Effective Date: 08/01/2025

KeystoneWorx (“we,” “our,” or “us”) is a software platform provided by MedSpa Success, designed to help spas manage clients, leads, communications, and business operations. Your privacy is important to us. This Privacy Policy explains what information we collect, how we use it, who we share it with, and your rights regarding your personal data.

By using KeystoneWorx, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.

1. Information We Collect

We collect information in the following categories:

a) Information You Provide Directly

- Account registration details: name, email, phone number, business name, address, and password.

- Billing information: payment method, billing address, and transaction details.

- Client and lead information you upload into the platform: names, contact information, appointment history, notes, and communications.

- Messages: SMS, email, chat, and call history sent through our platform.

b) Information Collected Automatically

- Device and browser details, IP address, operating system, and access times.

- Usage data: pages visited, features used, clicks, and login activity.

- Cookies and tracking data (see Section 8).

c) Information from Third-Party Services

- Data from integrated platforms such as Google, Facebook, Instagram, or email providers, when you connect these to KeystoneWorx.

2. How We Use Your Information

We use the information we collect for purposes including:

- Operating, maintaining, and improving the KeystoneWorx platform.

- Providing customer support and responding to inquiries.

- Processing payments and managing subscriptions.

- Sending system notifications, updates, and marketing communications (with opt-out options).

- Tracking performance, lead conversions, and user engagement.

- Ensuring platform security, preventing fraud, and complying with legal obligations.

3. LegaL Bases for Processing (GDPR Compliance)

If you are in the European Economic Area (EEA) or the UK, we process your personal data based on:

- Performance of a contract (providing our services).

- Legitimate interests (service improvement, fraud prevention, marketing to existing users).

- Your consent (for marketing communications where required).

- Legal obligations.

4. Sharing Your Information

We do not sell your personal information. We may share it with:

- Service Providers: Hosting, analytics, email/SMS providers, and payment processors.

- Business Transfers: If we merge, sell, or transfer our assets.

- Legal Requirements: When required by law, regulation, or court order.

- Authorized Users: Other users in your organization who have access to the same KeystoneWorx account.

5. Data Retention

We retain your data only as long as necessary for:

- The purposes set out in this Policy.

- Legal, accounting, or reporting requirements.

- When an account is closed, we delete or anonymize data after 90 days, unless legal obligations require longer retention.

6. Security

We use industry-standard security measures, including encryption (SSL/TLS), secure authentication, and access controls, to protect your data. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Your Rights

Depending on your location, you may have rights under privacy laws such as GDPR or CCPA/CPRA:

- Access the data we hold about you.

- Request correction or deletion.

- Restrict or object to processing.

- Request a copy of your data (data portability).

- Opt out of certain data uses, including marketing.

- To exercise these rights, contact us at [email protected].

8. Cookies and Tracking Technologies

We use cookies, pixels, and similar technologies to:

- Remember your preferences.

- Analyze traffic and usage.

- Deliver targeted content and marketing.

- You can control cookies through your browser settings, but disabling them may affect your user experience.

9. Children’s Privacy

KeystoneWorx is not intended for use by individuals under 16. We do not knowingly collect personal data from children. If we learn that we have inadvertently collected such data, we will delete it immediately.

10. International Data Transfers

If you are outside the United States, your information may be transferred to and processed in the U.S., where privacy laws may be less strict. We take appropriate safeguards to protect your data when transferring it internationally.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will post the revised version with a new “Effective Date” and, if significant changes are made, notify you via email or platform notice.

12. Contact Us

For any questions about this Privacy Policy or our data practices, please contact:

Med Spa Success – KeystoneWorx

Email: [email protected]