Privacy Policy

1. Introduction

Welcome to TransplantHair ("we," "our," or "us"). We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services, including our clinic directory, comparison tools, community features, and guided head scan consultation.

2. Information We Collect

We collect information that you provide directly and information generated when you use our services:

• Account information: When you register, we collect your username, email address, and password (stored in hashed form).
• Profile information: Optional details you add to your user profile through your dashboard.
• Community content: Reviews, comments, journey posts, and other content you publish on our platform.
• Head scan photos: When you use our guided head scan, we collect up to six JPEG photos of your scalp and head taken through your device camera (front, sides, back, top, and diagonal angles).
• Consultation request data: When you send a head scan to clinics, we collect your name, email address, optional phone number, optional message, selected clinic(s), and the associated scan photos.
• Technical and usage data: We collect standard log data (IP address, browser type, device information) and product analytics events through our analytics provider. See our Cookie Policy for details.

3. Health-Related Data

Head scan photos may reveal information about your hair, scalp, and appearance in the context of a hair transplant consultation. Depending on your location, this may be treated as health-related or special-category data under applicable law (for example, GDPR Article 9 in the European Union).

TransplantHair does not provide medical diagnosis, treatment, or clinical advice. Head scan photos are used solely to help you request an initial consultation with clinics you choose. Any medical assessment is performed independently by the clinic.

4. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services.
• Process your registration and manage your account.
• Store head scan drafts and completed scans so you can review, retake, or delete them.
• Deliver consultation requests and scan photos to clinics you select, by secure email.
• Moderate content and ensure compliance with our guidelines.
• Send administrative notifications, such as security updates or support messages.
• Understand how our platform is used and improve user experience through analytics.

5. Legal Basis for Processing

Where the GDPR or similar laws apply, we process personal data on the following bases:

• Contract: Processing necessary to provide the services you request (for example, account management and delivering consultation requests).
• Consent: Explicit consent for head scan photo capture, storage, and sharing with selected clinics, and where required for health-related data.
• Legitimate interests: Platform security, fraud prevention, analytics to improve our services, and communicating with you about your account — balanced against your rights.
• Legal obligation: Where we must comply with applicable law.

6. Cookies and Tracking

We use strictly necessary cookies to maintain your login session. We also use analytics tools that store identifiers in your browser (local storage) to understand product usage. We do not use advertising or third-party marketing cookies. For full details, see our Cookie Policy.

7. Data Sharing and Recipients

We do not sell your personal information. We may share data in the following circumstances:

• Clinics you choose: When you send a consultation request, your scan photos and contact details are transmitted to the clinic(ies) you select. Each clinic acts as an independent data controller for its own use of that information and is subject to its own privacy practices.
• Service providers (processors): We use trusted providers for secure cloud storage (including head scan files), transactional email, product analytics, and error monitoring. They process data only on our instructions and under appropriate agreements.
• Legal requirements: We may disclose information if required by law, court order, or to protect our rights, users, or the public.
• Platform operations: TransplantHair platform operators do not view head scan photos in our admin tools. Photos are stored for your account workflow and transmitted only to clinics you select.

8. International Data Transfers

Some of our service providers may process data outside your country, including in the United States. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission or equivalent mechanisms.

9. Data Retention

We retain personal data only as long as necessary for the purposes described in this policy:

• Account data: Retained while your account is active and for a reasonable period afterward if you delete your account.
• Head scan drafts and completed scans: Stored until you delete them from your profile or delete your account. You can remove scans at any time using the delete function in "My head scans".
• Consultation requests: Metadata (clinic, status, contact details, timestamps) may be retained to support your request history and platform operations.
• Clinic copies: Once sent, scan photos are delivered by email to the clinic. Copies may remain in the clinic's email systems and are outside our control even if you delete scans from our platform.
• Analytics and logs: Retained according to our providers' policies and operational needs, typically for a limited period.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. Head scan photos are stored in private cloud storage with access restricted to authorized systems. Consultation emails are sent over encrypted connections.

No method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

11. Your Rights

Depending on your location, you may have the right to access, correct, delete, restrict, or object to certain processing of your personal data, and to data portability. Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.

You can manage most account information through your profile settings. You can delete head scans from "My head scans". To exercise other rights or ask questions, contact us via our Contact Us page.

If you are in the European Economic Area, UK, or Switzerland, you also have the right to lodge a complaint with your local data protection authority.

12. United States Privacy Rights

We do not sell your personal information. California residents and other U.S. users may have the right to know what personal information we collect, request deletion, and opt out of certain processing.

We honor Global Privacy Control (GPC) browser signals as a request to opt out of analytics cookies. You can also manage analytics preferences via the Cookie preferences link in our footer or the cookie banner.

To exercise privacy rights, contact us via our Contact Us page.

13. Children

Our services are not directed to individuals under 18. We do not knowingly collect personal data from children. If you believe we have collected data from a minor, please contact us.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the "Last updated" date. Material changes may be communicated through the platform or by email where appropriate.

15. Contact Us

If you have questions about this Privacy Policy or our data practices, please reach out through our Contact Us page at transplanthair.co.