Privacy Policy

Statement of Privacy Practices: Hudson Valley Trichology, Inc

[Updated July 31, 2025]

At Hudson Valley Trichology, we respect your right to Privacy.

This Privacy Policy explains how Hudson Valley Trichology (“Hudson Valley Trichology”, “HVT” “we,” “our,” or “us”) collects, uses and discloses the personal information of our clients, prospective clients, customers, and visitors to our website.

Collection of your Personal Information

Hudson Valley Trichology collects personally identifiable contact information directly from you during a telephone, online, or in-person inquiry, a telephone, online or in-person consultation, when scheduling an appointment, or at checkout for a Product or Service.

The information we collect directly from you may include, but is not limited to:

  • Identifiers and contact information such as your first and last name, home address, e-mail address, and preferred telephone number(s);
  • In connection with our third-party EMR and payment processing vendor, Clinicea (which integrates with Stripe), we may collect certain payment information, such as your payment card number and authorization code, to process transactions and troubleshoot services.
  • You may provide or otherwise direct us to collect Protected Health Information (“PHI”).
  • You may provide us with or direct us to collect certain information, such as personal contacts, video, or photography. 

Use of Personal Information

The information collected directly from you is used for the following purposes:

  • To administer our Services and to connect you with other industry Professionals (a.k.a. “Business Associates”) to aid in providing you Services;
  • To respond to your questions or inquiries, including providing client support and assistance;
  • To communicate with you, including sending you appointment reminders by e-mail or text message, and to inform you by post mail, e-mail, or text messages about products, events and services;
  • To manage and remember your preferences and personalize your experience of the Services, and to arrange for product deliveries;
  • To analyze and improve the Services and develop new products, features, and services;
  • To administer surveys, conduct research about your opinion of current services, or to inform you of new promotions and contests;
  • To optimize the Hudson Valley Trichology website; and
  • To comply with our legal obligations or as permitted by law.

Collection of Protected Health Information

Hudson Valley Trichology collects Protected Health Information that can be used to identify an individual client. Protected Health Information may be collected directly from you during a telephone or online inquiry, a consultation for Services, or by authorizing a third party to release your PHI to Hudson Valley Trichology for the purposes of administering Services.

The information we collect directly from you or from an authorized third party may include, but is not limited to:  

  • Identifiers such as Name, address (street, city, state, and zip code), telephone number, e-mail address, and D.O.B.
  • Medical records; medical record numbers
  • Health Insurance Beneficiary Numbers

Use of Protected Health Information

Hudson Valley Trichology follows the necessary standards of the Health Information Portability and Accountability Act (“HIPAA”) and limits the use and disclosure of PHI to what’s necessary to accomplish a specific purpose. Hudson Valley Trichology will only use and disclose your Protected Health Information (“PHI”) as permitted by law.

The information collected directly from you or by an authorized third party is used for the following purposes:

  • To administer Services and treatments, including treatments provided by third party Business Associates; and
  • To process health insurance claims

Hudson Valley Trichology will not disclose your PHI for any purpose other than those stated above unless we obtain your written authorization, which may be revoked at any time, except in cases where disclosure is required by law. 

Third Party Connections

All third-party connections and Business Associates are prohibited from using your personal information except to provide Services and are required to maintain the confidentiality of your information. Hudson Valley Trichology does not use or disclose sensitive personal information, such as your PHI, race, religion, or political affiliations, without your explicit consent. Hudson Valley Trichology will disclose your personal information, without notice, only if required to do so by law.

Hudson Valley Trichology does not sell, rent or lease its customer lists to third parties. 

Security of your Personal Information

Hudson Valley Trichology is committed to protecting your personal information from unauthorized access, use, or disclosure. We use trusted third-party platforms such as Clinicea, Stripe, Mailchimp, and Squarespace, all of which implement secure, encrypted technologies to protect your data in transit and at rest.

These platforms use industry-standard safeguards including secure socket layer (SSL) encryption for data transmission, access controls, and secure storage environments. While we do not store sensitive information directly on-site, we take reasonable steps to ensure all third-party providers handling your information comply with applicable privacy and security standards. These providers are required to implement appropriate safeguards to protect your information and comply with applicable privacy and data protection laws.

Types of third-party service providers we use:

  • Communication and Messaging Services: (e.g. for appointment reminders and confirmations)
  • Marketing and Advertising: (e.g. for promotional offers)
  • Payment Processors: (e.g. for payment transactions)

Third-party service providers have their own privacy policies that govern their use of your data. For more information on HVT’s third-party vendors, please contact us at 845-219.5400.

Website

Hudson Valley Trichology also collects, through our website (www.hudsonvalleytrichology.com), anonymous demographic information, which is not unique to you, such as your ZIP code, age, gender, preferences, interests and favorites. There is also information about your computer hardware and software that is automatically collected by our website.

