Privacy Policy

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Effective: 03/01/2025

Last Updated: 04/12/2025

Ascend Clinic LLC, dba Ascend Aesthetica (“we,” “us,” “our,” or “the Practice”) respects your privacy and is committed to protecting your personal, health, and financial information. This Privacy Policy explains how we collect, use, share, and protect your information in compliance with applicable U.S. federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA), the California Consumer Privacy Act (CCPA), and industry best practices.

By using our website or services, you consent to the practices outlined in this policy.

We collect and store various types of information to deliver and improve our services:

a. Personal Information

• Name, phone number, email, address, date of birth, demographic details

• Submitted via forms, scheduling tools, consultations, or customer support

b. Protected Health Information (PHI)

• Medical history, allergies, medications, treatment records, procedure history

• Photos, videos, or treatment notes captured during services

• Intake and Good Faith Exam (GFE) details

c. Financial and Transactional Information

• Billing address, last four digits of your card, payment history

• Payment and financing data processed via Stripe (direct and through Aesthetic Record) and Cherry

• We do not store full credit card numbers on our own servers. Card information may be securely stored and tokenized by our payment processor, Stripe, via Aesthetic Record’s HIPAA- and PCI-compliant platform, only for purposes of recurring billing, deposits, or client convenience.

d. Technical and Website Usage Data

• IP address, browser type, device identifiers, access times

• Interaction data collected via cookies, analytics tools, and marketing pixels

We work only with vendors who are compliant with HIPAA and/or PCI-DSS standards for secure data processing, including:

• Aesthetic Record (AR): Our electronic medical record (EMR) system used for intake, charting, treatment documentation, photography, communication, and payment processing. AR uses Stripe for PCI-compliant billing.

• Qualiphy: Used to conduct and store Good Faith Exams (GFEs) in accordance with HIPAA and medical board requirements.

• Acuity Scheduling: Used for scheduling plastic surgery consulting appointments. Acuity is HIPAA-compliant and encrypted.

• Stripe: Used both directly and within Aesthetic Record to securely process client payments through PCI-DSS Level 1 compliant protocols.

• Cherry: A third-party financing platform for aesthetic services. Cherry is HIPAA-aware, PCI-compliant, and handles financing applications directly.

Each platform employs physical, administrative, and technical safeguards to protect personal and health information.

We use your data to:

• Schedule and deliver medical aesthetic and consulting services

• Maintain medical records and fulfill legal documentation requirements

• Process payments and financing applications

• Respond to inquiries, provide treatment follow-ups, or send appointment reminders

• Send marketing messages with your consent

• Improve website functionality, client experience, and treatment outcomes

• Comply with state and federal law, including HIPAA documentation retention standards

Ascend Aesthetica complies with HIPAA to protect your Protected Health Information (PHI). Our safeguards include:

• Encrypted storage and transmission of health data

• Restricted, role-based access to medical information

• Use of HIPAA-compliant platforms (Aesthetic Record, Qualiphy, Acuity)

• Annual privacy and HIPAA training for authorized staff

• Breach response and reporting procedures in accordance with federal regulations

You have the right to:

• Access your PHI

• Request corrections or updates to your medical records

• Request restrictions on how your PHI is used or disclosed

• Receive a copy of this Privacy Policy and notice of privacy practices

Requests must be submitted in writing to the contact information at the end of this policy.

We do not sell your information. We may disclose it only under the following lawful and limited conditions:

a. With Your Consent

• To other healthcare providers at your request

• For referrals or continuity of care

• For specific marketing or public use (e.g., before/after photos with written permission)

b. To Authorized Third Parties

• HIPAA- and PCI-compliant vendors such as Aesthetic Record, Stripe, Cherry, Qualiphy, and Acuity

• IT and administrative service providers under strict confidentiality agreements

c. When Legally Required

• By subpoena, warrant, court order, or to comply with applicable federal, state, or local law

• To prevent or report abuse, fraud, threats to safety, or medical emergencies

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

• SSL encryption on all website forms

• Two-factor authentication and access logs within our EMR

• Encrypted communication tools and secure file storage

• Regular security reviews and vendor audits

• All payment data processed through PCI-DSS Level 1 compliant services (Stripe and Cherry)

While no system can guarantee absolute security, we follow industry best practices to mitigate risks.

If you provide your email or phone number, you consent to receive:

• Appointment reminders

• Treatment follow-up information

• Promotions and updates related to services (you may opt out anytime)

Transactional or legally required communications may still be sent even if you opt out of marketing emails.

We use cookies and similar tracking technologies to:

• Analyze website traffic

• Customize your user experience

• Measure marketing effectiveness

You may control cookie settings via your browser. Disabling cookies may affect functionality.

We retain data in accordance with state and federal regulations:

• Medical records: Typically retained for 6–10 years after the last patient interaction

• Marketing or user analytics data: Retained until you opt out or request deletion

• Financial records: Retained for IRS and bookkeeping purposes for at least 7 years

If you are a California resident, you may:

• Request access to your personal data

• Request deletion of your data (with exceptions under HIPAA or legal retention rules)

• Opt out of any future sale of your data (we do not sell data)

To exercise these rights, contact us in writing via the details at the end of this policy page.

Ascend Aesthetica’s services are generally intended for individuals 18 years of age or older. However, certain medical aesthetic services, such as laser hair removal, may be appropriate for minors aged 13–17, only when booked by a parent or legal guardian, and with appropriate consent and medical clearance.

In such cases, we:

• Require a parent or legal guardian to be present at the consultation

• Require signed informed consent and treatment authorization forms

• May request documentation verifying the identity of the parent/guardian

• Will only collect the minimum necessary personal or medical information to provide the service safely and in compliance with HIPAA

We do not knowingly market or solicit services directly to minors, nor do we knowingly collect information from anyone under the age of 13. If we become aware that personal information has been submitted by a child under 13 without verified parental consent, we will delete it immediately.

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those websites. We recommend reviewing their privacy policies before providing personal information.

We may update this Privacy Policy periodically. Any changes will be posted on this page with a revised “Last Updated” date. Continued use of our services following updates indicates your acceptance of the changes.

To request access to your data, file a complaint, or ask questions about this Privacy Policy, contact:

Ascend Aesthetica

7316 E Stetson Dr, Studio 14, Scottsdale, AZ 85251

Email: ascendaesthetica@gmail.com

Phone: +1 602-657-5904

Website: ascendaesthetica.com

You may also file a HIPAA-related complaint with the U.S. Department of Health and Human Services Office for Civil Rights at:

https://www.hhs.gov/hipaa/filing-a-complaint/