Privacy Policy

1. Introduction

Roomatrix Studio ("Company," "we," "us," or "our"), located at 2300 Greenup Ave, Ashland, KY 41101, is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, use our services, or interact with us in any manner. This policy applies to all users of our website and services, regardless of geographic location.

By accessing our website or using our services, you consent to the collection, use, and processing of your personal information as described in this Privacy Policy. If you do not agree with any aspect of this policy, please discontinue use of our website and services immediately. We encourage you to read this Privacy Policy carefully and to review it periodically for any updates or changes.

This Privacy Policy is designed to comply with applicable federal and state privacy laws, including but not limited to the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), and other relevant data protection regulations. We are committed to transparency in our data practices and to providing you with meaningful choices regarding the use of your personal information.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide to us when you interact with our website, submit inquiries, book consultations, or communicate with our team. This information may include:

• Full name, email address, phone number, and mailing address provided during the booking or inquiry process.
• Photographs and measurements of your interior spaces submitted as part of the pre-consultation preparation.
• Design preferences, style inspirations, budget parameters, and any other information shared during consultations or via questionnaires.
• Payment information, including credit card numbers, billing addresses, and transaction details processed through our secure payment providers.
• Any correspondence, messages, feedback, or communications you send to us via email, contact forms, or other communication channels.
• Information about your property, including room dimensions, architectural features, existing furniture inventory, and renovation history.

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain information about your device and browsing activity. This information is collected through cookies, web beacons, log files, and similar tracking technologies. Automatically collected information may include:

• Internet Protocol (IP) address, browser type and version, operating system, and device identifiers.
• Pages visited on our website, time and date of visits, time spent on individual pages, and referring URLs.
• Click patterns, scroll depth, interaction data, and navigation paths through our website.
• Geographic location data derived from your IP address, including city, state, and country.
• Information about your internet service provider and mobile network information if accessing from a mobile device.

2.3 Information from Third Parties

We may receive information about you from third-party sources, including our payment processors, analytics providers, advertising partners, and social media platforms. This information may be combined with information we collect directly from you to improve our services and communications. Third-party information may include transaction confirmations, fraud detection data, aggregated demographic information, and social media profile data if you choose to connect your social media accounts.

3. How We Use Your Information

Roomatrix Studio uses the information we collect for various purposes necessary to provide, improve, and promote our services. Specifically, we use your information to:

• Schedule, prepare for, and conduct design consultations, including reviewing submitted photographs and measurements prior to sessions.
• Communicate with you regarding your bookings, session confirmations, rescheduling requests, follow-up materials, and design deliverables.
• Process payments securely through our third-party payment processors and maintain accurate financial records of transactions.
• Create and deliver personalized design plans, mood boards, color palettes, shopping lists, and other consultation deliverables.
• Respond to your inquiries, support requests, feedback, and other communications in a timely and professional manner.
• Improve and optimize our website, services, and overall client experience based on usage patterns and feedback analysis.
• Send you informational and promotional communications about our services, new offerings, special promotions, and industry insights, subject to your communication preferences.
• Comply with legal obligations, enforce our Terms of Service, prevent fraud, and protect the rights, property, and safety of Roomatrix Studio and our clients.
• Conduct internal research, analytics, and statistical analysis to understand our client base and improve service delivery.

4. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand user behavior. Cookies are small text files placed on your device by your web browser that allow us to recognize your device and remember certain information about your preferences and past interactions with our website.

4.1 Types of Cookies We Use

• Essential Cookies: These cookies are strictly necessary for the proper functioning of our website and cannot be disabled. They enable core features such as page navigation, session management, and access to secure areas of the website.
• Analytics Cookies: These cookies help us understand how visitors interact with our website by collecting information about pages visited, time spent on the site, and any error messages encountered. We use this data to improve website performance and user experience.
• Functional Cookies: These cookies allow our website to remember choices you make, such as your preferred language or region, and provide enhanced, personalized features based on your browsing history.
• Marketing Cookies: These cookies track your browsing activity across websites and are used to deliver targeted advertisements that are relevant to your interests. They also help us measure the effectiveness of our advertising campaigns.

4.2 Managing Cookie Preferences

You can control and manage cookies through your browser settings. Most browsers allow you to block or delete cookies, set preferences for certain types of cookies, and receive notifications when a cookie is being set. Please note that disabling certain cookies may affect the functionality of our website and limit your ability to use some features.

5. Data Sharing and Disclosure

Roomatrix Studio does not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your information in the following limited circumstances:

• Service Providers: We share information with trusted third-party service providers who assist us in operating our website, processing payments, conducting analytics, sending communications, and providing other services necessary for our business operations. These providers are contractually obligated to use your information solely for the purposes of providing services to us and to maintain appropriate security measures.
• Legal Requirements: We may disclose your information if required to do so by law, regulation, legal process, or governmental request, or if we believe such disclosure is necessary to protect our rights, property, or safety, or the rights, property, or safety of our clients or the public.
• Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or other similar corporate event, your personal information may be transferred as part of the business assets. We will provide notice of any such transfer and any changes to applicable privacy policies.
• With Your Consent: We may share your information with third parties when we have obtained your explicit consent to do so, such as when you request a referral to a specific vendor or product provider.

6. Data Security

Roomatrix Studio implements appropriate technical, administrative, and physical security measures designed to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include but are not limited to encrypted data transmission (SSL/TLS), secure server infrastructure, access controls, regular security assessments, and employee training on data protection practices.

Despite our efforts to protect your information, no method of transmission over the Internet or method of electronic storage is completely secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. You are responsible for maintaining the confidentiality of any account credentials and for all activities that occur under your account.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, to provide our services, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. The specific retention period depends on the nature of the information and the purpose for which it was collected. Generally, we retain client information for a period of five (5) years following the completion of services, after which it is securely deleted or anonymized.

Payment records and financial information are retained in accordance with applicable tax and accounting regulations, which may require retention for a period of seven (7) years or longer. You may request the deletion of your personal information at any time by contacting us, subject to our legal obligations to retain certain information.

8. Your Privacy Rights

Depending on your location and applicable laws, you may have certain rights regarding your personal information, including:

• The right to access and obtain a copy of the personal information we hold about you.
• The right to request correction or update of inaccurate or incomplete personal information.
• The right to request deletion of your personal information, subject to certain legal exceptions.
• The right to opt out of the sale or sharing of your personal information for cross-context behavioral advertising.
• The right to restrict or object to certain processing of your personal information.
• The right to data portability, allowing you to receive your personal information in a structured, machine-readable format.
• The right not to be discriminated against for exercising any of your privacy rights.

To exercise any of these rights, please contact us using the information provided at the end of this policy. We will respond to your request within the timeframes required by applicable law, generally within 45 days of receipt. We may need to verify your identity before processing your request to protect the security of your information.

9. Children's Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect, use, or disclose personal information from children under 18. If we become aware that we have collected personal information from a child under 18 without parental consent, we will take immediate steps to delete that information from our records. If you believe that we may have collected information from a child under 18, please contact us immediately.

10. Changes to This Privacy Policy

Roomatrix Studio reserves the right to update or modify this Privacy Policy at any time to reflect changes in our data practices, legal requirements, or business operations. When we make material changes to this policy, we will update the "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of our website and services following the posting of any changes constitutes your acceptance of the revised Privacy Policy.