Privacy Policy

Introduction

This Privacy Policy outlines how Deep Roots Massage Therapy (“we,” “us,” or “our”) collects, uses, and protects your personal information. We are committed to maintaining the confidentiality and security of your data in compliance with all applicable privacy laws.

Collection and Use of Personal Information

We collect personal information to provide our services effectively. This includes your name, contact details, appointment history, and health-related information required for treatment. Your information is used for scheduling, billing, and maintaining accurate health records.

Jane Software Inc. (“Jane”) and Data Management

We use Jane Software Inc. (“Jane”) as our clinic management platform to handle bookings, billing, and payments. Jane collects, uses, and stores personal information as described in their Privacy Notice. By using our services, you acknowledge and consent to Jane’s role in processing your data.

• Patient Data: Patient records, including contact details, health history, appointment details, and billing information, are stored within Jane’s secure system.
• Authentication Information: If you create an account for online booking via the Jane Mobile App, your Jane ID credentials (email, username, and password) are managed by Jane.
• Billing Information: Payments processed through Jane are securely handled by their PCI-compliant payment processor. We do not store credit card details directly.
• Data Storage: Your data is stored in Jane’s secure regional data centers, with protections in place to comply with privacy laws. Jane may temporarily process data outside of your region (e.g., for SMS reminders and telehealth services).

Payment Processing and Data Security

We utilize Clover Merchant Services to process payments securely. When you make a payment using credit or debit cards, your financial details are handled by Clover’s PCI-DSS compliant payment system to ensure secure transactions.

• Transaction Security: Clover encrypts payment data to protect against fraud and unauthorized access.
• Stored Payment Methods: If you choose to save your payment details for future transactions, they are securely stored within Clover’s system and are not accessible by our staff.
• Third-Party Compliance: Clover follows strict security protocols and industry regulations to maintain payment security.

Your Rights and Control Over Your Information

• Access & Correction: You may request access to or correction of your personal data by contacting us.
• Data Security: We implement strict security measures to protect your personal information from unauthorized access or disclosure.
• Opting Out of Communications: You can opt out of marketing communications at any time by updating your preferences.

Sharing of Information

We do not sell or distribute your personal information to third parties for marketing purposes. However, we may share information:

• With Jane and its service providers for secure data storage and processing.
• With Clover Merchant Services for secure payment processing.
• With third-party service providers as required for operational needs (e.g., payment processors, communication platforms).
• As required by law or legal process to comply with legal obligations.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be communicated through our website or directly to our clients where applicable.

For any questions regarding this Privacy Policy, please contact us directly.

For more details about Jane Software Inc and their Privacy and Security Policies click here

For more details about Clover Merchant terminal Privacy Policies click here

Revised: March 2025