Privacy Policy

At a glance

Here’s a quick summary. The sections below explain each point in full.

• What we collect: the details you give us when you order, book, visit, review a product or message us, plus some technical details, such as your IP address and how you found our website.
• No selling, no ad tracking: we don’t sell your personal information or share it for targeted advertising, and we don’t use outside analytics services or advertising trackers.
• Health information and photos: what you share at your consultation is kept confidential and never used for marketing. We take before-and-after photos only with your permission and never post them unless you agree in writing.
• Payments: our online shop takes bank transfers only, so our website never asks for card numbers. We only ask for your bank details if we need them to send you a refund.
• Cookies: our website sets a few of its own cookies to run your cart, note how you found us and, if you choose, remember your review details. None are used for advertising.
• Service providers: Hostinger hosts our website, Google runs our email and supplies our website fonts, and a shipping company delivers your order. Who we share it with lists the rest.
• Marketing emails: we don’t send any right now. If we start, we’ll only email people who sign up, and you can unsubscribe at any time.
• Your choices: you can ask to see, correct or delete your information by emailing violanabeauty@gmail.com. We keep order and treatment records for a set time even if you ask us to delete them.

Who we are

Violana Beauty is a skincare and beauty studio owned and operated by Olha Kirpicheva, a licensed cosmetologist and esthetician. Our studio is at 4775 Commercial Dr, Suite #31, New Hartford, NY 13413, USA, and our website, violanabeauty.com, includes a small online skincare shop.

In this policy, “Violana Beauty,” “we,” “us” and “our” mean our business, and “you” means anyone who visits our website, shops with us, visits our studio or gets in touch. We look after the personal information described here. Please read this policy together with our Terms & Conditions and our Refund & Returns Policy.

Information you give us when you shop

You check out as a guest, so there’s no customer account or password to create. When you place and pay for an order, we collect:

• Your email address
• Your shipping address: first and last name, street address, apartment or suite if you add one, city, state, ZIP code and country
• Your billing address, which can be the same as your shipping address
• Your phone number, if you choose to add it
• Any note you add to your order
• Your agreement to our Terms & Conditions
• What you ordered, the amounts and the order date
• Your IP address and browser details, which our shop saves with your order to help prevent fraud
• The payer’s name and payment reference that our bank statement shows when your transfer arrives

Bank details for refunds

Refunds go back to the way you paid, which for online orders is bank transfer. Where possible, we send the money back to the account your payment came from, as our Refund & Returns Policy explains.

If we need your bank details, we’ll contact you from violanabeauty@gmail.com, in reply to the email address on your order or, for a laser package refund, the one you’ve used with us, and explain how to share them securely. Please don’t send them before we ask. We only ask for the account holder’s name, routing number and account number, and we use them only to send your refund.

We’ll never ask for your online banking password, a PIN or a one-time code. If a request looks unusual, message us on Instagram @violana_beauty to check it’s really us.

Booking and visiting our studio

When you book through our Book Appointment page, you share details such as your name, your contact details, the treatment you’d like and your preferred time. To cancel or reschedule, you email us or message us on Instagram.

When you visit, we keep a record of your care: your consultation form, notes about the treatments you’ve had and what you paid. For laser hair removal packages, this includes your session history, which we use to work out any package refund.

We only take before-and-after photos with your permission. They’re kept with your client record so we can follow your progress, and we never post or share them publicly, including on our website and Instagram, without your separate written permission. If you change your mind, we’ll stop using them and remove any we’ve posted, but we can’t recall copies others have already saved or shared.

Your health information

Before a treatment, we talk with you about your skin, your goals and your health, so we can choose the safest treatment for you.

We keep your health information confidential, and only Olha sees your consultation form and treatment notes. We use your health information only to plan and carry out your treatments safely, keep an accurate record of your care and look into any concern you raise about a treatment, and we share it only in the few cases explained below. We never use it for marketing or sell it.

If you email us about a reaction to a product or a concern after a treatment, as our Terms & Conditions and Refund & Returns Policy invite you to, your message and any photos are stored in our Gmail account, which Google runs for us. Otherwise, we don’t share your health information unless you ask us to, it’s needed to protect your health in an emergency, we need it to respond to a complaint or legal claim about your treatment, the law requires it, or our business is ever sold or passed on, as explained under Who we share it with.

Depending on your treatment, we may ask about:

• Allergies and sensitivities
• Medications, including prescription skincare
• Pregnancy or nursing
• Skin conditions, recent sun exposure, and recent cosmetic or medical treatments
• Any medical condition that may affect your skin or healing

Product reviews

If you review a product, we ask for your name, email address, rating and review. Your name, rating and review are published on the product page, but your email address isn’t shown on our website.

WordPress, the software our website runs on, also stores your IP address (the number that identifies your internet connection) and browser details with your review to help us spot spam. If you bought the product from us, our shop may match your email address to your order and show a “verified owner” label.

