Cosmetiq Medicine
Privacy Policy how we collect, use and protect your information
Cosmetiq Medicine LLC operates medical aesthetics clinics in Portland, Oregon and Vancouver, Washington, and the website at cosmetiqmedicine.com. This policy explains what information we collect, why we collect it, who we share it with, and the choices and rights you have. It covers this website and our online forms. Information you give us during a consultation or treatment is handled under our clinical records practices, described in Section 06.
01Terms used in this policy
Capitalized terms have the meanings below, whether used in the singular or the plural.
- Company, we, us, our
- Cosmetiq Medicine LLC, 10735 SE Stark St, Suite 206, Portland, OR 97216.
- Service
- The website at cosmetiqmedicine.com, including its forms, booking links and interactive tools.
- You
- The individual using the Service, or the entity on whose behalf that individual is acting.
- Personal Data
- Information that identifies, relates to, describes or could reasonably be linked with you.
- Usage Data
- Information collected automatically by the Service or its infrastructure, such as pages viewed and time spent.
- Cookies
- Small files placed on your device that record information about your visit.
- Service Provider
- A third party that processes information on our behalf, such as our booking platform or analytics provider.
- Device
- Any device used to access the Service, including a computer, phone or tablet.
02Information we collect
Information you give us
You provide this directly, usually through a form, a booking link or a message:
- Contact details. First and last name, email address and phone number.
- What you are asking about. The treatment, concern or question you describe in a consultation request, including any detail you choose to add.
- Your contact preference. Whether you would like us to reply by phone, text or email.
- Photographs, if you submit them. Our photo treatment planner is optional, and you may use the text-based version instead.
- Appointment and purchase history held in our booking platform, including treatments received and membership status.
Information collected automatically
- Usage Data such as IP address, browser type and version, pages visited, time and date of your visit, time spent on each page and device identifiers.
- Mobile device information including device type, operating system, browser type and unique device identifiers when you visit from a phone or tablet.
- Referral information showing which website, search engine or advertisement sent you to us.
What we do not collect here
We do not collect or store payment card numbers on this website. Payments are processed by our booking platform and by financing providers, each of which handles card data under its own agreement with you and under the PCI DSS standard maintained by the PCI Security Standards Council. We also do not collect precise geolocation from your device.
03Cookies and tracking
We use cookies, web beacons, tags and scripts to operate the Service and to understand how it is used. Cookies are either session cookies, which are deleted when you close your browser, or persistent cookies, which remain on your device.
Necessary cookies
Session cookies set by us. These make the site work, keep forms functioning and help prevent fraudulent use. The Service cannot be provided without them.
Preference cookies
Persistent cookies set by us. These remember choices you make, so you are not asked the same thing on every visit, and they record whether you have acknowledged our cookie notice.
Analytics and performance cookies
Persistent cookies set by third parties. These measure traffic and how the Service is used, and let us test changes to pages. The information is usually linked to a pseudonymous identifier tied to your device rather than to your name.
You can set your browser to refuse cookies or to alert you when one is being set. If you refuse cookies, parts of the Service may not work. You can also opt out of interest-based advertising through the Network Advertising Initiative opt-out tool, or on your phone through the advertising settings in iOS or Android. An opt-out is stored in the browser you used, so you will need to repeat it on each browser and after clearing cookies.
Our Service does not respond to Do Not Track browser signals, because no common standard for honoring them has been adopted.
04How we use your information
We use the information described above to:
- Answer your question or request. Respond to consultation requests and messages by your chosen method.
- Schedule and provide care. Book, confirm, reschedule and follow up on appointments, and provide the treatments you request.
- Process payments and memberships. Complete transactions, administer Glow and Elite memberships and apply payment plans and financing you choose to use.
- Send service messages. Appointment reminders, aftercare instructions and account or security notices.
- Send marketing, with your consent. News, current specials and information about treatments. You can opt out at any time.
