy laws

3. HIPAA and Health Information Privacy

Where applicable, we comply with the Health Insurance Portability and Accountability Act (HIPAA) and applicable state laws governing the protection of medical information.

  • Your Protected Health Information (PHI) will only be used or disclosed for purposes of treatment, payment, and healthcare operations, unless you provide explicit authorization otherwise.

  • We implement appropriate administrative, technical, and physical safeguards to protect your PHI.

  • We limit access to your health information to authorized personnel who need it to perform their job duties.

Important:
Not all services or communications (such as general website inquiries, marketing forms, or SMS messaging) are guaranteed to be HIPAA-compliant communication channels. Please avoid submitting sensitive medical information through unsecured forms or text messaging.

For a more detailed explanation of how your medical information may be used and disclosed, you may request a separate Notice of Privacy Practices.

4. Sharing Your Information

We respect your privacy and do not sell or share your Personally Identifiable Information with third parties for marketing purposes.

Important: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

We may share your information only in the following circumstances:

  • Healthcare Operations: With licensed providers and staff involved in your care

  • Business Associates: With third-party service providers (such as scheduling systems, payment processors, or electronic medical record systems) who are contractually obligated to safeguard your information

  • Legal Compliance: When required by law or to respond to legal processes

  • Business Transfers: In connection with a merger, sale, or acquisition, where your information remains protected under this Privacy Policy

5. Your Choices and Rights

You have the following rights regarding your personal and health information:

  • Access: Request a copy of the personal or health data we maintain about you

  • Correction: Request corrections to inaccurate or incomplete information

  • Deletion: Request deletion of your personal information where legally permitted

  • Restrictions: Request limitations on how your health information is used or disclosed

  • Confidential Communications: Request that we contact you in a specific way (e.g., phone vs. email)

  • Data Portability: Request your data in a structured, machine-readable format

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

6. Data Security

We implement reasonable and appropriate security measures designed to protect your personal and health information from unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the Internet is 100% secure.

7. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised “Last Updated” date.

8. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Willow and Oak Aesthetic Collective
Hendersonville, TN 37075
Phone: 615.236.2400
Email: collective@willowandoakaesthetic.com