Privacy Policy

This Privacy Policy explains how Simply Me handles information collected through this website. We treat the data you share with us the same way we treat the rest of our work: with care, restraint, and a clear sense of why it is being kept. This policy applies to website interactions only; the protected health information we collect during clinical care is governed separately, as described below.

What this policy covers

This policy applies to information collected through the Simply Me website at `[PLACEHOLDER: practice domain]`, including any contact forms, consultation request forms, email signups, and the future online booking platform once it is implemented. It also covers the analytics and cookies the site uses to function and to understand how visitors interact with it.

This policy does not cover protected health information (PHI) that the practice creates or receives in the course of providing medical care. Medical records — your history, evaluations, treatment notes, photographs taken in clinic, prescriptions, and related information — are governed by the Health Insurance Portability and Accountability Act (HIPAA) and by the practice’s separate Notice of Privacy Practices, which we provide at your first appointment. If you have questions about how your medical records are handled, please refer to that document or ask us directly.

Information we collect

Information you provide to us

When you reach out through the website, we collect what you choose to share. This typically includes:

  • Name and contact information (email, phone) submitted through contact or consultation request forms
  • Any message content or background you include in those submissions
  • Information you provide through email correspondence initiated from the website
  • Information you submit when scheduling an appointment through the booking platform once it is in place, such as appointment type, preferred provider, and basic intake details

We ask only for what is needed to respond to you or schedule a visit. Detailed medical history and clinical information are gathered in the clinic, not through the website, and fall under the Notice of Privacy Practices rather than this policy.

Information collected automatically

When you visit the site, certain information is collected automatically by the platforms that run it:

  • IP address and approximate location derived from it
  • Device type, operating system, and browser
  • Referring website or search query that brought you to the site
  • Pages viewed, time on page, and general navigation patterns
  • Date and time of visit

This information is used in aggregate to understand site performance and how visitors find and use the site. It is not used to identify individual visitors.

Cookies and similar technologies

The site uses cookies — small data files stored on your device — to function properly and to gather basic analytics. Some cookies are set by WordPress.com, which hosts the site. Others are set by analytics services such as Jetpack Stats and `[PLACEHOLDER: Google Analytics 4, if enabled]`. Cookies may also be set by the future booking platform when integrated.

You can manage or disable cookies through your browser settings. Disabling cookies may affect certain site features, including form submission and booking, depending on the platform.

How we use your information

We use the information collected through the website to:

  • Respond to inquiries and consultation requests
  • Schedule, confirm, and remind patients of appointments once the booking platform is live
  • Communicate with you about your inquiry or appointment
  • Operate, maintain, and improve the website and its content
  • Understand how visitors find and use the site, in aggregate, to inform editorial and structural decisions
  • Comply with applicable legal, regulatory, and recordkeeping obligations
  • Detect, prevent, and respond to fraud, abuse, or technical issues affecting the site

We do not use website information for advertising targeting or for sale to third parties.

Medical information

The information collected through this website is not your medical record. Anything you share through a contact form or consultation request that touches on your health is treated with discretion, but it is not, by itself, governed by HIPAA — HIPAA covers protected health information held by a covered healthcare provider in connection with treatment, payment, or healthcare operations.

Once you become a patient, the records the practice creates about your care — including any clinical information transferred from a website inquiry into your chart — are governed by HIPAA and by the practice’s Notice of Privacy Practices. That separate notice explains how your protected health information is used, how it is shared, and the rights you have with respect to it. We will provide that notice at your first appointment. If you would like a copy in advance, you may request one.

If you are sharing detailed personal health information through the website, please be aware that email and web forms are not the most secure channels for sensitive health detail. We recommend keeping initial inquiries general and reserving clinical detail for the consultation, where it can be handled appropriately.

Sharing your information

We do not sell or rent the information collected through the website.

We share information only with the service providers we use to operate the site and the practice, and only to the extent needed for them to provide their services. These include:

  • Our website host and platform (WordPress.com)
  • Form and email tools used to receive and respond to inquiries
  • Analytics providers used to understand site usage
  • The future online booking platform once integrated
  • `[PLACEHOLDER: any other vendors with access to website-submitted information]`

Each of these providers operates under its own privacy policy and is bound by its own terms regarding the data it processes on our behalf.

We may also disclose information when required to do so by law, including in response to a valid subpoena, court order, or other lawful request, or where disclosure is necessary to protect the rights, property, or safety of the practice, our patients, or others. We will limit any such disclosure to what is required.