- Operate and improve the Service. Analyze usage trends, measure whether a page or campaign works and improve what we publish.
- Meet legal and safety obligations. Comply with law, respond to lawful requests, protect against fraud or misuse and establish or defend legal claims.
- Complete a business transfer. Evaluate or carry out a merger, acquisition, reorganization or sale of assets, in which information about our clients may be among the assets transferred.
06Health information
Some of what you tell us relates to your health. A treatment you ask about, a concern you describe, a photograph you upload and the treatments recorded in your chart all describe your physical condition, and we treat that information as sensitive.
Clinical records
Records created during a consultation or treatment, including your intake and medical history, treatment notes, consent forms and clinical photographs, are held as part of your patient chart and handled under the confidentiality rules that apply to health care providers in Oregon and Washington. Those records are not used for marketing, and they are not shared outside your care team without your written authorization, except where the law requires or permits disclosure.
Information submitted through this website
Health-related information you type into a website form, or a photograph you upload to the treatment planner, is used to answer your question and to plan the consultation you requested. We do not use it to target advertising to you.
Photographs
Clinical photographs are taken to document your care and to compare results between visits. We publish a photograph only with your separate written permission, which you may decline without affecting your care and may withdraw at any time. Every image in our before and after gallery is published on that basis.
Washington’s My Health My Data Act gives Washington consumers specific rights over health-related data that falls outside federal health privacy rules. Those rights, and the disclosures the Act requires, are set out in our separate Consumer Health Data Privacy Policy, which the Act requires us to publish as its own document.
You can read more about the law from the Washington State Attorney General.
07Calls, texts and email
Text messages
If you give us your mobile number and agree to be contacted by text, we may send appointment confirmations, reminders, replies to your questions and, where you have agreed to it, information about treatments and offers. Message frequency varies, and standard message and data rates may apply.
Reply STOP to any text to opt out, or HELP for assistance. Opting out of texts does not remove you from email, and it does not prevent us from contacting you about an appointment you have already booked.
Your consent to receive text messages is never a condition of purchasing any treatment, and we do not share mobile numbers or text-message consent with third parties for their own marketing.
Marketing emails include an unsubscribe link in every message. Unsubscribing stops marketing email but does not stop service messages such as appointment confirmations and aftercare instructions.
Phone calls
We call the number you provide to confirm appointments and answer questions. Tell us at any time if you prefer a different method and we will update your preference.
08Retention and security
How long we keep information
We keep Personal Data only as long as we need it for the purposes in this policy, and for as long as the law requires. Clinical records are retained for the period required of health care providers in the state where you were treated, which is longer than the period that applies to general marketing or website data. Usage Data is generally kept for a shorter period, except where it is used to strengthen security or where we are legally required to hold it for longer.
How we protect it
We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, including access limited to staff who need it, encrypted transmission of website forms, and vendor agreements that require our service providers to protect what they process for us.
No method of transmitting or storing information is completely secure. We cannot promise absolute security, and we tell you that plainly rather than implying a guarantee we cannot make.
Where information is processed
Your information is processed at our offices in Oregon and Washington and at the locations of the service providers listed in Section 05, which may be outside your state. By submitting information to us, you agree to that processing.
09Your privacy rights
We extend the following choices to everyone who contacts us, regardless of where you live. Some states give residents additional rights, which are described in Section 10.
- Know what we hold. Ask what categories of information we have collected about you, where it came from, why we collected it and who we shared it with.
- Access a copy of the specific information we hold about you.
- Correct information that is inaccurate or out of date.
- Delete information we hold, subject to records we are legally required to keep, including clinical records.
- Opt out of marketing by email, text or phone at any time, without affecting your care.
- Opt out of tracking used for advertising and analytics, using the methods in Section 03.
- Withdraw consent you previously gave, including permission to publish a photograph.
- Be treated the same whether or not you exercise any of these rights. We will not deny you service, charge a different price or provide a lower standard of care.
