PRIVACY POLICY

Privacy Policy

Effective Date: July 2, 2025

At Tokpa Massage Therapy, PLLC (“we,” “us,” or “our”), your privacy is important to us. This Privacy Policy describes how we collect, use, share, and protect your information when you interact with our website, schedule appointments, or receive services from us. By using our website or services or providing us with your information, you consent to the practices described in this policy.

1. Information We Collect

We collect the following types of information when you interact with us:

Personal Information

  • Name, phone number, email address, physical address, date of birth, and other identifying information

  • Appointment preferences and requested services

  • Payment information (limited to non-sensitive details such as the last four digits of your payment method)

Health Information

  • Medical history, medications, allergies, mental health history, and pre-existing conditions

  • Prenatal information (e.g., stage of pregnancy, contraindications, referrals)

  • Session assessments, notes, and progress

  • Photographs for documentation (when applicable)

How We Collect Information

We collect information through:

  • Online Appointment Scheduling: When you book appointments, we collect personal information, detailed health information, and payment details

  • Intake Forms and In-Person Sessions: We may also collect or confirm detailed health information in person, particularly for sessions booked for someone else

  • Direct Interactions: We collect information you provide during consultations, treatments, or communications with us

  • Website Usage: We collect information through cookies and similar technologies when you use our website

  • If you book an appointment on behalf of another person, we may collect personal and health information about the recipient in order to provide services. The recipient will be required to complete intake forms and provide their own consent before receiving services. All privacy rights described in this policy apply to the recipient’s information.

Consent for Information Collection

By scheduling an appointment through our online booking system, you consent to our collection of personal information necessary for scheduling. We obtain express written consent to collect health information. This consent is distinct from consent for treatment. We also obtain written consent for information sharing, and any marketing uses of client data, including photographs or before/after documentation. Our website displays a banner to obtain consent for non-essential cookies and tracking technologies.

2. How We Use Your Information

We use your information to:

  • Schedule and manage appointments

  • Provide massage and related wellness services

  • Document your treatment history and progress

  • Communicate with you regarding appointments, services, and general updates (via email and text messages)

  • Maintain records in accordance with legal requirements

  • Process payments

With your written consent, we may also use your information to:

  • Share referrals with healthcare providers

  • Send marketing emails or newsletters

  • Publish testimonials or photographs for promotional purposes

3. Cookies and Tracking Technologies

Our website uses cookies and other tracking technologies to improve your browsing experience and analyze website performance. A cookie banner will appear automatically when you visit the site. You may adjust your browser settings to disable cookies, but this may affect functionality.

Types of Cookies We Use

  • Essential Cookies: Required for the website to function properly

  • Analytics Cookies: Help us understand how visitors interact with our website

  • Marketing Cookies: Used to track visitors across websites to display relevant advertisements

Managing Cookies

You can manage cookie preferences through:

  • Cookie Banner: Our website displays a banner allowing you to select which non-essential cookies to accept

  • Browser Settings: You can configure your browser to refuse cookies or alert you when cookies are being sent

4. Information Storage and Security

Storage Methods

We store personal information in secure systems and restrict access to authorized personnel.

Security Measures

We use reasonable physical, technical, and administrative safeguards to protect your personal information from unauthorized access, use, or disclosure.

5. Data Sharing

We may share your information with trusted third-party service providers, including platforms that support appointment scheduling, website functionality, secure payment processing, electronic intake forms, and clinical documentation, as needed to deliver and manage our services.

We may also share your name, contact information, and a general description of your needs with a healthcare provider, but only with your express written consent.

We may disclose information when required by law, such as in response to a valid court order or subpoena.

We do not sell, rent, or otherwise share your personal or health information with third parties for their marketing purposes.

6. Your Rights

You may:

  • Request a copy of your records by email (we will provide this information within 30 days of your request)

  • Request corrections to your personal information

  • Request deletion of certain information, subject to our record retention requirements

  • Request limitations on how we use your information

  • Revoke previously given consent at any time We will respond to access or correction requests within a reasonable timeframe.

7. Marketing and Communications

Types of Communications

We may send the following types of communications:

  • Appointment Reminders: Via email or text message

  • Service Information: Updates about our services or business

  • Marketing Communications: Information about special offers or new services Consent and Opt-Out

  • Marketing Consent: We obtain explicit written consent before sending any marketing communications

  • Opt-Out Method: All marketing emails include an unsubscribe link. You may also opt out by replying “STOP” to text messages or by contacting us directly

  • Client Testimonials: We only publish client testimonials or photos with express written consent

8. Children's Privacy

We do not knowingly collect information from individuals under age 18. If we discover that we have inadvertently collected personal information from a minor without parental or guardian consent, we will delete the information promptly.

9. Breach Notification and Response

In the event of a data breach involving personal or sensitive health information:

  • We will notify affected individuals within 30 days of discovering the breach

  • We will document the nature of the breach, affected individuals, and the steps taken to mitigate risk and prevent recurrence

  • We will report the breach to the appropriate regulatory authorities as required by law

10. Regulatory Compliance

We comply with applicable privacy and record retention laws and regulations.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be effective when posted on our website with a revised “Effective Date.” Your continued use of the website or services after any changes are posted constitutes your acceptance of the revised Privacy Policy. We encourage you to review this Privacy Policy periodically.

12. Contact Us

If you have any questions about this policy or how your information is handled, please contact us at:

Tokpa Massage Therapy, PLLC

Email: jess.solorzano.lmt@gmail.com

Phone: 646-259-5574