Privacy Policy

Capital Head Spa & Hair
Last Updated: February 11, 2026

Capital Head Spa & Hair (“we,” “our,” or “us”) operates this website, online store, and booking platform in order to provide you with a curated shopping and service experience (the “Services”).

Our website and online store are powered by Shopify, and our appointment booking, client management, and consultation records are securely managed through Mangomint.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you:

• Visit our website

• Make a purchase

• Book an appointment

• Complete consultation or intake forms

• Communicate with us

By using our Services, you acknowledge that you have read and understand this Privacy Policy.

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1. What We Mean by Personal Information

“Personal information” means information that identifies you or can reasonably be linked to you. It does not include anonymized or de-identified data.

Depending on how you interact with us, we may collect the following:

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A. Contact & Account Information

• Name

• Billing and shipping address

• Phone number

• Email address

• Account login credentials

• Preferences and saved settings

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B. Transaction & Payment Information

• Products viewed, added to cart, purchased, returned, or exchanged

• Order history

• Payment confirmation details

• Form of payment

All payments are processed through secure, PCI-compliant payment processors. We do not store full credit card numbers on our internal systems.

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C. Device & Usage Information

Collected automatically through Shopify and cookies:

• IP address

• Browser type

• Device identifiers

• Pages viewed

• Interaction history

• Referral source

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D. Communications

• Emails

• Messages

• Customer service inquiries

• Reviews or feedback

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E. Consultation & Health Information (Sensitive Information)

When booking and attending services — particularly consultations, microneedling, low-level laser therapy, or advanced scalp treatments — you may choose to provide sensitive health information, including:

• Medical history

• Current medications

• Allergies

• Hormonal or scalp conditions

• Hair loss history

• Contraindications

• Relevant diagnoses

This information is collected solely to:

• Provide safe and appropriate treatments

• Identify contraindications

• Customize your service plan

• Protect your wellbeing

You are not required to disclose information you are uncomfortable sharing. However, incomplete health information may limit our ability to provide certain treatments safely.

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2. How We Collect Information

We collect personal information:

• Directly from you when you create an account, book an appointment, make a purchase, or complete forms

• Automatically through cookies and similar technologies when you use our website

• From Shopify and Mangomint as part of providing Services

• From service providers working on our behalf

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3. How We Use Your Personal Information

We may use your information to:

Provide and Improve Services

• Process appointments and bookings

• Deliver services and products

• Manage your account

• Facilitate shipping and returns

• Maintain accurate treatment records

• Personalize your experience

Marketing & Promotions

• Send promotional emails or updates

• Show relevant advertisements

• Inform you of events, offers, and launches

You may opt out of marketing communications at any time.

Security & Fraud Prevention

• Authenticate accounts

• Prevent fraudulent activity

• Maintain secure systems

Legal & Compliance

• Comply with legal obligations

• Respond to lawful requests

• Enforce our policies

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4. Our Relationship with Shopify

Our website and online store are hosted by Shopify.

Shopify may collect and process personal information related to your interaction with our store in order to:

• Process transactions

• Improve services

• Provide analytics

• Enable enhanced advertising features

Shopify may process your information in countries outside of Canada.

To learn more about Shopify’s privacy practices, you may visit:
https://privacy.shopify.com

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5. Our Relationship with Mangomint (Booking & Consultation Data)

We use Mangomint as our secure client management and booking system.

Mangomint provides:

• Encrypted data transmission (SSL/TLS encryption)

• Secure cloud-based infrastructure

• Role-based staff access controls

• Routine monitoring and system security updates

• Secure hosting environments

Mangomint is HIPAA compliant, meaning its systems are designed to meet strict healthcare-level data protection standards for handling sensitive information.

While Capital Head Spa & Hair is not a medical clinic, we intentionally use a platform that meets elevated data security standards to safeguard your consultation and intake information.

Access to your records is limited to authorized team members directly involved in your care or appointment management.

Appointment and client data is hosted and processed through Mangomint. You can review their privacy practices here: https://www.mangomint.com/legal/privacy-policy/

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6. How We Disclose Personal Information

We may disclose information:

• To Shopify, Mangomint, and trusted vendors providing services on our behalf

• To payment processors and shipping providers

• To marketing and analytics partners (where permitted by law)

• When required by law

• In connection with a business transaction (e.g., merger)

• When you direct us to share information

We do not sell your personal or medical information.

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7. Cookies & Targeted Advertising

We use cookies and similar technologies to:

• Improve website functionality

• Analyze traffic

• Support marketing efforts

• Provide personalized advertising

Depending on your location, you may have the right to opt out of targeted advertising or data sharing.

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8. Children’s Privacy

Our Services are not intended for children under the age of majority in their jurisdiction. We do not knowingly collect personal information from minors.

If you believe a child has provided personal information, please contact us so we can delete it.

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9. Security & Retention

We implement administrative, technical, and physical safeguards to protect your information.

However, no system can guarantee 100% security.

We retain information only as long as necessary to:

• Maintain your account

• Provide Services

• Comply with legal obligations

• Resolve disputes

When no longer required, information is securely deleted or anonymized.

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10. Your Rights & Choices

Depending on your location, you may have the right to:

• Access your personal information

• Correct inaccurate information

• Request deletion

• Request portability

• Opt out of targeted advertising

• Withdraw marketing consent

You may exercise these rights by contacting us at:

📧 Info@capitalheadspa.com
📞 613-866-0087
📍 2310 Saint Laurent Boulevard, Unit 220
Ottawa, ON K1G 5H9
Canada

We may need to verify your identity before processing certain requests.

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11. International Transfers

Your information may be stored or processed outside of Canada, including in the United States or other jurisdictions where Shopify or Mangomint operate.

Where required, appropriate legal safeguards are used for cross-border data transfers.

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12. Third-Party Links

Our website may link to third-party websites. We are not responsible for their privacy practices.

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13. Complaints

If you have concerns about how we process your personal information, please contact us first. Depending on your jurisdiction, you may also contact your local data protection authority.

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14. Changes to This Policy

We may update this Privacy Policy periodically to reflect operational, legal, or regulatory changes. The updated version will always be posted on our website with the revised “Last Updated” date.

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Closing Statement

At Capital Head Spa & Hair, we treat your personal information — especially consultation and health details — with the same discretion, care, and integrity as every service we provide.