How to make a request
Email cosmetiqmedicine@gmail.com or use our online contact form. Describe your request clearly enough for us to act on it, and give us enough information to confirm you are the person the records describe. We will not ask you to create an account to make a request.
We respond within 45 days. If we need more time, we will tell you why within that period and may extend once by a further 45 days. If we decline a request, we will explain why and how you can appeal the decision.
An authorized agent may make a request on your behalf with written proof of authority.
10State-specific rights
Washington residents
Washington’s My Health My Data Act applies to consumer health data collected from Washington residents. It gives you the right to know what health data we collect and share, to withdraw consent, and to have that data deleted. Those disclosures appear in our separate Consumer Health Data Privacy Policy, as the Act requires.
Oregon residents
The Oregon Consumer Privacy Act gives Oregon residents the right to confirm whether a business processes their personal data, to obtain a copy, to correct or delete it, and to opt out of targeted advertising, profiling and sale. Whether a particular business is covered depends on statutory thresholds. We honor the requests in Section 09 for Oregon residents whether or not those thresholds apply to us. The Oregon Department of Justice publishes guidance for consumers.
California residents
Under the California Consumer Privacy Act as amended by the California Privacy Rights Act, California residents have the rights to notice, access, correction, deletion, to limit the use of sensitive personal information, to opt out of sale or sharing, and not to be discriminated against for exercising them.
Categories we collect
- Identifiers, such as name, postal address, email address, phone number and IP address. Collected.
- California Customer Records categories, such as name, address, phone number and medical information. Collected.
- Commercial information, such as treatments purchased or considered. Collected.
- Internet activity, such as how you interact with the Service. Collected.
- Sensitive personal information, limited to health-related information you choose to give us. Collected, and used only to provide the service you asked for.
- Protected classifications, biometric data, precise geolocation, sensory data, employment information, education records and inferences. Not collected.
Sources and disclosure
We obtain these categories directly from you, indirectly from your activity on the Service, automatically through cookies, and from the service providers in Section 05. We disclose identifiers, customer records categories, commercial information and internet activity to those service providers for business purposes, under contracts that require them to keep the information confidential and to use it only to perform that contract.
Exercising your California rights
Use the methods in Section 09. The California Attorney General publishes guidance at oag.ca.gov. Under California’s Shine the Light law, California residents may also request once a year what personal information we shared with third parties for their own direct marketing. California residents under 18 who are registered users may request removal of content they posted publicly.
Other states
If you live in a state with a comprehensive privacy law not named here, contact us and we will honor the rights in Section 09 to the extent the law provides them.
11Children’s privacy
Our Service is not directed to anyone under 13, and we do not knowingly collect personal information from anyone under 13. If you believe a child has given us personal information, contact us and we will delete it. We do not knowingly sell or share the personal information of anyone under 16.
Where a minor receives treatment, a parent or legal guardian provides consent and the minor’s records are handled under the rules that apply to minors in the state of treatment.
12Changes and contact
Links to other websites
The Service links to websites we do not operate, including our booking platform, financing providers and the informational sources cited in our treatment guides. We are not responsible for their content or privacy practices, and we encourage you to read the privacy policy of any site you visit.
Changes to this policy
We may update this policy. When we do, we will post the revised version here and change the date at the top. If a change materially affects how we use information you have already given us, we will tell you before it takes effect, by email or a notice on the Service. Changes take effect when posted.
How to reach us
For any question about this policy, or to exercise any right described in it:
Phone: (503) 572-2675
Online: contact form
Portland, OR 97216 Vancouver, WA 12000 SE Mill Plain Blvd
Vancouver, WA 98684
Clinic details: Portland med spa · Vancouver, WA med spa
If you are not satisfied with how we handled your request, you may contact your state attorney general. Consumers can also report privacy and data security concerns to the Federal Trade Commission.
