Compliance & Privacy Policy
Effective Date: September 2025
1. Purpose
Total Glow Clinic is committed to protecting the privacy and security of all client health and personal information. This policy explains how we collect, use, disclose, and safeguard your information in compliance with applicable federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA) and other privacy regulations.
2. Information We Collect
We may collect the following types of information:
- Personal identifiers: name, address, phone number, email.
- Health information: medical history, treatment plans, medications, allergies, before/after photos.
- Payment information: billing address, payment method, insurance (if applicable).
3. How We Use Your Information
We use your information to:
- Provide aesthetic and medical services.
- Maintain accurate health records.
- Bill for services rendered.
- Communicate appointment reminders, follow-up care, and relevant offers (only with your consent).
- Improve our services and ensure quality care.
4. Disclosure of Information
We will not share your protected health information (PHI) except:
- With your written consent.
- As required by law (e.g., public health reporting).
- To business associates who perform services on our behalf under HIPAA-compliant agreements.
We do not sell, rent, or trade client information to third parties.
5. Your Rights
You have the right to:
- Access and obtain a copy of your records.
- Request amendments to your records.
- Receive an accounting of disclosures.
- Request restrictions on certain uses or disclosures.
- File a complaint with our Privacy Officer or with the U.S. Department of Health & Human Services if you believe your privacy rights have been violated.
6. Safeguards
We implement administrative, technical, and physical safeguards to protect your information, including:
- Secure electronic health records (EHR).
- Staff training on HIPAA and confidentiality.
- Limited access to records based on job function.
- Encrypted communications where applicable.
7. Communications
By providing your contact information, you consent to receive necessary appointment and care-related communications. Marketing communications will be sent only with your explicit consent and may be opted out of at any time.
8. Changes to This Policy
We reserve the right to update or modify this policy as needed. Changes will be posted in our office and on our website with the effective date.
9. Contact Information
If you have questions or concerns about our privacy practices, please contact our Privacy Officer:
Privacy Officer: Anya Benavidez
Address: 4300 Grand Ave, Fort Smith, AR 72904
Phone: 479-551-9005
Email: totalglowclinic@gmail.com
10. Complaints
If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer or directly with the U.S. Department of Health and Human Services. Filing a complaint will not affect the care you receive.
11. Disclosure
By entering your phone number, you are agreeing to receive text messages from Total Glow Clinic. Message & data rates may apply. Message frequency may vary. Reply HELP for more information. You can reply STOP or UNSUBSCRIBE to opt out.