Privacy Policy & Notice of Privacy Practices

Section 1

About This Document

The Aesthetic Ranch ("we," "us," or "our") is a medical aesthetics practice located in Fort Lauderdale, Florida. We are committed to protecting your privacy and handling your personal and health information with the highest degree of care and professionalism.

This page combines two documents:

• Privacy Policy — explains how we collect and use information through our website, booking system, and related tools.
• Notice of Privacy Practices (NPP) — a HIPAA-required disclosure explaining your rights regarding your protected health information (PHI).

By booking an appointment or using our website, you acknowledge that you have read and understand these practices.

Section 2

Information We Collect

Information You Provide

• Name, phone number, and email address
• Appointment preferences and service interests
• Health history and treatment information provided during intake or consultations
• Payment information (processed securely through third-party payment processors)

Information Collected Automatically

• Website usage data (pages visited, time on site, referral source) via Google Analytics
• Device type and browser information
• IP address and general geographic location

Information from Our Booking System

We use Aesthetic Record, a HIPAA-compliant electronic medical records (EMR) and booking platform, to manage appointments, clinical notes, and patient records. Information you submit through our booking portal is stored within Aesthetic Record's secure environment.

Section 3

How We Use Your Information

We use the information we collect to:

• Schedule, manage, and follow up on your appointments
• Provide aesthetic treatments and care coordination
• Send appointment reminders and confirmations
• Respond to inquiries and provide customer support
• Improve our services and website experience
• Comply with legal, regulatory, and licensing requirements
• Send promotional content you have opted in to receive

We do not sell, rent, or share your personal information with third parties for their marketing purposes.

Section 4

Third-Party Tools & Technology

We use industry-standard technology tools to manage our practice efficiently. These include:

Aesthetic Record (EMR & Booking)

Our HIPAA-compliant electronic medical records and booking platform. Patient health information is stored and protected within Aesthetic Record's secure environment under a Business Associate Agreement (BAA).

Google Workspace

We use Google Workspace with a signed HIPAA Business Associate Agreement for practice communication and scheduling coordination. Google's HIPAA-compliant infrastructure ensures your information is protected.

Google Analytics

We use Google Analytics to understand how visitors use our website. This data is anonymized and does not include personal health information. You may opt out at tools.google.com/dlpage/gaoptout.

AI-Assisted Scheduling & Care Coordination

We use AI-powered tools to assist with internal scheduling coordination and appointment management. These tools operate on non-identifying scheduling data and are used by authorized staff only. No AI tool is used to make clinical decisions about your care.

Section 5

Data Security

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

• HIPAA-compliant data storage and access controls
• Role-based access — only authorized staff may access client records
• Encrypted data transmission via HTTPS across all digital touchpoints
• Business Associate Agreements with all applicable third-party vendors

While we take every reasonable precaution, no method of electronic transmission or storage is 100% secure. If you have concerns about the security of your information, please contact us directly.

Section 6

Your Choices

Marketing Communications

You may opt out of promotional emails at any time by clicking "Unsubscribe" in any email we send, or by contacting us directly. Transactional messages (appointment reminders, confirmations) are not subject to opt-out.

Website Cookies

Most web browsers accept cookies by default. You can set your browser to refuse cookies, though this may affect some website functionality.

Access & Correction

You have the right to access and request correction of your personal information. To make such a request, contact us using the information in the Contact section below.

The following sections constitute our formal HIPAA Notice of Privacy Practices, which is required by federal law.

Section 7 — HIPAA Required

Notice of Privacy Practices

The Aesthetic Ranch is required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to maintain the privacy of your protected health information (PHI), to provide you with notice of our legal duties and privacy practices, and to abide by the terms of this notice.

Our Duties

• Maintain the privacy of your PHI
• Provide you with this Notice of our legal duties and privacy practices
• Notify you in the event of a breach of your unsecured PHI
• Abide by the terms of this Notice currently in effect

We reserve the right to change this Notice and our privacy practices. If we make material changes, we will post the revised Notice on our website and make it available at our practice upon request.

Section 8 — HIPAA

How We May Use & Disclose Your PHI

Treatment

We may use and disclose your PHI to provide, coordinate, or manage your care and any related services. For example, we may share information with other providers involved in your treatment if needed.

Payment

We may use and disclose your PHI to obtain reimbursement for services, including billing and collection activities.

Healthcare Operations

We may use and disclose your PHI for internal operations such as quality assurance, staff training, compliance reviews, and administrative functions necessary to run our practice.

Appointment Reminders

We may contact you to remind you of upcoming appointments via text, email, or phone.

As Required by Law

We will disclose your PHI when required to do so by federal, state, or local law, including to public health authorities, law enforcement, or in response to a court order.

Other Uses & Disclosures Require Your Authorization

Uses and disclosures of your PHI not described above will be made only with your written authorization. You may revoke any authorization you provide at any time, in writing.

Section 9 — HIPAA

Your Patient Rights

You have the following rights with respect to your PHI:

Right to Access

You have the right to inspect and obtain a copy of your medical records. Requests must be made in writing. We may charge a reasonable fee for copies.

Right to Amend

You have the right to request an amendment to your PHI if you believe it is incorrect or incomplete. We may deny your request under certain circumstances and will notify you of the reason.

Right to an Accounting of Disclosures

You have the right to request a list of instances where we have disclosed your PHI for purposes other than treatment, payment, or healthcare operations, going back up to six years.

Right to Request Restrictions

You have the right to request restrictions on certain uses and disclosures of your PHI. We are not required to agree to every restriction, but we will consider all requests.

Right to Confidential Communications

You have the right to request that we communicate with you about your PHI in a specific way or at a specific location (e.g., only by email, only at a certain phone number).

Right to a Paper Copy of This Notice

You have the right to receive a paper copy of this Notice upon request, even if you have agreed to receive it electronically.

Section 10 — HIPAA

How to File a Complaint

If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights.

File a Complaint with Us

Contact us in writing at the address or email listed below. We will not retaliate against you for filing a complaint.

File a Complaint with HHS

U.S. Department of Health & Human Services
Office for Civil Rights
hhs.gov/ocr/privacy/hipaa/complaints
Toll-Free: 1-800-368-1019

Section 11

Contact Us

Questions about this Privacy Policy, your rights, or how your information is handled? Reach out directly.