TCPA Compliance

SMS & Communication Consent Policy

Lotus Salon by Valerie, LLC

Last Updated: August 21, 2025

TCPA Compliance Statement

Lotus Salon by Valerie, LLC ("Lotus Salon Studio," "we," "us," or "our") is committed to complying with the Telephone Consumer Protection Act (TCPA) and all applicable federal and state laws governing telecommunications and electronic communications. This policy explains our practices regarding SMS text messaging, phone calls, and electronic communications.

Your Rights: You have the right to receive clear information about our communication practices and to opt-out of marketing communications at any time without penalty.

SMS Text Messaging Consent

Express Written Consent

By providing your mobile phone number to Lotus Salon Studio and checking the SMS consent box during booking or registration, you are providing express written consent to receive text messages from us, including:

Appointment-Related Messages

  • Appointment confirmations
  • Appointment reminders (24-48 hours prior)
  • Rescheduling notifications
  • Cancellation confirmations
  • Wait list notifications
  • Service preparation instructions

Business Communications

  • Service follow-up messages
  • Customer service responses
  • Schedule change notifications
  • Emergency salon closures
  • Important policy updates
  • Payment and billing notifications

Marketing and Promotional Messages

Separate Consent Required: Marketing and promotional text messages require separate, explicit consent and are optional.

  • Special offers and discounts
  • New service announcements
  • Seasonal promotions
  • Birthday and anniversary specials
  • Beauty tips and hair care advice
  • Loyalty program updates

Message Frequency and Timing

Appointment Messages

2-4 messages per appointment

Marketing Messages

Up to 4 messages per month

Business Hours

8 AM - 8 PM local time

Phone Communication Policies

Types of Phone Communications

Appointment-Related Calls

  • Confirmation of new appointment bookings
  • Appointment reminder calls (when SMS is unavailable)
  • Rescheduling and cancellation confirmations
  • Same-day appointment availability notifications
  • Service consultation scheduling

Customer Service Calls

  • Response to customer inquiries and requests
  • Service follow-up and satisfaction checks
  • Resolution of service concerns or issues
  • Payment and billing discussions
  • Policy clarification and information

Marketing Calls (Separate Consent)

  • Promotional offers and special discounts
  • New service introductions
  • Customer feedback surveys
  • Loyalty program enrollment
  • Win-back campaigns for inactive clients

Call Timing and Frequency

  • Business Hours: Calls made between 8:00 AM and 8:00 PM local time, Monday through Saturday
  • Emergency Exceptions: Outside-hours calls only for urgent appointment changes or emergencies
  • Frequency Limits: No more than 3 marketing calls per month per customer
  • No Holiday Calls: No marketing calls on federal holidays
  • Respect for Time Zones: All timing based on recipient's local time zone

Opt-Out Procedures and Preferences

How to Opt-Out

SMS/Text Messages

  • Reply "STOP": Text "STOP" to any message to opt-out immediately
  • Reply "UNSUBSCRIBE": Alternative command to stop all messages
  • Email Request: Send opt-out request to valerie@lotussalonstudio.com
  • In-Person: Request opt-out during any salon visit
  • Phone Request: Call during business hours to opt-out

Phone Calls

  • Verbal Request: Ask to be removed from call lists during any call
  • Email Request: Send written opt-out request via email
  • Written Notice: Submit written request in person or by mail
  • Do Not Call Registry: We honor national and state Do Not Call registries
  • Immediate Processing: Opt-out requests processed within 24 hours

Selective Opt-Out Options

You can choose to opt-out of specific types of communications while maintaining others:

Keep Essential Communications

  • Appointment confirmations and reminders
  • Customer service responses
  • Emergency notifications
  • Billing and payment communications

Opt-Out of Marketing Only

  • Promotional offers and discounts
  • New service announcements
  • Marketing surveys
  • Beauty tips and advice

Processing Timeline

  • SMS Opt-Out: Immediate processing within 10 minutes
  • Call List Removal: Processed within 24 hours
  • Email Marketing: Processed within 48 hours
  • Complete Removal: All systems updated within 72 hours
  • Confirmation: Opt-out confirmation message sent when requested

Marketing Communication Preferences

Consent Management

We maintain detailed records of your communication preferences and consent status. You can update your preferences at any time through the following methods:

Online Booking

Update preferences during appointment booking via Hummingbook

In-Person

Request changes during any salon visit

Email Request

Send preference updates to our business email

Types of Marketing Communications

Promotional Offers

Special discounts, package deals, and limited-time offers

Frequency: Up to 2 messages per month | Opt-out available

Service Updates

New services, technique introductions, and menu updates

Frequency: As needed, typically 1 message per month | Opt-out available

Beauty Tips & Education

Hair care advice, seasonal tips, and product recommendations

Frequency: Up to 1 message per month | Opt-out available

Special Events

Open houses, trunk shows, and exclusive client events

Frequency: As scheduled, typically quarterly | Opt-out available

Data Retention and Record Keeping

Communication Records

  • Consent Records: Maintained for 5 years after last contact or opt-out
  • Opt-Out Requests: Permanently maintained to prevent future unwanted contact
  • Communication Logs: Kept for 2 years for compliance verification
  • Phone Number Verification: Records maintained as long as number is active
  • Preference Updates: Historical changes tracked for audit purposes

TCPA Compliance Documentation

  • All consent forms and agreements are digitally archived
  • Automated systems log all SMS and call activities
  • Regular compliance audits conducted quarterly
  • Staff training records maintained for TCPA compliance
  • Legal consultation documented for policy updates

Violations and Complaint Resolution

Reporting TCPA Violations

If you believe we have violated TCPA regulations or our communication policies, please report the issue immediately:

How to Report Violations

  • Email: valerie@lotussalonstudio.com with subject "TCPA Violation Report"
  • Include: Date, time, phone number called/texted, type of communication
  • Provide: Copy of message or description of call content
  • Response: We will investigate and respond within 48 hours
  • Resolution: Corrective action taken and prevention measures implemented

Internal Compliance Measures

Prevention Systems

  • Automated opt-out processing
  • Do Not Call list integration
  • Time-based sending restrictions
  • Consent verification requirements
  • Regular system audits

Staff Training

  • TCPA compliance education
  • Proper consent procedures
  • Opt-out request handling
  • Communication best practices
  • Violation reporting protocols

External Complaint Options

Federal Communications Commission (FCC): File complaints at consumercomplaints.fcc.gov

Arizona Attorney General: Report violations to the Consumer Protection Division

Private Right of Action: TCPA violations may result in statutory damages up to $1,500 per violation

Contact Information for TCPA Matters

For all TCPA-related inquiries, opt-out requests, complaints, or questions about our communication practices:

TCPA Compliance Officer

Lotus Salon by Valerie, LLC

6070 W Behrend Dr. #140 Suite 111
Glendale, AZ 85308

Email: valerie@lotussalonstudio.com

Subject Line: "TCPA Compliance Matter"

Response Commitment: All TCPA-related inquiries will receive a response within 48 hours during business days. Opt-out requests are processed immediately upon receipt.

Policy Updates and Effective Date

Effective Date: This TCPA Compliance Policy is effective as of August 21, 2025 and applies to all communications sent on or after this date.

Updates: We may update this policy to reflect changes in law, technology, or business practices. Material changes will be communicated to active clients.

Legal Compliance: This policy is designed to comply with federal TCPA requirements and applicable state laws. We regularly review and update our practices to maintain compliance.

This TCPA Compliance Policy demonstrates our commitment to responsible communication practices and respecting your privacy preferences.