This information can include: your IP address, browser type, domain names, access times and referring Web site addresses. This information is used for the operation of the service, to maintain quality of the service, and to provide general statistics regarding use of this Web site. Please keep in mind that if you directly disclose personally identifiable information or personally sensitive data through public message boards, this information may be collected and used by others. Hudson Valley Trichology encourages you to review the privacy statements of websites you choose to link to from the website so that you can understand how those websites collect, use and share your information. Our Practice is not responsible for the privacy statements or other content on any other websites.

Use of Cookies

Our website, hosted on Squarespace, uses cookies to understand how visitors interact with our site, improve user experience, and support analytics. These cookies may collect anonymous information such as browser type, pages visited, and time spent on the site. No personal health or financial information is stored in these cookies. You may manage your cookie preferences through your browser settings. We have enabled a cookie banner to inform visitors of cookie usage in accordance with standard best practices.

SMS Text Messaging Communications

Hudson Valley Trichology respects your privacy. By opting in to HVT’s SMS messaging service, you agree to the following terms regarding how we handle your data:

  • Data Collection, Opt-In, & Consent: When you engage with our services, we may collect your name and mobile phone number to opt in to receive information via SMS services. This information will be collected when scheduling an appointment via HVT’s online scheduling platform or by an employee scheduler at HVT.
    • Online Scheduling Consent: When scheduling a consultation through our online booking system, you must check an opt-in box agreeing to receive SMS messages before submitting your appointment request.
    • Phone Scheduling Consent: When scheduling services by phone, you will receive an email confirmation with a link to a digital version of your new client paperwork, including a written consent section for opting in to receive SMS communications.
  • Data Usage: This data will be used solely for sending appointment reminders and confirmations, responding to customer care inquiries, and for marketing products, services and promotions.
  • Data Security: We protect your data with secure storage measures to prevent unauthorized access.
  • Data Retention: We retain your information as long as you are subscribed to our SMS service. You may request deletion at any time.
  • MESSAGE AND DATA RATES MAY APPLY. Your mobile carrier may charge fees for sending or receiving text messages, especially if you do not have an unlimited texting or data plan.
  • Messages are recurring, and message frequency varies.
  • For Help: You can text or respond HELP at any time or contact Hudson Valley Trichology at 845-219-5400 or by email at reception@hudsonvalleytrichology.com.
  • Opt-Out: You can opt out of the SMS list at any time by texting or replying ‘STOP’ at any time to unsubscribe from receiving text message communications. After unsubscribing, you will receive a final SMS to confirm you have unsubscribed and we will remove your number from our list within 24 hours.
  • Non-Sharing Clause: We do not share your data with third parties for marketing purposes. Hudson Valley Trichology will not sell, rent, or share the collected mobile numbers.

Email Communications

When you engage with our services, we may request to collect your name and email address. By providing your email address to HVT, you consent to receiving emails from us.

Hudson Valley Trichology respects your privacy, and we will use this information to:

  • Provide transactional or service-related emails, such as appointment and service reminders and confirmations, payment links, and client intake links directed to secure online forms.
  • Send marketing and promotional emails about our products, services, and promotions.
  • Respond to client inquiries or provide customer support.

You can opt out of email communications at any time by replying UNSUBCRIBE, by emailing UNSUBSCRIBE to reception@hudsonvalleytrichology.com or by calling Hudson Valley Trichology at 845.219.5400, or by clicking the unsubscribe link found in the footer of all marketing emails.

We may share your email address with trusted third-party service providers to help us manage and send our email marketing campaigns. These service providers are required to use your information only for the purpose of assisting us and are obligated to protect your data in accordance with applicable data protection laws.

We may use the following types of third-party providers:

  • Email Marketing Platforms (e.g. Mailchimp)

HVT does not sell, trade or rent your personal information to third parties for marketing purposes without your consent.

We take reasonable measures to protect your personal data from unauthorized access, alteration or disclosure. However, no method of electronic transmission or storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

We will retain your personal information for only as long as necessary to fulfill the purposes for which it was collected. If you unsubscribe or request deletion of your data, we will retain only the necessary information required by law or for administrative purposes.
We do not currently serve clients in California or the European Union. Therefore, the privacy laws specific to those regions, such as CCPA and GDPR, do not apply to our business operations. 

Your Privacy Rights

You may have the right to request access to the personal information we hold about you, and to request that your personal information be corrected or deleted. To exercise any of these rights, please contact us at 845.219.5400.

Changes to this Privacy Policy

We may update this Privacy Policy at any time. Please review it frequently.

 

Contact Information

If you have any questions about this policy or our privacy practices, please contact us by phone at 845.219.5400 or by email at reception@hudsonvalleytrichology.com.