If you tick the box to save your details for next time, a cookie remembers them in your browser for about a year. Your review may also show a profile picture from Gravatar, a service run by Automattic, matched to a scrambled code made from your email address.

Emails and Instagram messages

When you email us or message us on Instagram, we receive your name, your email address or Instagram profile, and whatever you write, such as a question about a product, a change to your appointment, a note that you’re running late or a concern after a treatment.

To cancel or return an order, or report a problem with it, you’ll email us your order number and the details we ask for, such as the name on the order, which products it’s about and, for a damaged, faulty, wrong or missing item, photos of the product, its packaging and the shipping box.

Please don’t send bank details or detailed health information by Instagram message. We’re happy to talk about your health in person at your consultation.

What our website collects automatically

We don’t use analytics services such as Google Analytics, advertising trackers from social networks (often called pixels), session recording or chat tools, and we’ve turned off the optional usage tracking in WooCommerce, the software our shop runs on. Here’s what our website does collect automatically:

• Server logs: Hostinger, our hosting company, keeps standard records of each visit, including your IP address, your browser details, the pages you request and when, to keep our website secure and working properly.
• How you found us: short-lived cookies note how you arrived, such as the website or link that sent you, the page you landed on, your type of device and how many pages you viewed. If you place an order, this is saved with it so we can see what brings us orders. It stays in our own shop records and isn’t shared.
• Fonts, code and pictures from other companies: our pages load fonts from Google and a small piece of code from Hostinger, and pages with reviews may load Gravatar pictures from Automattic, so your browser shares your IP address and browser details with them. Because these services are used on many other websites, these companies may be able to collect information about your online activity over time and across different websites. See Who we share it with.

Cookies

Cookies are small files a website saves in your browser to remember things, like what’s in your cart. Our website sets only a few cookies of its own, and none are used for advertising or shared with other companies.

You can block or delete cookies in your browser settings, but our cart needs them, so you may not be able to place an order without them. Here are the cookies we use:

• Shopping cart (woocommerce_cart_hash, woocommerce_items_in_cart and cookies starting with wp_woocommerce_session_): remember what’s in your cart and any checkout details you’ve typed. Your session, and those details if you don’t place an order, end after about 2 days.
• How you found us (cookies starting with sbjs_): short-lived cookies that note how you arrived, as described above.
• Review details (cookies starting with comment_author_): remember your name and email for your next review, only if you tick the box. They last about a year.
• Site administrator sign-in (cookies starting with wordpress_logged_in_, wordpress_sec_ and wp-settings-): used only when our site administrator signs in.

Do Not Track and Global Privacy Control

Some browsers can send a Do Not Track or Global Privacy Control signal, asking websites not to track you or not to sell or share your information.

Our website doesn’t respond differently to Do Not Track signals, because we don’t use outside advertising or analytics tools or track you across other websites. We treat a Global Privacy Control signal as a request to opt out of any sale or sharing of your information for targeted advertising, which we don’t do anyway. If we ever add tools these signals could affect, we’ll update this policy first to explain how we respond, and we’ll honor Global Privacy Control signals.

How we use your information

We use your information only to run our shop and studio and to look after you, never for targeted advertising. We use it:

• To process, ship and email you about your order, and to match your bank transfer to it
• To handle cancellations, returns, order problems and refunds
• To book and manage your appointments
• To choose safe treatments for you, keep a record of your care, look into any concerns and track laser package sessions
• To answer your messages
• To publish product reviews and show verified owners
• To see which websites and links bring us orders
• To keep our website secure, stop spam and fraud, and fix technical problems
• To keep tax and accounting records, resolve disputes and meet our legal obligations

Marketing emails

We don’t send marketing emails or newsletters at the moment. The emails you get from us are about your order, your appointment or a question you asked.

If we start a newsletter, we’ll only send it to people who sign up for it. Placing an order, booking an appointment or messaging us won’t sign you up, and every marketing email will include an unsubscribe link.

Who we share it with

We don’t sell your personal information or share it for targeted advertising. We only share it with, or let it be handled by, these companies and people:

• Hostinger, which hosts our website and its data, including orders and reviews, and keeps the server logs described above. Every page also loads a small piece of code from Hostinger Reach, Hostinger’s email marketing tool, even though we don’t have a newsletter sign-up form or send marketing emails. See the Hostinger Privacy Policy.
• Google, which runs our Gmail account, where your emails to us and our order notifications are stored, and supplies our website fonts. See the Google Privacy Policy.
• Instagram, run by Meta, which handles the messages you send us there. See the Instagram Privacy Policy.
• Automattic, which runs Gravatar. A scrambled code made from a reviewer’s email address is used to find a profile picture for the review, and pages with reviews may load these pictures from Gravatar. See the Automattic Privacy Policy.
• The booking service that runs our Book Appointment page, which receives the details you enter when you book so we can schedule and manage your appointments. If that service is run by another company, that company’s privacy policy also applies.
• The shipping company that delivers your order, which receives your name, shipping address and, if you gave one, your phone number. If a parcel is lost or damaged, we also share the order details and, if needed, your photos so we can follow up with them.
• Banks: your bank and ours handle your bank transfer, and our bank receives the account details we need to send a refund.
• Authorities or others, when the law requires it, or when it’s needed to protect someone’s safety, prevent fraud or protect our legal rights.
• A new owner, if our business is ever sold or passed on. Your records would go with it, and we’d let you know.
• Anyone else, only if you ask us to or agree to it.

