Privacy Policy & Notice of Privacy Practices

Beyond The Surface Aesthetics
Effective Date: January 2026

IMPORTANT NOTICE REGARDING MEDICAL & TEXT MESSAGE DATA

Beyond The Surface Aesthetics (“we,” “us,” or “our”) is committed to protecting your privacy and maintaining the confidentiality of your personal and health information.

We DO NOT share, sell, rent, or disclose mobile opt-in data, phone numbers, or SMS consent records to any third parties or affiliates for marketing or promotional purposes.

All SMS opt-in data and consent records are kept strictly confidential and used only to provide services you have requested.

1. OUR LEGAL DUTIES (HIPAA COMPLIANCE)

We are required by law to:

Maintain the privacy and security of your Protected Health Information (PHI)
Provide you with this Notice of our legal duties and privacy practices
Follow the terms of this Notice currently in effect

We reserve the right to change this policy at any time. Updates will be posted on our website and available upon request.

2. INFORMATION WE COLLECT

Personal Information

We may collect:

Name, email address, phone number, mailing address
Date of birth and demographic information
Payment and billing information
Appointment history and service preferences
Communication consent records (SMS, email, forms)

Health Information (PHI)

Medical history
Treatment records
Lab results
Provider notes
Before/after photos (with consent)

Non-Personal Information

IP address and device data
Browser type and usage analytics
Website interaction data
Cookies and tracking technologies

3. HOW WE USE YOUR INFORMATION

We use your information for:

Providing medical and aesthetic treatments
Scheduling and managing appointments
Processing payments and billing
Communicating with you (appointments, updates, support)
Improving services and patient experience
Legal, regulatory, and compliance requirements
Security and fraud prevention

4. SMS MESSAGING & 10DLC COMPLIANCE

Text Message Program Terms

By opting into SMS communications from Beyond The Surface Aesthetics, you agree to receive messages related to:

Appointment confirmations and reminders
Follow-up care instructions
Customer support responses
Service-related notifications

Opt-In Consent

You will only receive messages if you have explicitly opted in
We maintain timestamped proof of consent
Consent is collected via forms, website, or verbal agreement

Opt-Out Instructions

Reply STOP at any time to unsubscribe
You will receive a confirmation message
No further messages will be sent unless you opt in again

Help & Support

Reply HELP for assistance
Or contact: info@beyondthesurfacemedspa.com

Message Frequency

Varies depending on your interactions
No excessive or unrelated messaging

Carrier Disclaimer

Message & data rates may apply
Carriers are not liable for delayed or undelivered messages

SMS DATA PROTECTION STATEMENT (CRITICAL FOR 10DLC)

No mobile information will be shared with third parties or affiliates for marketing/promotional purposes
Information may be shared with subcontractors (e.g., SMS providers, customer service tools) strictly to deliver services
All SMS opt-in data and consent records are excluded from any third-party sharing

5. HOW WE USE & DISCLOSE HEALTH INFORMATION (PHI)

For Treatment

To provide and coordinate your care among providers and staff.

For Payment

To bill and collect payment for services.

For Healthcare Operations

Quality improvement
Staff training
Business operations
Compliance and legal review

As Required by Law

We may disclose PHI when required by:

Federal or state law
Public health authorities
Law enforcement

Business Associates

We may share PHI with trusted vendors who assist operations. All are required to comply with HIPAA.

6. INFORMATION SHARING & DISCLOSURE

We DO NOT sell or rent personal information.

We may share data with:

Service Providers

Payment processors
Scheduling platforms (e.g., Aesthetic Record)
SMS and communication platforms
IT and support services

Legal Requirements

Court orders
Government requests
Regulatory compliance

Business Transfers

Mergers or acquisitions (data remains protected)

SMS opt-in data is NEVER shared for marketing.

7. DATA SECURITY

We implement safeguards including:

Encryption of sensitive data
Secure systems and access controls
Staff training on privacy protection
Regular system monitoring
HIPAA-compliant storage and handling

While we take strong precautions, no system is 100% secure.

8. ELECTRONIC COMMUNICATIONS

By communicating electronically (email, SMS, forms), you acknowledge:

These channels may not be fully secure
There is some inherent risk in transmission

For urgent or sensitive concerns, contact our office directly.

9. YOUR RIGHTS

You have the right to:

Access your medical records
Request corrections to your data
Request restrictions on usage
Request confidential communication methods
Receive an accounting of disclosures
Withdraw consent for communications
Opt out of SMS (STOP) and emails (unsubscribe)

10. NEW JERSEY PRIVACY RIGHTS

We comply with all applicable New Jersey laws, including:

Patient Bill of Rights
Medical confidentiality regulations
Minor consent laws

If state law provides stronger protections than HIPAA, we follow the stricter standard.

11. COOKIES & TRACKING

We use cookies to:

Improve website performance
Understand user behavior
Enhance user experience

You may disable cookies in your browser settings.

12. BREACH NOTIFICATION

In the event of a data breach involving unsecured PHI, we will:

Notify affected individuals
Provide details of the incident
Take corrective action
Comply with HIPAA and state laws

13. CHANGES TO THIS POLICY

We may update this policy at any time.
The latest version will always be available on our website.

14. COMPLAINTS

If you believe your privacy rights have been violated, contact:

Beyond The Surface Aesthetics
Email: info@beyondthesurfacemedspa.com

Or file a complaint with:

U.S. Department of Health & Human Services
Office for Civil Rights
https://www.hhs.gov/ocr/privacy/hipaa/complaints

You will not be penalized for filing a complaint.

15. CONTACT INFORMATION

Beyond The Surface Aesthetics
Website: https://beyondthesurfaceaesthetics.com
Email: info@beyondthesurfacemedspa.com