Third-party services we use

The website is built and operated using the following services. Each operates under its own privacy policy, which governs the data it collects and processes:

  • **WordPress.com (Automattic):** website hosting, content management, and core platform infrastructure
  • **Rank Math:** search engine optimization plugin used for site metadata and structured data
  • **WPForms:** contact and inquiry form handling
  • **Jetpack:** site analytics, security, and performance features
  • **Google Search Console:** search performance reporting `[PLACEHOLDER: confirm in use]`
  • **Google Analytics 4:** detailed analytics `[PLACEHOLDER: confirm in use; if not in use, remove]`
  • `[PLACEHOLDER: booking platform, once selected — name and link to its privacy policy]`

We may add or change service providers over time. When we do, this section will be updated.

Your rights

Depending on where you live, you may have specific rights regarding the personal information we hold about you. In general, and subject to applicable law and to medical record retention requirements, you may:

  • Request access to the information we hold about you
  • Request correction of information that is inaccurate or incomplete
  • Request deletion of information, where we are not required to retain it for legal, regulatory, or clinical reasons
  • Opt out of non-essential communications
  • Ask questions about how your information is handled and receive a clear answer

California residents: Under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), California residents have additional rights regarding personal information, including the right to know what categories of personal information are collected, the right to request deletion, the right to correct inaccurate information, and the right to opt out of the sale or sharing of personal information. We do not sell personal information. `[PLACEHOLDER: state-specific CCPA/CPRA disclosures and contact method as required by counsel]`

EU and UK residents: If you are located in the European Economic Area or the United Kingdom and the General Data Protection Regulation (GDPR) or UK GDPR applies to your interaction with the site, you have additional rights regarding your personal data, including rights of access, rectification, erasure, restriction of processing, data portability, and objection to processing. `[PLACEHOLDER: lawful basis for processing, data transfer mechanisms, and EU representative information as required by counsel]`

Other states: Several US states have enacted comprehensive privacy laws granting residents specific rights. `[PLACEHOLDER: state-specific disclosures for any applicable state laws — e.g., Virginia, Colorado, Connecticut, Utah, Texas — as required by counsel]`

To exercise any of these rights, contact us using the information in the Contact us section below. We will respond within the timeframe required by applicable law. We may need to verify your identity before fulfilling certain requests.

Important: rights with respect to your medical record are governed by HIPAA and applicable state law, not by this website privacy policy. Requests regarding medical records should be directed to the practice through the channels described in our Notice of Privacy Practices.

Data retention

We retain website information only as long as needed for the purpose it was collected, or as required by law. Inquiry and consultation request information is retained as long as it is reasonably useful to respond to you and to maintain a clear record of our communication. Analytics data is retained per the retention settings of the analytics provider.

Information that becomes part of a patient medical record is retained according to the medical record retention requirements of `[PLACEHOLDER: state where the practice operates]`, which may be substantially longer than website data retention. Those requirements are governed by state law, not by this policy.

When information is no longer needed and not subject to a retention requirement, it is deleted or anonymized in accordance with our standard practices.

Children’s privacy

This website is intended for adults considering medical aesthetic and wellness services. The site is not directed to children under the age of `[PLACEHOLDER: 13, 16, or 18 — confirm with counsel based on practice’s minimum patient age and applicable law]`, and we do not knowingly collect personal information from children. If you believe a child has submitted information through the site, please contact us so we can delete it.

Treatment eligibility for minors is a separate clinical question, evaluated case by case at consultation under the practice’s age and consent policies.

Security

We take reasonable administrative, technical, and physical measures to protect the information collected through the website, including using a reputable hosting platform, keeping software up to date, and limiting access to the information to those who need it.

No system connected to the internet is fully secure. While we work to protect your information, we cannot guarantee absolute security of data transmitted to or stored on the site. Sensitive medical information is best shared in the clinic, where it can be protected by the safeguards required for protected health information.

Changes to this policy

We may update this policy from time to time as the website evolves, as our service providers change, or as legal requirements develop. When we make changes, we will update the effective date below. Material changes will be flagged on the site so visitors can review them.

Your continued use of the site after changes take effect constitutes acceptance of the updated policy.

Contact us

If you have questions about this policy, want to exercise a right described above, or want to raise a concern about how your information has been handled, please reach out through the contact page or by email at `[PLACEHOLDER: privacy contact email — either a general practice email or a dedicated privacy@ address]`.

For questions about your medical record or protected health information, please refer to the practice’s Notice of Privacy Practices, which we provide at your first appointment.

Effective date

This policy is effective as of `[PLACEHOLDER: date this policy takes effect]`.