Links to other websites

Our website links to Google Maps for directions to our studio and to our Instagram profile. We don’t embed a map or an Instagram feed, so you only connect to them if you open a link. Other websites have their own privacy policies, and we’re not responsible for how they handle your information.

How long we keep your information

We keep personal information only as long as we need it for the reasons in this policy, then delete it or securely destroy it. Deleted information may stay in our website backups for a short time until they’re replaced. Here’s how long we keep each kind of information:

• Orders: up to 7 years after the order, for our tax and accounting records, including the details saved with it, such as how you found our website.
• Consultation forms, treatment notes and before-and-after photos: 7 years after your last visit, so we have your history if you come back or a question about a treatment comes up. You can ask us to delete your photos sooner.
• Laser package records: for as long as your package has sessions left, then 7 years after your last visit.
• Appointment bookings: kept with your client record. If you book but never visit, we delete your booking within 1 year of the appointment date.
• Bank details for a refund: once your refund has arrived, we delete the email or message your details came in and remove them from our online banking. Our bank keeps its own record of the transfer, and we keep a note of the refund amount and date with your order or client record.
• Emails and Instagram messages: up to 3 years after our conversation ends or, if they’re part of an order or treatment record, for as long as we keep that record.
• Product reviews: for as long as the review is on our website, with the details stored with it. You can ask us to remove your review at any time.
• Server logs: kept by Hostinger for a limited time, under its own rules.

How we protect your information

We take reasonable care to keep your information safe, and we collect as little sensitive information as we can. No website or email service is completely secure, so we can’t promise that information will never be accessed without permission, but here’s what we do:

• Our website never asks for or stores card numbers, and we only ask for bank details when we need to send a refund.
• Your consultation form, treatment notes and any before-and-after photos are kept in a locked place at the studio or in a password-protected digital file, and only Olha has access to them.
• Only our site administrator can sign in to manage our website, and we keep backups so it can be restored if something goes wrong.

If there’s a data breach

If your personal information is ever accessed or shared without permission, we’ll act quickly to stop it, find out what happened and limit any harm. If it affects you, we’ll tell you as soon as we can and within the time the law requires, usually by email, and explain what happened, what information was involved and what you can do to protect yourself. Where the law requires it, we’ll also notify the right authorities.

Your choices and rights

It’s your information, and you have a say in how we use it. You can skip optional details, such as your phone number at checkout, and you can block cookies in your browser. Wherever you live, you can also ask us to:

• Tell you what personal information we have about you and give you a copy
• Correct anything that’s inaccurate or out of date
• Delete your information, with the exceptions explained below
• Remove a product review you wrote
• Stop using your before-and-after photos, or withdraw your permission to share them
• Stop sending you marketing emails, if we ever start sending them

Making a request

Email violanabeauty@gmail.com and tell us what you’d like us to do. To check it’s really you, we may ask you to write from the email address or Instagram account you’ve used with us, or to confirm a few details only you would know. Because treatment records include health information, we may offer you a copy in person at the studio. We’ll reply within 30 days, or tell you why we need more time.

We need to keep some records even if you ask us to delete them: order records for tax and accounting, and consultation and treatment records, which are part of your safety history. We keep them only for the times set out above, we’ll tell you what we’re keeping and why, and we’ll use them only for those reasons. Backup copies are removed when our backups are replaced, Hostinger deletes server logs under its own rules, and deleting an Instagram chat on our side doesn’t remove it from your account or from Instagram.

We’ll never treat you differently or charge you more for making a request. If you’re not happy with our answer, just reply, and Olha will take another look.

Children

You need to be at least 18 to place an order or book an appointment online, as our Terms & Conditions explain.

We don’t knowingly collect personal information online from children under 13. If you believe a child under 13 has given us personal information through our website, please email us and we’ll delete it.

Visitors outside the United States

Violana Beauty is based in New York, and our shop sells and ships only to US addresses. If you visit from another country, we handle your information in the United States, where privacy laws may differ from yours. Our service providers, such as Google and Hostinger, may store it in the United States or in other countries.

Changes to this policy

We may update this policy from time to time, for example when we add new services, tools or payment methods. The updated version will be posted on this page with a new “last updated” date.

If we plan to use your information in a significantly new way, we’ll update this policy before we start, and we’ll ask for your permission where it’s needed.

Contact us

If you have any questions about this policy or your personal information, or you’d like to make a request, we’re happy to help.

• Email: violanabeauty@gmail.com
• Studio: Violana Beauty, 4775 Commercial Dr, Suite #31, New Hartford, NY 13413, USA
• Instagram: @violana_beauty